Our Privacy Policy

Introduction

We are Chiltern Open Air Museum Limited. We can be contacted at: Newland Park, Gorelands Lane, Chalfont St Giles, Buckinghamshire HP8 4AB

Telephone: 01494 871117 | Email: enquiries@coam.org.uk

This notice describes the way Chiltern Open Air Museum (‘COAM’) collects and processes your information, and explains our privacy and fair processing policy. We will always refer to this policy when we ask you for your consent, and will keep this policy up to date to explain the things we do with your personal information so you can be confident when sharing your information with us that it will be only used for what we say here.

COAM reserves the right to amend this policy from time to time without prior notice. You are advised to check this website regularly for any amendments (but amendments will not be made retrospectively).

COAM will always comply with the General Data Protection Regulations (GDPR) when dealing with your personal data. Further details on the GDPR can be found at the website for the Information Commissioner (ico.org.uk). For the purposes of the GDPR, COAM will be the “controller” of all personal data we hold about you, and our Museum Director is our Data Protection Manager.

How we use personal information

COAM is the sole owner of the information collected on our website (www.coam.org.uk).  Personal information you provide to COAM will only be used for the purposes outlined at the time of collection/registration, in accordance with the preferences you express.  Personal information we collect may include:

·    your name and title

·    gender (where you choose to provide this);

·    date of birth;

·    postal address, email address and phone number;

·    family and spouse/partner details, relationships to other donors and/or members and patrons;

·    current interests and activities;

·    ticket purchase and event registration/attendance;

·    payment card data;

·    online retail purchases;

·    contact preferences;

·    information on any donation that you make to COAM including Direct Debit and bank account information where applicable;

·    Gift Aid status;

·    details of correspondence sent to you, or received from you;

·    donor status and wealth assessment information;

·    employment information and professional activities;

·    where relevant, selected media coverage; and

·    any other information provided by yourself at the request of COAM.

Personal data collected and processed by us may be used for the following purposes:

•    Administration of membership(s)

•    Fulfilment of orders for goods and services requested

•    Administration of donations and legacies

•    Research and statistical analysis

•    Communication about our conservation work, membership, events, fundraising and other activities that we think may be of interest to you

Personal data collected and processed by us may be shared with the following groups where necessary:

•    COAM employees and volunteers, as required for administrative purposes

•    Friends of Chiltern Open Air Museum (‘FCOAM’), if you have indicated that you would like to

We do not sell or share your personal information for other organisations to use (although we may pass on your personal information if we have a legal or statutory obligation to do so). You are always in control of how we communicate with you, and you can update your choices by contacting us as explained in Sections 1 and 5.

Your Marketing Permissions

COAM will always respect and act upon your choices regarding the type of communications you want to receive and how you want to receive them.

There are some communications that need to happen regardless of your marketing preferences, as they are essential to allow us to fulfil our promises to you as a member or buyer of goods or services from us. Examples of this type of communication would be:

·        Transaction notification messaging, such as Direct Debit information and confirmation

·        Mailings directly related to administration of the membership scheme, such as your renewal reminder

As you are interested in COAM we would also like to keep you up to date with information about our events, activities and other news. However, you have the right to opt out of receiving this information, either when your data is registered initially or at any point in the future. All of our emails will contain a clear “unsubscribe” link and you can contact us at any point to request that your details be removed from our mailing lists for non-essential communications.

Retention

COAM will hold your information only as long as is necessary for each purpose we use it and for as long afterwards as is necessary to comply with our legal obligations. We will review personal data every year to establish whether we are still entitled to process it.

If we decide that we are not entitled to do so, we will stop processing your personal data except that we will retain your personal data in an archived form so we can comply with future any legal obligations, for example compliance with tax requirements and exemptions, and the establishment, exercise or defence of legal claims.

COAM will securely destroy all financial information once we have used it and no longer need it.

Consent

Where we need your consent, we will always do our best to ensure that you are as fully informed as possible on what we do with your information, with whom it may be shared and for how long we will keep it. This responsibility is in line with the requirements of the current Data Protection Act and other relevant legislation.

Accessing your personal data held by COAM

You have the right to ask us, in writing, for a copy of all the personal data we hold about you (this is known as a 'subject access request'). A copy will be sent to you as soon as possible but this will not be later than one calendar month from the date of receipt of your request.

If you would like to access your personal data held by us, please apply in writing to Chiltern Open Air Museum, Newland Park, Gorelands Lane, Chalfont St Giles, Buckinghamshire, HP4 8AB.

You can also update or amend your personal data or preferences at any time by writing to us at the address above, and details of alternative communication methods can be found on the “Contact us” page of our website. Verification, updating or amendment of personal data will take place as soon as possible, and not more than one calendar month from the date of receipt of your request.

Cookies

A cookie is a small text file which identifies users’ computers to COAM’s server. Cookies enhance a website’s performance in a number of ways including providing a secure way to measure use of the website including number of visitors, how frequently pages are viewed, shopping, and the city and country of origin of users. This helps to determine what is popular and can influence the future content and development of websites. 

For further information visit www.aboutcookies.org or www.allaboutcookies.org

You can set your browser not to accept cookies and the above websites tell you how to remove cookies from your browser.  However, in a few cases some of our website features may not function as a result.

COAM also uses cookies in it email communications to personalise the email and track whether the email has been opened or read and whether the recipient has used any website links contained in the email communication.  This allows us to monitor and improve our email communications and website.

Links to third party websites

This privacy policy applies solely to personal data collected by Chiltern Open Air Museum and does not apply to third party websites or services that are not under our control.

We are not responsible for the privacy policies of third party websites and advise that you read the privacy policies of other websites before registering any personal data. 

Security

COAM will not transfer your personal data outside the EEA without your consent.

COAM has implemented generally accepted standards of technology and operational security in order to protect personal data from loss, misuse, or unauthorised alteration or destruction. Please note however that where you are transmitting information to COAM over the internet this can never be guaranteed to be 100% secure.

For any payments which COAM take from you, whether online or face to face, we will use a recognised online secure payment system. COAM will notify you promptly in the event of any breach of your personal data which might expose you to serious risk.

Membership cards

We use barcodes on our membership cards, which scan when you visit.  We use this data (which includes the date/s on which you have visited and your membership number) to help us understand how our members like to visit COAM.

We may also use this information to ensure that our communications to you are as relevant as possible.

What this page tell you and how it is updated

This page will hold the latest information regarding our privacy and fair processing notification, and we will refer to it when we ask you for your consent. This page will be updated as necessary to ensure you are aware of what we do with your data and, if the changes are significant, we will provide a more prominent notice. We will also keep prior versions of this Privacy Policy in an archive for your review.