Family Explorers North East Privacy Notice

Family Explorers North East is committed to protecting your personal information. Our privacy notice gives you detailed information on when and why we collect your personal information, how we use it and how we keep it secure.

It is produced in compliance with the General Data Protection Regulation (GDPR) and the Data Protection Act 2018.

Who we are

Family Explorers is a not-for-profit audience development programme funded via membership fees from North East cultural organisations.  Tyne & Wear Archives & Museums (TWAM) is the organisation that administrates the project.

Tyne & Wear Archives & Museums (TWAM) is a major regional museum, art gallery and archives service which manages nine venues across Tyneside and the Archives for Tyne and Wear.

TWAM is a joint service supported by the four local authorities of the area (Newcastle, Gateshead, North Tyneside and South Tyneside). TWAM has separate agreements with Sunderland City Council to manage its archives and with Newcastle University, to manage the Great North Museum: Hancock and Hatton Gallery

Newcastle City Council is the lead authority and is registered with the Information Commissioner as the Data Controller, with overall responsibility for the collection and processing of your personal information by TWAM.

The Data Protection Officer for Newcastle City Council is Phil Slater.

Address:

Data Protection
Newcastle City Council
Floor 6
Civic Centre
Newcastle upon Tyne
NE1 8QH
Tel: (0191) 2116500
Email: dataprotection@newcastle.gov.uk

Why we collect information and how we use it

We use your information we collect in the following ways:

·      To deliver a service you have requested (examples include, informing you about forthcoming family events and fulfilling competitions by sending winners prizes or passing along competition winner details to the venue offering the prize)

·      Where we have your consent we will send you e-newsletters and/or brochures about what’s on, offers and news

·      Where we have justifiable reason (including legal obligation and legitimate interest);

·      To learn about your interests and preferences so that we can contact you with information that is relevant to you

·      To help us target our marketing communications and adverts so that they’re more relevant to you

·      To measure and understand how our audiences respond to a variety of marketing activity so we can ensure our strategy is well targeted, relevant and effective

·      To classify our audiences into groups or segments, offering a more personal experience and improving our offer

·      To keep accurate records, for example for reporting to members, funders or partners

We collect your information when you engage with us and agree to sign up for further information. We also look at how our audience use our website, so that we can offer the best possible online experience.

We collect information in the following ways:

·      When you sign up to the e-newsletter

·      When you visit our website it uses cookies (see information about cookies below).

What information we collect

We only collect the information that’s necessary to carry out our business, provide the particular service you’ve requested and to keep you informed. The information we collect depends on where and when it is gathered, as follows:

·      When you sign up for our e-newsletter we need to collect information from you in order to provide the service you are requesting. We collect (first name, last name, email address and postcode). We ask for your postcode to help us understand our reach – where people on our mailing list live.

·      We do not automatically log personal data nor do we link information automatically logged (via IP address) by other means with personal data about specific individuals.

·      We use Google Analytics on our website. Google Analytics sets a cookie in order to evaluate your use of our website and compile reports for us on activity on it. Cookies are small text files stored by the browser (e.g. Google Chrome, Microsoft Edge or Safari) on your computer, tablet or mobile phone.

By using the website, you consent to the processing of data about you by Google in the manner and for the purposes set out above. Whilst we use cookies to administer our website, we do not use cookies to store personal data nor do we link non-personal information stored in cookies with personal data about specific individuals.

You may receive other third-party cookies, by interacting with parts of the site which share functionality with third parties. For example, Facebook, Twitter, YouTube and other social media networks. We do not pass any personally identifiable information to these services.

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.

Who we share your information with

Your information will only be used by Family Explorers. We will not share your personal information with any third parties without asking your permission.

How long we keep your information

We will contact you five years after you first register for Family Explorers e-newsletter to ask you to renew your consent, unless you have already renewed it by engaging with us within that period.

Lawful basis for processing data and how long we will keep your information

The General Data Protection Regulation (GDPR) states that personal data can only be processed if there is a legal ground to do so. The GDPR provides six legal grounds under which personal information can be processed lawfully and stipulates that an organisation’s privacy notice must include reference to this.

The legal grounds that is relevant to Family Explorer’s use of your personal information is:

Consent: the data subject has given consent to the processing of his or her personal data for one or more specific purposes.

Contacting us

Whilst we strive at all times to ensure that your personal information is accurate and up to date, we recognise that on occasions we may get it wrong or your details may change. You can ask us to correct or remove your personal information by contacting us:

Communications, Tyne & Wear Archives & Museums, Discovery Museum, Blandford Square, Newcastle upon Tyne NE1 4JA

Or you can email communications@twmuseums.org.uk. Please ensure that you state your full name, email and postcode in the letter or email so that we may locate your record on our database.

If you are not satisfied with our response, or you feel we have not answered within a reasonable timescale, you can complain to the Information Commissioner’s Office, using the details outlined in the section below.

Information Commissioner’s Office

The Information Commissioner’s Office (ICO) is the UK’s independent body set up to uphold information rights. You can make a complaint to the ICO about our use of your information at any time on 0303 123 1113 or via their website at https://ico.org.uk/.

Of course, we’d like to try and help you with any problems you are having first, so please consider raising any issue or complaint you have with TWAM beforehand. Your satisfaction with our services is very important to all of us and we will always strive to resolve any problems and complaints you have. You can contact us at: corporategovernance@twmuseums.org.uk

This privacy notice was last updated on 1 October 2021.