Privacy Notice - Museum and Alfred East Art Gallery

Why we collect information about you

The Museum and Art Gallery collect and process personal data for the following purposes:

  • Receive and hold artefacts or works of art donated by members of the public or their representative, and for archiving purposes
  • Administer events and workshops
  • Distribute newsletters to let you know about forthcoming exhibitions, events and activities
  • Manage hire of the gallery exhibition spaces
  • Images of you recorded on our CCTV cameras
  • Note comments or feedback and deal with enquiries
  • Process purchases of goods or services

How will we use the information we hold about you?

We will collect the minimum amount of information from you in order to provide you with the services offered by the Museum and Art Gallery.

  • We will use your data to record you as a previous owner of donated artefacts or works of art.  We may contact you to collect further information in relation to the artefact/work of art, or to return it to you at a later date.  If your donation is dealt with by your representative, we will email or post them a copy of this Privacy Notice.
  • If you are attending an event or workshop, you will only be contacted if there are any changes you need to be notified of.
  • If you have opted to receive our regular newsletter, your mailing details are added to the Mail Chimp email newsletter programme.  This is to keep you informed about the Museum and Gallery and any activities.
  • We will process your payment details in relation to any purchases you make using your credit/debit card. 
  • If you have purchased a piece from our exhibitions, we will contact you at the end of the exhibition to arrange for you to collect the piece/pay any outstanding balance.
  • If you have hired our exhibition spaces, we will use your contact information to liaise with you on the exhibition installation. We will process your payment details in relation to the hire of our exhibition spaces.
  • CCTV images are recorded for the purposes of the prevention and/or detection of crime, for the safety of our staff and visitors, and for the security of our artefacts. Recordings or images will not be accessed unless it is vital for one of these purposes.

What is the basis for us to process your data?

We will only process your personal data if we have a legal basis for doing so under UK data protection legislation, this can be for one or more of the following reasons:

  • Processing data which is necessary for the performance of a contract to which you are a party, or in order to take steps prior to entering into a contract, for example when you: book a workshop or event; or purchase goods or services.
  • Where you have given your consent for us to process your data, for example you have requested to join our mailing list.  You can, at any time withdraw your consent and your details will be removed from our records for mailing purposes.  There is an option to unsubscribe at the foot of each newsletter.
  • Where archiving is considered to be in the public interest, we do not need your consent to process your personal data.  We have appropriate safeguards and policies in place which meet the Art Council’s Accreditation Scheme for museums and galleries.
  • Where there is a legitimate interest to process your personal data without your consent, and which does not override your fundamental rights and freedoms.

Who we will share your information with

Your information will only be used for the purpose/s it was originally provided and shared with the applicable members of staff in order to deliver the relevant service.

We may share your personal data with other museums, galleries or other similar organisation, for example if your donation is permanently transferred to another museum or gallery.

In the event of a security incident, we may pass on CCTV images to law enforcement bodies such as the Police, government authorities and other organisations for the prevention and detection of crime or fraud.

We will never sell or pass on your personal information for marketing purposes.

How long do we keep your records?

We will only keep your information for the minimum period necessary and in line with our Corporate Retention Schedule.

Data in relation to donations of artefacts and artwork is retained in perpetuity.

Financial records are retained for a maximum of 7 years.

Information relating to event/workshop bookings or exhibition hire is held for as long as is necessary for us to fulfil our contractual obligations to you. 

CCTV footage is usually retained for 28 days unless it is required for a security incident or accident, in which case it may be retained for a longer period of time as is necessary.

All information is held securely and will be securely destroyed when no longer needed.

For further information:

For details regarding your rights under Data Protection law or how to make a complaint if you think we have mishandled your personal information, please