Data Protection and Privacy policy

INTRODUCTION

The National Holocaust Centre and Museum (NHCM) is committed to protecting your personal information. Your information will only be used in accordance with applicable laws concerning the protection of personal information – further guidance on this can be found at the Information Commissioner’s Office (https://ico.org.uk/).

This policy

The purpose of this policy is to explain how NHCM collects and uses the personal information you provide to us and that we might, from time to time, collect (be it online, via phone, email, in letters or in other correspondence or from third parties).

In this policy, whenever you see the words ‘we’, ‘us’ or ‘our’, it refers to NHCM.

The policy explains:

• How your personal information supports the efficient running of our operations;
• What information NHCM may collect about you;
• How we use cookies to provide services to you or to improve your use of our websites;
• How your personal information could be used;
• Whether we disclose your details to anyone else;
• What choices are available to you regarding your personal information

If you have any queries about this Privacy Policy please contact the Data Protection Officer at: National Holocaust Centre and Museum, Acre Edge Road, Laxton, Newark NG22 0PA; via telephone 01623 836 627 or email, office@nationalholocaustcentre.net.

Changes to this policy will be made as required to meet any future changes in legal requirements. A complete version of this policy can be found here.

 

WHO WE ARE

NHCM is a registered charity (registered with the Charity Commission in England and Wales under the name “Beth Shalom Limited”, registered charity number 509022).

NCHM is the UK’s only permanent site that combines both Holocaust remembrance and education. We exist to:

• Provide a permanent memorial to those who perished in the Holocaust;
• Give voice to the testimony of those who survived;
• Make the lessons of the Holocaust relevant to people today through a range of specially tailored and age-appropriate programmes.

WHAT IS PERSONAL DATA?

Personal data is information that can be used to help identify an individual, such as name, address, phone number or email address.

WHY DO WE COLLECT DATA?

We collect personal information in connection with specific activities, such as newsletter requests, donations, membership registrations and feedback. The information is either needed to fulfill your request or to enable us to provide you with a more personalised service.

Your personal data can also help us develop a better understanding of our supporters’ and partners’ interests and needs, and this in turn can help us fundraise and organize our work more efficiently.

HOW DO WE COLLECT DATA?

We collect information in the following ways:

• Information you give us. For example, when you make a donation to us or register for an event, we’ll ask for information like your name, postal address, email address and telephone number. This information might be collected, for example, on forms (e.g. for membership, donations, Gift Aid or other purposes within the Centre’s usual business), via correspondence received by post or email, or via telephone conversations. This information will be stored securely on your personal record.
• Information from third parties. We may also receive information about you from third parties, where this is permitted by law and providing that these parties operate in accordance with the requirements of GDPR. This can include information such as your name, postal address, email address and phone number. We may also use legal public sources to obtain information, for example, to verify identity.
• Information we get from your use of our website. As with all website owners, we are able to confirm what browser you are using, IP address (the location of the computer on the internet), which pages were accessed and which files downloaded. This helps us understand who is using our site, how often and for what purpose. The information gathered doesn’t tell us anything about who you are or where you live – it simply helps us monitor and improve our service.
• Website users. Cookies are small text files that are automatically placed onto your device by some websites that you visit. They are widely used to improve the performance of a website, for saving different options and to provide website owners with information on how the site is being used.

We use cookies to enhance the experience of people using our website and to identify how the website is being used and where we can make improvements. Cookies do not store personal information and cannot read data off your computer, or other cookies. Information collected from cookies will not be used to create user profiles and will only be used in aggregate form. You can set your browser to refuse cookies, if you choose to do this you may still access most of the NHCM website. However it may prevent you from accessing all of the website’s features.

By continuing to use our website you will have been deemed to have agreed to our use of cookies subject to any preferences you may have indicated to us or any overriding browser settings you may have.

HOW IS PERSONAL INFORMATION USED?

When we collect and use your personal information, this is done in accordance with at least one of the legal grounds available to us under Data Protection law.

One of these is where we have obtained your specific consent to use your information for a previously notified purpose – for example where you have asked us to send you e-newsletters or to provide you with a service, product or information.

Another is where we have a legal obligation to use or disclose information about you – for instance, where we are ordered by a court or regulatory authority or we are legally required to hold donor transaction details for Gift Aid or accounting/tax purposes.

In certain instances, we may collect and use personal information where this can help us be more efficient. This could include:

• maintaining and administering our database and systems to ensure our records are up to date (this might include issues regarding accounts, information and databank administration);
• helping us to realise our charitable objectives;
• contacting you (by post, telephone or email – subject to any marketing preferences that you have specified) to provide information that we think may be of interest to you. This may include information about volunteering, how to support NHCM and fundraising;
• conducting research to better understand who our supporters are and to tailor our fundraising and other activities accordingly. This research may be carried out internally by our employees or we may ask a carefully selected partner to do this work for us. You can opt out of your data being used in this way by contacting development@nationalholocaustcentre.net
• monitoring our contacts to protect NHCM against fraud, money laundering and other risks.
• Promoting our work and services through advertising, marketing & public relations, journalism and media, which may include communications about NHCM’s activities and invitations to events.

In all cases, we only use personal information in a way or for a purpose that you would reasonably expect in accordance with this Policy and that does not intrude on your privacy or previously expressed marketing preferences.

HOW WE COMMUNICATE WITH YOU

We want your involvement with NHCM to be a positive experience. A key part of this is ensuring that we communicate with you in a way that is right for you.

Email/text marketing and communication:

If you provide us with your email address and/or mobile phone number and proactively give your consent to be contacted by these means, we may contact you for marketing and communication purposes by email or text message.

Post/telephone marketing and communication:

If you have provided us with your postal address or telephone number we may send you direct mail or telephone you about our work unless you have told us that you would prefer not to receive such information.

Your choice;

It is always your choice as to whether you want to receive information about our work and the ways you can support it.

You can change any of your contact preferences at any time by contacting us on 01623836 627 or office@holocaust.org.uk.

You may also opt out of our email marketing communications at any time by clicking the ‘unsubscribe’ link at the end of our marketing emails. For text, you can send us an “opt out” text message, following the instructions we provide you in our initial text.

We will not use your personal information for marketing purposes if you have indicated that you do not wish to be contacted by us for such purposes. However, we will retain your details on a suppression list to help ensure that we do not continue to contact you.

Sharing your personal information

We will never share, sell or swap your details with any third parties for the purposes of their own marketing.

We may disclose your personal information in the following circumstances:

• To carefully selected third parties who are carrying out work on our behalf – this might include asking them to help process materials for us or carry out research or analysis.
• Where we are under a duty to disclose your personal information in order to comply with any legal obligation (for example to government bodies and law enforcement agencies), or in order to enforce or apply our rights or to protect NHCM, for example in cases of suspected fraud or defamation.

KEEPING YOUR PERSONAL INFORMATION

• We keep your personal information only for as long as required to operate the service in accordance with legal requirements and tax and accounting rules. Where your information is no longer required, we will ensure it is disposed of in a secure manner.

YOUR RIGHTS TO YOUR PERSONAL INFORMATION

• Under the Data Protection Act 1998 you have a right to request a copy of the personal information we hold about you and to have any inaccuracies corrected. You also have the right to request us to erase your personal information, request us to restrict our processing of your personal information or to object to our processing of your personal information.
• Should you wish to exercise these rights we require you to prove your identity with two pieces of approved identification. Please address requests to the Data Protection Officer, [address] and we will respond within 40 days of receipt of your written request and confirmed ID. Please provide as much information as possible about the nature of your contact with us to help us locate your records. We reserve the right to charge a fee of £10 for this process.
• Where you have provided your consent for our use of your personal information, you always have a right to withdraw your consent at any time.

CHANGES TO THIS POLICY

We may update the terms of this policy at any time, so please do check it from time to time. We will notify you about significant changes in the way we treat personal information by sending a notice to the primary email address you have provided to us or by placing a prominent notice on our website. By continuing to use our website you will be deemed to have accepted such changes.

HOW TO CONTACT US

• If you are unhappy with our work or something that we have done or failed to do, please do bring it to our attention at the earliest opportunity. We also welcome your views on what we do well. Your comments enable us as an organisation to learn and continuously improve our services.
• Please also raise any questions and queries you have which are not addressed by this policy, or where there is concern about how information is held or used.
  You can contact us on office@nationalholocaustcentre.net, 01623 836 627 or in writing to Beth Shalom Ltd, The National Holocaust Centre & Museum, Acre Edge Road, Laxton, Notts, NG22 0PA.
• Complaints: If a complaint is not resolved satisfactorily, the complainant may raise the matter with the Information Commissioner’s Office (ICO), who may be contacted on 01625 545745 or 0303 123 113. There is a further right to a judicial remedy against a legally binding decision of the ICO, where the complainant considers that their rights under this regulation have been infringed as a result of the processing of their personal data. A third party may be appointed to lodge the complaint and exercise the right to seek compensation.