Privacy Policy

Privacy Policy

About this Privacy Policy

This Privacy Policy sets out how SHARE Museums East (SHARE) uses and protects any information you share with our organisation, including any third parties who conduct work on our behalf. SHARE is committed to protecting your privacy when accessing information via our organisation.

SHARE may change and update this Policy – if we do this page will be updated with our new privacy policies. Please check from time to time to ensure you are happy with any changes.

About SHARE Museums East

SHARE is funded by Arts Council England (ACE) and managed by Norfolk Museums Service, a Service of Norfolk County Council. We work in partnership with local museum development officers and other partners to provide advice, support and training to Accredited museums in the East of England. Our Data Protection policies and procedures are governed by Norfolk County Council’s General Privacy Notice.

Which personal information does SHARE collect and retain?

When you register for our services (including signing up to our e-newsletter), sign onto an event or apply for a grant, we will retain your name, job title, contact information and the details of the organisation which you are representing.

SHARE will also retain records, such as evaluation forms, of interactions you have had with our programmes to ensure we continue to provide an effective service. These may include:

  • Records of your attendance at our training events or programmes.
  • Your opinions of SHARE’s programmes, events or services in which you have participated (these may include services provided by a third party).
  • Details about your development needs from any evaluation forms or surveys you have provided to us.
  • Details of correspondence that we have sent to you or received from you.

What we do with the information we collect?

Depending on your relationship with SHARE, we may use information about you to:

  • Process bookings for training events, including making provision for your stated needs and preferences as far as reasonably practicable.
  • Maintain records of who attended our events, and which organisations they represent.
  • Send you communications which we think you may find interesting via our e-newsletter or emails, and analyse click rates to improve how we communicate with you.
  • Invite you to partake in any survey or research which will improve our service, including surveys, questionnaires and evaluation forms.
  • Carry out statistical analysis about who uses our services.
  • Share information regarding the SHARE programme with our funders ACE as part of our grant contract with ACE. This may include names of participants and organisations attending events or applying for grants, and contact names for Museum Accreditation Scheme purposes.
  • Share information regarding the SHARE programme with our partners in the region, including the County Museum Development Officers (see ‘Appointed third parties’ below). This may include names of participants and organisations attending events or applying for grants, and contact names for Accreditation purposes.
  • Where necessary, share information about you with other approved third parties such as trainers, consultants, contractors and organisations who directly support the SHARE programme, to ensure they provide you with the best service possible. These third parties will only use your data for the specified purpose for which we have contracted, engaged or partnered with them, and will not use it for any other reason or share it with any other individuals or organisations. The information we share may include name, contact details, and any personal needs or preferences that you have specified when signing up to one of our programme.

We will not pass on or sell your information to any third party for marketing or commercial purposes. We will not disclose any information about you other than for the purposes described within this policy, except when when required to do so by law.

Which information does SHARE not keep?

When signing onto an event we ask for access and dietary requirements to help organisers best prepare for the event. This information is used for this and no other purpose, and these preferences will be deleted no later than 12 months after the event has taken place.

When you apply for a grant, bursary or payment from SHARE, any supplied personal financial information is not kept by us: this information is processed via the Finance department of Norfolk County Council. The only financial information retained directly by SHARE are copies of invoices.

How long is the information kept?

The activities we deliver are publicly funded by ACE and this information will be retained for the duration of the current funding period until 31 March 2023. For audit and reporting purposes certain information, such as names of organisations participating in SHARE programmes and activities, may be retained for up to seven years beyond the end of the funding period as required by the terms and conditions of our funding from ACE.

In the event of the SHARE programme terminating at the end of the current funding period, all individuals and organisations will be notified of our legacy proposals and all individuals will offered the right of erasure of their data.

Appointed third parties

Not all services delivered by SHARE are provided by staff employed by Norfolk County Council. SHARE works in partnership with ACE, appointed partners and other organisations and businesses to provide museum development within the scope of our funded programme as agreed with ACE.

A list of our Museum Development Officers (appointed partners) can be found here. Some specialist subject networks in the East of England are also SHARE partners and a list of SHARE networks can be found here. Appointed partners are bound by their employing organisation’s data protection and privacy policies. Any breach of these values and/or the law is the responsibility of their employing organisation, not SHARE (Norfolk County Council).

SHARE sometimes works in partnership with one or more Museum Development Programmes in England to provide our training and development services more efficiently. We may agree with our partners that we will take all bookings for such services: if so, we will share the full booking information of each museum and/or individual with their relevant regional Museum Development programme – you can find a list of all English Museum Development Programmes here. Similarly, we may agree with one of our partners that they will handle all booking information, and if this is the case they will share with us all booking information from museums and/or individuals in the East of England. Please refer to each organisation’s own Privacy Policies for details of how they will handle your data.

SHARE contracts individuals, consultants, businesses and other organisations to deliver specific training work for us. All individuals and/or organisations contracted by SHARE are required to uphold SHARE’s (Norfolk County Council’s) values whilst working to this Privacy Policy plus their own policies and all respective and subsequent laws. Should any breach of these values and/or the law occur, the contracted individual and/or the organisation are liable for the breach, not SHARE (Norfolk County Council).

To enable us to operate effectively and to improve the services we offer, we use third party websites including WordPress, Mailchimp, Eventbrite, Twitter, SmartSurvey, WeTransfer, and Icaris CRM.

In certain circumstances, we may process your information outside of the European Economic Area: the servers for Eventbrite and Mailchimp are hosted outside of the European Economic Area. We are not responsible for the privacy policies or practices of these third party organisations; please consult their respective privacy policies if you would like to find out more about how they use your information:

Links to other websites

The SHARE Museums East website contains links to other websites. These terms of use apply only to our site, so you should always take care when you are moving to another site and read the privacy statement of any site which may collect personal information. Norfolk Museums Service accepts no responsibility or liability for these sites.

Security

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect.

SHARE keeps:

  • electronic records securely in restricted access hard drives
  • paper secure files in locked cabinets
  • for the purposes of recording contact details at museums and monitoring engagement with our programmes and events, SHARE uses Icaris CRM. Access to Icaris CRM is available only to SHARE staff members and our appointed Museum Development Officer partners (see ‘Appointed third parties’ above) via secure log-ins.

We will do our best to protect your personal information, but we cannot guarantee the security of any information transmitted to our website and all communications with it are at your own risk. We will use strict procedures and security features on the website to try to prevent unauthorised access.

Automated decision making

We do not make automated decisions about you.

How we use cookies

We use cookies on this website. A cookie is a text file sent to your browser and stored there. This enables the web server to recognise your computer when you revisit our website.

We use cookies for things like collecting website usage data (via Google Analytics and WordPress, our website content management system), which help us to improve the website and to display more relevant content to users based on their use of the site. We only use this information for statistical analysis purposes and the data is not personally-identifiable.

Most browsers allow you to refuse to accept cookies.  This may, however, have a negative impact upon the usability of many websites, and may prevent you from accessing some services available on this website.

Access to your information

You are entitled to see personal information about you which we hold. You will need to put your request in writing or by email, telling us whether you are interested in all the information we hold about you or just specific areas. You will need to provide enough information for us to identify you in our records, such as name, address and date of birth. You will need to provide proof of your identity, which can be a copy of your passport, birth certificate or other official document bearing your signature. We also need to see proof of your current address – this can be a copy of your driving licence or utility bill for example.

You can also ask us to:

  • update the details we hold about you
  • consider a request to stop processing your data, including sending you communications
  • complain about or discuss how we are handling your information.

For any of these requests please email us at sharemuseumseast@museums.norfolk.gov.uk

Or write to:

Regional Museums Development Manager
SHARE Museums East
Shirehall
Market Avenue
Norwich
NR1 3JQ

Changes to this notice

We may amend this Privacy Policy at any time so please review it frequently. The date below will be amended each time this notice is updated.

Date of notice

This Policy was updated on 2 March 2022.

 

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