Privacy Statement

Privacy Notice - Pembrokeshire Museum Service

This privacy notice covers how Pembrokeshire County Council (as a Data Controller) will collect, use and share your personal data for the purposes of Pembrokeshire Museum Service’s interaction with its customers and donors at Scolton Manor and Penrhos Cottage.

Why we need your information (purpose of processing)

We collect and use your personal information so that we can manage the museum service and associated artefacts in our collection, provide an object identification service, host onsite events and for site hire provisions.

We have CCTV in place at Scolton Manor. These cameras may capture footage of you whilst on the premises. This is in place for the prevention and detection of crime.

The information that you provide will be processed according to the UK General Data Protection Regulation, the Data Protection Act 2018 and in line with the Public Libraries and Museums Act 1964.

We will also make any disclosures required by law and we may also share this information with other bodies responsible for detecting/preventing fraud/crime or auditing/administering public funds to ensure money is targeted and spent in the most appropriate and cost effective way. In order to achieve this, information will be shared with our Audit Service within Pembrokeshire County Council and with The Auditor General for Wales (Audit Wales Privacy Notice (opens in a new tab)).

We will not make any disclosures to third parties for marketing purposes.

Your data will be secure and confidential at all times and we will only collect the personal information that is required to provide you with our service.

What personal data is being collected?

The categories of personal data being collected are:

• For accession and collection rationalisation purposes – contact details (including name, home address, telephone and email), date of birth
• For events, site hire and site visits – contact details (including name, home address, telephone, and email), school name, age of children and financial information as necessary.
• For events where catering is provided we may also require details of any allergies or food intolerances.
• To create an account on our Scolton Manor website we will require your name and email address.
• Video images CCTV

What is our lawful basis for processing your personal data?

The UK General Data Protection Regulations (UK GDPR) requires specific conditions to be met to ensure that the processing of your personal data is lawful. These relevant conditions are below:

Article 6 (1)(b) Contract: the processing is necessary for a contract we have with you, or because you have asked us to take specific steps before entering into a contract.

Article 6 (1)(f) Legitimate interests: the processing is necessary for our legitimate interests or the legitimate interests of a third party, unless there is a good reason to protect the individual’s personal data which overrides those legitimate interests. This is in relation to museum depositors/donators details and the use of CCTV at Scolton Manor.

Some types of personal data are more sensitive than others, and need more protection. This is classed as ‘special category data’ and could include information about your racial or ethnic origin, political opinions, religious or philosophical beliefs or trade union membership and the processing of genetic or biometric data, health and sex life and sexual orientation.

We process this type of special category data as it is necessary for reasons of:

Article 9 (2)(a) You have given your explicit consent. Your consent can be withdrawn at any time. To do this contact the service whose contact details are listed above.  

Who will we share your information with?

We may need to share your personal data with internal departments, other organisations and third parties, this will include:

• Other museums and heritage organisations
• Norman Industries
• Registration Services
• Licensing
• We may need to share information provided on the website with Pembrokeshire County Council Digital Team
• Grandad Digital - who are our website creators

We use data processors (third parties) who provide services to us in terms of IT provision and disaster recovery.  We have contracts in place with these data processors and they cannot do anything with your personal information unless we have instructed them to do it.  They will hold your data securely and your personal information will only be shared in accordance with UK GDPR.  When it is necessary for your personal information to be transferred outside of the UK as part of these contracts, this will only be done in accordance with the UK GDPR.

Pembrokeshire County Council has a duty to protect the public funds it manages. Therefore, the information that you have provided to us may be used for the prevention and detection of fraud and for auditing purposes both internally and externally.

The personal information we have collected from you will be shared with fraud prevention agencies who will use it to prevent fraud and money-laundering and to verify your identity. If fraud is detected, you could be refused certain services, finance, or employment. Further details of how your information will be used by us and these fraud prevention agencies, and your data protection rights, can be found by visiting CIFAS (opens in a new tab) 

How long do we keep hold of your information?

Pembrokeshire County Council will only keep your information for as long as is necessary, we will retain the information provided to us for collection management purposes indefinitely as it forms part of our historic records.

Museum Depositors / Donators details will be held indefinitely as part of the permanent record keeping for museum collections management.

Where we collect your data for Scolton Manor events, fairs and weddings, your details will be kept for the duration of the event.

Annual Season pass details will be kept for 2 years.

CCTV images are kept for 31 days, unless the footage is required to be kept longer for investigations and legal proceedings. Your information will be securely disposed of once it is no longer required.

For the website personal data is held in Grandad Digital's YouCreate hosting system for 6 months then automatically irretrievably deleted.

Your Rights

Under the UK General Data Protection Regulation and Data Protection Act 2018, you have rights as an individual including:

• The right to Rectification – you have the right to ask to have your information corrected.
• The right to Restrict processing may apply – you may request that we stop processing your personal data however, this may delay or prevent us delivering a service to you.  We will seek to comply with your request but may be required to hold or process information to comply with our legal duties.
• The right to Object – this is not an absolute right and will depend on the reason for processing your personal information.
• The right to Erasure - you may request that we erase your personal data however, this may delay or prevent us delivering a service, or continuing to deliver a service. We will seek to comply with your request but may be required to hold or process information to comply with our legal duties.
• The right to not be subject to Automated decision making and profiling.
• The right of Access – you have the right to ask us for copies of your personal data.  To make a request, please contact:

Access to Records

Pembrokeshire County Council

County Hall

Haverfordwest

SA61 1TP

Email: accesstorecords@pembrokeshire.gov.uk Telephone: 01437 764551

Complaints or Queries

Pembrokeshire County Council endeavours to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this seriously. We encourage people to bring to our attention if they believe that our collection or use of information is unfair, misleading or inappropriate. 

This privacy notice does not provide exhaustive detail of all aspects of our collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address below:

Data Protection Officer

Pembrokeshire County Council

County Hall

Haverfordwest

SA61 1TP

Email: dataprotection@pembrokeshire.gov.uk

Telephone: 01437 764551

If you want to make a complaint about the way we have processed your personal information, you can contact the Information Commissioner’s Office as the statutory body which oversees data protection law:

Information Commissioner’s Office – Wales

2nd Floor, Churchill House

Churchill Way

Cardiff

CF10 2HH

Email: wales@ico.org.uk

Telephone number: 0330 414 6421

Our Contact Details as Data Controller are:

Pembrokeshire County Council, County Hall, Haverfordwest, Pembrokeshire, SA61 1TP.

Telephone number: 01437 764551 or enquiries@pembrokeshire.gov.uk

Our Data Protection Officer’s information is detailed above in the Complaints and Queries section.

 

Changes to this privacy notice

We keep our privacy notice under regular review.

 

Article 9 (2)(a) You have given your explicit consent. Your consent can be withdrawn at any time. To do this contact the service whose contact details are listed above.