Who we are:
We are the ‘Derbyshire Museums & Heritage Forum’.
All references to; ‘we’ | ‘DMHF’ | ‘our’, means Derbyshire Museums & Heritage Forum. All references to; ‘your’ or ‘member’ means ‘you’.
We are committed to protecting and respecting your privacy. This policy explains when and why we collect personal information about DMHF members, how we use it, how we keep it secure and your rights in relation to it. We will always comply with the General Data Protection Regulation (GDPR) rules when dealing with your personal data.
How we collect and use data:
The DMHF only stores personal data that is relevant to our activities as follows:
When an organisation or individual becomes a member of the DMHF we ask for contact details, which may include named individuals. Information collected may include a forename, surname, title, gender; postal address, email address and phone number.
This information is stored in an internal computer database and in an email mailing list and is used for the following purposes to:
- contact organisations/ individuals to invite them to renew their annual membership, including sending out renewal invitations, reminders, invoices and receipts.
- circulate information about forthcoming DMHF meetings and events which are provided as part of your membership.
- circulate information from third parties which is deemed relevant to our members. For example, information related to grants, training opportunities, events, promotional opportunities and professional publications. In this instance, data is processed according to the ‘Legitimate Interest’ rule, whereby people working or volunteering for heritage organisations can reasonably expect to have an interest in information relating to the heritage sector.
Individuals can choose to unsubscribe from our emailing list at any time by contacting us: firstname.lastname@example.org
We will never share your email address with any third parties without your consent.
The DMHF has a Facebook page which is used to promote member organisations and their associated activities. Any posts are shared directly from the organisation’s own Facebook page, thereby already in the public domain.
The photographs used on the DMHF website have been provided directly by member organisations themselves. The copyright remains with the individual organisation, not the DMHF. Photographs have been used in good faith on the basis that the organisation providing them has the relevant permissions in place.
How we update your information
We regularly review records of members to ensure our data is as accurate as possible. We may consult alternative sources in order to undertake these checks, such as:
- Companies House and other company information databases
- Charity Commission registers
- Any other publicly available sources
How long do we keep your information?
We will hold your personal data on our systems for as long as you are a member of the DMHF. Once you cease to be a member, your details will be removed from the DMHF database and emailing list.
We will review your 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 and delete it, except that we will retain such of your personal data in an archived form to be able to comply with future legal obligations and the establishment exercise or defence of legal claims. Once we no longer need to retain your data under the provisions of the clause above, we will delete all your personal data except for your name and date of leaving, which will be retained to ensure the data integrity of our archive systems (e.g. the recording of historical event participation).
Any photographs taken at DMHF events on which you may appear will not be removed, as these form part of the DMHF’s history archive.
Links to other websites
Where we have issued a password which enables you to access certain ‘members only’ parts of our website, you are responsible for keeping this password confidential. We ask you not to share your password with anyone.
You have the following rights under the GDPR to:
- access your personal data
- be provided with information about how your personal data is processed
- have your personal data corrected
- have your personal data erased in certain circumstances
- object to or restrict how your personal data is processed
- have your personal data transferred to yourself or to another business in certain circumstances.
Subject access request (SAR)
To issue a ‘subject access request’ please contact us at the adddress at the bottom of the page in writing.
Making a complaint
You have the right to take any complaints about how we process your personal data to the Information Commissioner Office (ICO): https://ico.org.uk/make-a-complaint/
You can write to ICO at:
Information Commissioner's Office
Telephone: 0303 123 1113.
Further details on the GDPR can be found at the Information Commissioner’s Office website: https://ico.org.uk/
We will review this Policy annually and may make changes from time to time. Any changes made will be highlighted. This Policy was last reviewed in September 2020. For more details, please address any questions, comments and requests regarding our data processing practices to our address below.
DMHF Contact details:
Derbyshire Museums & Heritage Forum
Kate Watts - Secretary
c/o: The Princess Royal Class Locomotive Trust – West Shed
Telephone: 01773 743986