This Privacy Notice tells you what to expect when you provide information to The Argyll and Sutherland Highlanders Museum Trust.
The Argyll and Sutherland Highlanders Museum Trust, The Argyll and Sutherland Highlanders Regimental Trust and The Argyll and Sutherland Highlanders Shop Limited share some systems so this privacy notice also covers these organisations.
We want you to be confident with the way we handle your personal information and with our commitment to protect and respect your privacy.
- What information we collect about you
- What we do with your personal information
- How we process your personal data
- Who we might share your information with
- Your rights
- How we store your information
- How to get in touch
Who we are
The Argyll and Sutherland Highlanders Museum Trust is registered as a Scottish Charity, and our registration number is: SC042084.
We are registered as a data controller and our Data Protection registration number is ZA72035. This means the organisation decides how your personal data is processed and for what purposes.
The Argyll and Sutherland Highlanders Regimental Trust is registered as a Scottish charity (number SC001953) and The Argyll and Sutherland Highlanders Shop Limited company number is SC169435.
What is Personal Data?
Personal data relates to information about a living individual who can be identified from that data e.g. name, address, email, phone number, date of birth.
From 25 May 2018, the processing of personal data is governed by the General Data Protection Regulation (GDPR). This replaces the Data Protection Act 1998 and gives you more rights and protection about how your personal data is used by us. Further details about GDPR can be found here: https://www.eugdpr.org/eugdpr.org.html
Any electronic communications will be made in accordance with the Privacy and Electronic Communications Regulations.
What information do we collect about you?
Personal information we collect may include:
- your name
- postal address, email and phone number
- family and partner details, relationships to other donors and/or member
- bank information
- gift aid details
We will also collect and hold information about any contact you have with us, and may consist of:
- Event registration/attendance
- Online retail purchases
- Contact preferences
- Gift information
- Gift aid status
- Donor status
- Employment information and professional activities
- Details of correspondence sent to you or received from you
- Where relevant, selected media coverage
- Any other information provided by yourself
What we do with your personal information
Depending on your relationship with us, and the preferences you have indicated, the data we hold may be used by us for the following purposes:
- To fulfil your requests – such as Guardian membership applications, research enquiries, participation in campaigns and events, and provision of information
- To process your sales transactions, donations, or other payments and verify financial transactions that you complete (such as Direct Debit processing and gift aid applications)
- To handle orders, deliver products and communicate with you about orders
- To inform you of news, events, activities. These may include exhibitions, events, and retail offers
- To provide information on our fundraising operations, including occasional targeted requests to consider giving financial support to The Argyll and Sutherland Highlanders Museum Trust or to ask you to consider supporting us in other ways
- To record any contact we have with you and ensure your details are accurate
- To help us understand our visitors and donors we may combine information that you volunteer to us with information from publicly available resources to give an insight into your philanthropic interests or ability to support the Museum
- To prevent or detect fraud or abuses of our websites and services, as well as enable third parties to carry out technical, logistical or other functions on our behalf
- To manage our employees and volunteers
- To maintain our own accounts and records (including the processing of gift aid applications)
- To monitor the effectiveness of our communications with you. This may include email tracking, which records when an e-newsletter from us is opened. This helps us determine how people use our websites.
How we process your personal data
We keep personal data up to date; by storing and destroying it securely. We do not collect or retain excessive amounts of data; we protect personal data from loss, misuse, unauthorised access and disclosure, whilst ensuring that appropriate technical measures are in place to protect personal data.
The legal basis used by us for processing your personal data
- For retail and hospitality services, we use Contract as the basis
- For the provision of expected services e.g. retail sales, servicing existing supporters (including invitations to events and news updates) we use Legitimate Interest
- For new supporters we will obtain Consent (i.e. ask you to opt in to receiving communications)
- For the process of fundraising where interest has already been expressed, Legitimate Interest is used for non-electronic communication, otherwise Consent is required, with the exception of corporate partnership contacts
- For employees including volunteers we use the basis of ‘Legitimate Interest’
Who we might share your information with
We will never sell your data.
We do not disclose personal data to any third parties or external organisations other than data processors carrying out work on our behalf, such as processing payment transactions. Any such companies are acting as approved data processors for The Argyll and Sutherland Highlanders Museum Trust and we retain full responsibility for your personal data. Data processors will act only on our instructions.
We may share your personal data with such organisations, for example where you register to attend events. We will only share information when necessary.
We may share your personal data where required to do so for prevention of crime or for taxation purposes (for example, with the police, HMRC) or where otherwise required to do so by other regulators or by law (e.g. the Charity Commission, Companies House).
We want to ensure that you only receive communications that are of interest to you. If you want to cease receiving communications, change the way we contact you, or delete or correct your personal information, simply contact email@example.com.
We want to ensure you remain in control of your personal data and that you understand your legal rights, which are:
- The right to request a copy of your personal data which we hold about you
- The right to request that we correct any personal data if it is found to be inaccurate or out of date
- The right to request your personal data is erased subject to any statutory or legal requirements placed on the data controller. where it is no longer necessary to retain such data
- The right to withdraw your consent to us processing your data at any time.
- Where applicable, the right to data portability. This gives you the right to receive personal data you have provided to a controller in a structured, commonly used and machine readable format. It also gives you the right to request that a controller transmits this data directly to another controller.
- The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing
- The right to object to the processing of personal data, (where applicable) [Only applies where processing is based on legitimate interests (or the performance of a task in the public interest/exercise of official authority); direct marketing and processing for the purposes of scientific/historical research and statistics]
- The right to lodge a complaint with the Information Commissioners Office.
There are some exceptions to the rights above and, although we will always try to respond to any instructions you may give us about our handling of your personal information, there may be legal situations where we are unable to meet your requirements in full.
If you would like further information on your rights or wish to exercise them, please contact our Data Protection Officer in writing at The Argyll and Sutherland Highlanders Museum Trust, Stirling Castle, Stirling FK8 1EH or by emailing firstname.lastname@example.org
How we store your information
Information is stored by us on computers located in the UK. We may also store information in paper files that are held in secured locations.
We place a great importance on the security of all personally identifiable information that we have under our control. We have security measures in place to protect against the loss, misuse and alteration of personal data under our control. While we cannot ensure or guarantee that loss, misuse or alteration of data will not occur while the data is under our control, we use our best efforts to try to prevent this.
We will keep your information only for as long as we need it to provide you with the goods, services or information you have required and to satisfy financial regulation requirements. We’ll use this data to manage your relationship with us, to inform our research or your marketing preferences, to comply with the law, or to ensure we do not communicate with people that have asked us not to. When we no longer need this information, we will always dispose of it securely, using specialist companies if necessary to do this work for us.
Changes to our privacy notice
- by email to email@example.com
- or by writing to Data Protection Officer, The Argyll and Sutherland Highlanders Museum Trust, The Castle, Stirling FK8 1EH.
If you have a complaint that we are not able to resolve, you can also contact the Information Commissioners Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.