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Privacy notice for East Riding museums service 

What do we use the information for?

East Riding of Yorkshire Museums Service (ERYMS) statement of purpose (extract) - ‘Our aim is to safeguard and present our local cultural heritage and to engage people with the visual arts, in order to enrich the lives of current and future generations and encourage a sense of personal and community identity. 

We do this by interpreting the collections, researching the wider heritage of the East Riding and facilitating access to a broad cultural experience through exhibitions events and learning programmes.’

The Museums Service includes the Treasure House and Beverley Art Gallery, Beverley Guildhall, Skidby Windmill, Goole Museum and Sewerby Hall. Objects in the collections can be viewed by appointment. You can also request information about the collections by telephone, email and letter. An online database of the collections can be accessed.

Individuals, organisations and official bodies can add to these collections by donating material to any of our museum sites. Each site has its own specific collecting strategy and all donations are considered by a collections team before being accepted.

What information do we hold and use?

We may collect and process the following information about you to enable us to assist with your enquiry or visit:

  • your name
  • your contact details, which depend on how you have chosen to contact us
  • information relating to your enquiry so we can reply to it
  • information relating to your visit so we can help you during this. 

We also hold information in the museums service collections that have been donated, purchased and transferred by individuals, organisations and official bodies. Details about how we collect, manage and rationalise the collections are set out in the following document, which is a requirement for every accredited museum.

Please visit the ERYMS Collections Development policy.

On what grounds do we use the information?

We process information relating to and contained in the museum collections in our custody for curatorial and/or learning purposes, and in the public interest.

ERYMS is an accredited museum service under the Art’s Council England’s accreditation scheme. Preservation of key information relating to collections, including details of donors is part of the accreditation standard that ERYMS must adhere to in order to retain its accredited status. Retention of key information also enables future collections research and ensures collections can be properly accounted for in case of audits.

Where objects are brought in for identification, information on finders and/or landowners will be collected in order to preserve information in the public interest and in some cases to fulfil legal requirements, such as reporting items under the Treasure Act.

Personal information is also collected for the purposes of bookings at lectures, workshops and other museum events. This is required in order to monitor numbers and record payments, note any dietary/medical information (if required) and provide contact details in case of cancellations or alterations to events.

ERYMS also maintains mailing lists in order that our users can be sent information on future museum events/exhibitions that they may be interested in attending. 

Information on Volunteers and placements is held in order to ensure the smooth running of these activities, including insurance and the holding emergency contacts in case of accidents.

The Friends of Beverley Art Gallery (FOBAG) maintain a list of members for the same purposes as above, and to enable collection of membership fees.

We collect when required the name, address, postcodes or email addresses for event marketing and promotion purposes.

We or our partners or a commissioned consultancy/agency collect postcodes, age and potentially other data for event/project evaluation and audience development purposes.

When required we take photographic images and/or film of people for marketing, promotion, documentation, and evaluation purposes. These images and/or film are taken only with your signed consent. Images are stored and may be used in all forms of publicity including websites and social media.

How do we collect this information?

Information may be collected from you by telephone, email, online form and letter or provided by you in person during your visit.

All donations, purchases and loans of artefacts to ERYMS are documented on museum artefact record forms. Relevant correspondence is retained with the forms to create object history files. Entries on objects are created on ERYMS’s Mimsy XG collections management database.

Object loans are recorded on both paper forms and the collections database. 

Who we share your information with?

We may share information with our data protection, freedom of information, legal, insurance and admin teams depending on the context in which the information has been collected.

Although our collections database is available online, this does NOT include any information on donors without their consent, nor is this made available to enquirers.

As reporting of information on treasure finds is a legal requirement, personal information is passed to the portable antiquities scheme on occasions.

Data may be shared with Humber museums partnership staff and/or external consultants for promotional purposes or to allow analysis of visitor data.

How long do we store it and is it secure?

We have a retention schedule in place to ensure that information is only held for as long as it is needed. For information on how long your information will be held please visit the retention explained page.

Details about how we keep your information secure are available on the general privacy information page.

What rights do you have?

The rights that you have depend upon the grounds upon which your information is collected. All of the rights you could have are outlined on the data protection page. In most cases, people who have made an enquiry or visited us will have the following rights relating to the information we have collected:

  • The right to be informed – Individuals need to be aware of how their data is going to be used and for how long, in clear and simple language. Also, the council has to consider if children can understand the reasons why the authority is processing the data.
  • The right of access - You are entitled to see the information we hold about you and can request a copy by emailing  data.protection@eastriding.gcsx.gov.uk 
  • The right to rectification – Individuals can have their personal data modified if it is inaccurate or incomplete. This must be done within one month. Please email museum.th@eastriding.gov.uk
  • The right to erasure/to be forgotten – An individual can request that their data is deleted in certain circumstances. These include when the data is no longer necessary, when consent is withdrawn, if the data was unlawfully processed or in relation to online services offered to a child. This is not an absolute right. Please email museum.th@eastriding.gov.uk
  • The right to restrict processing – Individuals can block or suppress how their data is used. When data is restricted, data can only be stored, not used. Please email museum.th@eastriding.gov.uk
  • The right to object – in certain circumstances an individual can object to how their information is used, for example in marketing. In such cases, use of data must stop immediately. Please email museum.th@eastriding.gov.uk
Please visit the data protection rights page which details all rights and how to exercise them.

Where can I find out more?

If you want to know more about how the council uses information, your rights or have a concern about the way we are collecting or using your personal data, we request that you raise your concern with us in the first instance.

Contact details are available on the general privacy information page

Alternatively, you can email us at museum.th@eastriding.gov.uk or contact the Information Commissioner’s Office.