Privacy Notice 1. Who are we? National Museums Liverpool (NML) is a diverse group of museums and galleries consisting of World Museum, Walker Art Gallery, Lady Lever Art Gallery, Sudley House, Merseyside Maritime Museum, Border Force National Museum, International Slavery Museum and the Museum of Liverpool. NATIONAL MUSEUMS LIVERPOOL wholly owns a subsidiary trading company, National Museums Liverpool Trading Limited, which provides a range of catering, retail, conferencing and general commercial services. This policy sets out National Museums Liverpool’s obligations to protect, store and manage your data correctly under UK and EU data protection law and covers both National Museums Liverpool and its wholly owned trading company, NATIONAL MUSEUMS LIVERPOOL Trading Ltd. National Museums Liverpool is regulated by the Department of Digital, Culture, Media and Sport (DCMS). Museums and galleries regulated by DCMS are exempt charities under Schedule 3 of the Charities Act 2011. Registered Office: World Museum, William Brown Street, Liverpool, L3 8EN.. 2. Your personal data When we talk about “personal data”, we mean information that identifies a living person, or which can be identified as relating to a living person. When we talk about “you” or “your” in this notice, we mean any living person whose personal data we collect. When we talk about “Members” and “Membership” we are referring to current members of National Museums Liverpool. 3. Databases and storage of your data National Museums Liverpool uses a number of databases to store data for different purposes, for example fundraising, commercial operations, ticketing and financial operations. Trained members of staff access these databases across the organisation in a secure environment. National Museums Liverpool is a data controller registered with the Information Commissioner’s Office. We have a legal duty to protect any information we collect from you and to prevent any unauthorised access to or use of that information. We do not pass your details to any third party unless you give us permission to do so. We use only trusted third party solutions to deliver different aspects of your relationship with us, for example the delivery of e-newsletters. We follow current UK and EU data protection law. Your relationship with us and your data are extremely important to us and we take all necessary steps to protect your data. We will never sell your personal data. As a group of museums and galleries, caring for, preserving and adding to our collections is seen by HM Government as our primary purpose, and as such, these activities are exempt from data protection law. 4. Lawful purposes for processing data As a group of museums and galleries, the following is a non-exhaustive list of the types of data we expect to process and corresponding lawful purposes for the processing of this data. The information we collect as described below is used for the purposes for which it was collected and the purposes for which you gave consent and for no other: Consent E-newsletter subscriber’s data Fundraising subscriber’s data for appeals and campaigns Data of members of National Museums Liverpool Event invitees and attendees Contractor information/supply of goods and services Primary Purpose Acquisitions Research and collections Managing custody of our collection including our intellectual property rights Display of collections Processing enquiries and requests for information Managing your visit to NATIONAL MUSEUMS LIVERPOOL Legitimate Interest Data from purchases for example tickets and merchandise Data of donors to National Museums Liverpool Data of visitors to our websites, as set out below in the section ‘our websites and apps’ Stakeholders information As you can see we have a number of lawful reasons for using (or 'processing') your personal information. One of these lawful reasons is 'legitimate interest'. Broadly speaking legitimate interest means that we can process your personal information if we have a genuine, legitimate reason and we are not harming any of your rights and interests. Some typical examples of when we might use this approach are for: Sending postal invitations to those people who would expect to receive them because they have a relationship with National Museums Liverpool Sending the National Museums Liverpool Annual Review and similar reports by post to stakeholders Sending occasional letters about fundraising to those who would expect to receive them, for example long-standing donors of National Museums Liverpool with whom we still have a relationship Holding data on ticket and merchandise purchases, for the purposes of accounting and delivery of services purchased Holding data of donors for accounting and fundraising purposes Holding data of stakeholders to ensure they can have a mutually beneficial relationship with National Museums Liverpool 3.1 Prospect – when an individual is a subject of prospect research (N.B we will always notify an individual if we have identified them as a prospect for fundraising outside of their position at a grant or donation giving body and when they provide explicit consent to an ongoing relationship with National Museums Liverpool a record will be added to our database) Data on prospects we would expect to process: Name for the purposes of creating a record on the database Address, if supplied by the individual or if it is a work address in the public domain, for the purposes of contacting the individual about appeals, campaigns and projects the individual may be interested in if this is agreed to Email address if supplied by the individual or if it is a work email address in the public domain, for the purposes of contacting the individual about appeals, campaigns and projects the individual may be interested in Occasionally we conduct a reasonable amount of research on individuals who would reasonably expect that we will have an interest in them, for example those who have a well-known interest in certain causes or subject matters that relate to our fundraising activities or who are publicly known to be philanthropists of the arts. We will only use information that has been made publicly available by the individual themselves. Developing a good understanding of potential supporters through data about them allows us to fundraise more efficiently towards our goal of being the world’s leading example of an inclusive museum service and allows us to tailor our approaches to the right people who will be receptive to our goals. We take practical precautions with prospect information and allow only Development Office staff to access proposal and prospect research data. If a prospect no longer consents to us storing their information, their database record will have all personal information suppressed so they will not be contacted in the future. 3.2 Member’s newsletters If you are a member, sponsor or patron of National Museums Liverpool, we will send you a postal copy of our guide newsletter and as a member, if you have opted in to receive emails from us, an email newsletter. You can opt out of receiving these at any time without this affecting your other membership/sponsorship/patronage benefits. 3.3 Gift of membership When the gift of National Museums Liverpool membership is given to an individual or family, the name and address and gift details are recorded on our systems to ensure smooth delivery of membership benefits. The gift buyer can ask us to anonymise this information at any time and this will not affect the delivery of membership benefits. 3.4 Children’s data Children’s records are only created for the purposes of delivering the benefits of family membership, under the express permission of the parent or guardian and will not be used for any purpose other than the delivery of the membership benefits, for example to produce and administer a membership card. Children will not be contacted separately by National Museums Liverpool; the communications for their membership benefits is always through the parent or guardian. When a membership is renewed, consent for a child’s membership record to remain is re-sought. 4. Our websites and apps Please note that this privacy statement applies to the websites and apps of National Museums Liverpool. These include: www.liverpoolmuseums.org.uk www.houseofmemories.co.uk blog.liverpoolmuseums.org.uk www.fihrm.org www.sjam.org britainschildmigrants.com happyolderpeople.com my House of Memories app Lady Lever Art Gallery app If you follow a link to a third party website, the data protection statement on that site should be consulted. 4.1 Enquiries and comments about our websites and apps You can send us your enquiries and comments directly through our website. You can also contact us by post (see address at the end of this document). If you use a contact form on the website you do not need to give any personal information, e.g. your email address or name, unless you want us to respond to your enquiry, in which case you should provide us with your email address as a minimum. When dealing with your enquiry we do not pass any personal information outside our organisation, nor do we use that information for any other purpose without first seeking your permission. If you require a response from us, we will need to record your personal contact details to be able to reply to you and to track the progress of your request. 4.2 Cookies Cookies are pieces of data that can be automatically created on your computer or device when you visit a website or use an app. They are small text files that help us to understand how the website or app is being used by our visitors. You may refuse the use of cookies on our websites by choosing the appropriate settings on your browser, however some functionality may be lost.