Privacy Policy

Introduction and policy outline

Kids in Museums will carefully look after any personal information that you share with us. We will only use your personal information in the ways that you tell us are okay. We will make it easy for you to update the personal data that you have given us and tell us how you want to communicate with us. We will never release your personal data to organisations outside of Kids in Museums for marketing purposes.

Kids in Museums tries to work with suppliers that also take care of personal data. However, users should be aware that if they use links to third party providers from our website (such as making a training booking via Cademy or completing a survey on SurveyMonkey), Kids in Museums does not have any control over the way these websites use their data and this Privacy Policy no longer applies. Users should check the Privacy Policies/ Notices of these websites for further information.

What is personal data?

Personal data means any information that can be used to identify a living person. This includes email address; phone numbers and addresses but also images of you in photographs and film, and website user statistics.

You can find a full definition of personal data on the Information Commissioner’s Office (ICO) website.

When and how we may collect personal information about you

Kids in Museums may collect personal data when you interact with us. Usually this means that you are providing us with your data directly. This will include cookies on our website, subscribing to our mailing list, signing up to our Manifesto, making a nomination for the Family Friendly Museum Award, registering for Takeover Day, signing up for a museum trail, attending a Kids in Museums event or training, participating in a survey, applying for a job or volunteering opportunity, when you phone us, email us, use our website or social media channels.

During some interactions such as booking a training course ticket (Cademy), completing a survey (SurveyMonkey), signing up to our mailing list (MailChimp) and engaging with us on social media (Twitter/X, Facebook, Instagram or LinkedIn), data will be collected by third parties When you volunteer data via these channels, Kids in Museums does not have complete control over how it is used. However, any data we use after these third parties have collected it, for example training bookings or survey data, will be used by our organisation in accordance to the terms we provide.

When you volunteer data to us in the process of one of the above interactions, we will specify the purpose for which the data will be used at the point of collection.

Once we have collected your data, we will only use it for the purpose specified at the point of collection. We will not use the data for a new purpose without asking your consent first. Unless we specifically ask for consent to share with a third party, we will never share your data with anyone outside of our organisation.

What personal information might we collect?

We only collect the information we need to perform the service that you request or to enable us to carry out our business. The personal information that we may collect includes:

• Contact details, such as name, address, date of birth, email address, postal address, telephone number and social media handles.
• If you are paying for something or we are paying you: details of your credit or debit card or your bank account details.
• Information about any communication preferences you may have.
• If relevant, the organisation that you work for.
• We may also collect information about your interest in Kids in Museums and the events that we run.
• Images of you in photographs and film.
• Data from cookies on our website.
• Information about your past career as part of a recruitment process.
• Anonymised information about your socio-economic background for monitoring purposes.

If we ask for something not covered on this list, we will explain the need for us to collect that data.

How do we use your data?

Kids in Museums may use your data to:

• provide information and updates about our programmes
• administer or provide access to our programmes, resources or training
• for research purposes to improve our own services or to report back to funders
• to provide content for our website and social media.

We will ask you at the point of collecting your information (on our own website and via third parties) how you want it to be used. We will not use it for other purposes without seeking your consent unless we need to use it to respond to a request to comply with a law or other regulation.

For the administration of some programmes such as museum trails, Kids in Museums will need to share your information with third parties who are working with us to deliver the programme. This will be made clear when you provide consent for us to use your data for these programmes.

However, Kids in Museums will never sell your data to a third party or share it for marketing purposes.

You can let us know at any time if your preferences for how we use your data change. You can do this by calling 07709 010273 or emailing: [email protected]

Third parties: Where we have identified that you may have the capacity or affinity to support Kids in Museums at a higher level, we may use the information we hold about you to identify connections between you and our existing circle of key supporters. We may also review other information about you that is available to the public through internet searches, subscription services, or public databases (e.g. Companies House, the electoral register, or the land registry), such as information about corporate directorships, shareholdings, published biographic information, employment and earnings, philanthropic interests and networks, charitable giving history and motivations and relevant media coverage, so that we can engage with you in a more personalised way. This Privacy Policy applies solely to the personal information collected by us and does not apply to third party websites and data available in the public domain.

Data Security

We have implemented information security policies and technical measures such as multi-factor authentication to protect the personal data that we have under our control. All our employees and volunteers who have access to data or process data are required to respect the confidentiality of personal data, receive a briefing about data protection as part of their induction, and abide by our data protection policy.

Kids in Museums does not hold any financial data about staff, suppliers or donors. All financial data is held by third party services (QuickBooks, CAFDonate and our bankers). Staff, suppliers and donors should be aware of the Privacy Policy/ Notices of third parties when entering financial information such as payment card or bank account details.

We will ensure that your personal data will not be disclosed to other organisations or authorities unless we are required to do so by law or other regulation. The exception to this would be if you gave us your consent to share your data with a third party.

Kids in Museums has a schedule for destroying data securely and commits to adhere to this and ensure all data is erased according to the terms agreed when a user gives consent.

If we believe your data has been leaked or compromised, we will contact you and work to secure your data in accordance with our Data Protection policy.

Your choices

Kids in Museums will tell you the basis on which it is holding or processing your data and how to object to your data being processed.

Kids in Museums may hold and process data on the following lawful grounds:

Consent – if Kids in Museums is processing your data in this way we will have asked you for a positive opt-in to receive communication from us. An example of this would be signing up to be part of a museum trail.

Legitimate interest – if Kids in Museums is processing your data in this way, it is because we believe that using your data to communicate with you is necessary to the conduct of our business and there is a benefit to you from the communication we send with minimal impact on your privacy. An example of this might be an invitation to an event.

To fulfil the terms of a contract – Kids in Museums may need to process your personal data to enable us to fulfil the terms of a contractual relationship with you. An example of this could be if you book a place on one of our training courses.

In very rare circumstances to fulfil a legal obligation.

Under GDPR, you have the right to ask us to:

• change your preferences for how your data is used
• correct your data if you believe the data we hold on your in incorrect or incomplete
• transfer your data to another organisation
• restrict how we process your data
• consider an object to how we process your data
• erase your data.

All of these services will be provided free of charge.

If you wish to request or make any of these changes, you can use the unsubscribe button on any email newsletters you receive from us or email: [email protected]

Accessing your data

If you want to know whether we are keeping any of your personal data or would like to request a copy of the personal data that we hold on you, please email: [email protected]

We may require you to provide proof of identity before we supply your data. We will aim to respond to your request within seven working days and will not make any charge for this.

Contact us

If you have a concern about our Privacy Policy or our use of your data, please contact us on 07709 010273 or email: [email protected].

Our registered address and administrative address is 2nd Floor Rich Mix, 35-47 Bethnal Green Road, London, E1 6LA.

Kids in Museums is registered with the Information Commissioner’s Office (Registration ZA270362). If you are not satisfied with our response about usage of your data, you may wish to contact the Information Commissioner’s Office:

• Address:
  Information Commissioner’s Office
  Wycliffe House
  Water Lane
  Wilmslow
  Cheshire
  SK9 5AF
• Helpline number: 0303 123 1113
• Website: www.ico.org.uk

About this policy

This policy was updated in September 2023.

It will be reviewed regularly and updated in line with regulations.

The policy is based on a template for a Privacy Notice provided by the ICO to support compliance with GDPR in the UK.