The Story Museum – Privacy Statement
We are committed to protecting your personal information and being transparent about what information we hold about you.
Using personal information allows us to develop a better understanding of our customers and supporters which helps us provide you with relevant and timely information about the work that we do – both in the Museum and in schools and the wider community. As a charity, it also helps us to engage with potential donors and supporters.
The purpose of this policy is to give you a clear explanation about how we collect and use the information we gather from you directly and from third parties.
We use your information in accordance with all applicable laws concerning the protection of personal information. This policy explains:
- Who we are
- What information we may collect about you
- How we may use that information
- In what situations we may disclose your details to third parties
- Information about how we keep your personal information secure, how long we maintain it for and your rights to be able to access it.
If you have any queries about this policy please contact The Story Museum by calling 01865 790050 or emailing firstname.lastname@example.org
Who we are
The Story Museum is a charity and receives funding from Arts Council England, various Trusts, Foundations and individual donors and supporters. Our registered charity number in England and Wales is 1107809 and we are also registered as a company in England and Wales under registration number 4780380. The Story Museum also operates The Story Museum Trading Company under registration number 5296271.
The Story Museum and The Story Museum Trading Company collect various types of information and in a number of ways:
- Information you give us
For example when you buy tickets, make a donation or sign up to our newsletter via the website, we will store personal information you give us, such as your name, email address, postal address and telephone number. We will also store a record of your purchases and donations. You also have the option when making purchases of storing your card details with our Box Office software third party provider, Spektrix.
- Information about your interaction with us
For example, when you visit our website, we collect information about how you interact with our content. When we send you a mailing we store a record of this, and in the case of emails we keep a record of which ones you have opened and which links you have clicked on. If you make a complaint we keep a record of your complaint and how it has been dealt with.
- Information from third parties
We may occasionally receive information about you from third parties. For example, we may use third party research companies to provide general information about you, compiled using publicly available data or data that you have agreed to being supplied.
- Sensitive personal data
Data Protection law recognises that certain categories of personal information are more sensitive such as health information, race, religious beliefs and political opinions. We do not usually collect this type of information about our customers unless there is a clear reason for doing so. As an example, we collect health information about unaccompanied child participants in our workshops.
How we use your information
There are three bases under which we process your data.
- Contract purposes
When you make a purchase from us you are entering into a contract with us. In order to fulfil this contract we need to process and store your data. For example, we may need to contact you by email or telephone in the case of cancellation of a show, or in the case of problems with your payment.
- Legitimate business interests
In certain situations we collect and process your personal data for purposes that are in our legitimate business interests. However we only do this if there is no overriding prejudice to you by using your personal information in this way. We describe below the situations where we may use this basis for processing.
- With your explicit consent
For any situations where the two bases above do not apply, we will ask for your specific consent before using your personal information in that specific situation.
- We aim to communicate with you about the work that we do in ways that you find relevant, timely and respectful. To do this we use data that we have stored about you, such as what events you have booked for in the past, as well as any preferences you may have told us about.
- We use our legitimate organisational interest as the legal basis for communications by post and email. In the case of postal mailings, you may opt out of receiving these at any time using the contact details at the end of this policy. In the case of email, we will give you an opportunity to opt out of receiving them during your first purchase with us. If you do not opt out, we will provide you with an option to unsubscribe in every email that we subsequently send you, or you can use the contact details at the end of this policy.
- We may also contact you by telephone about our work. However we will always obtain explicit consent from you before doing this. Please bear in mind that this does not apply to telephone calls that we may need to make to you related to your purchases (as above).
Other processing activities
- In addition to marketing communications, we also process personal information in the following ways that are within our legitimate organisational interests:
- We may analyse data that we hold about you to ensure that the content and timing of communications that we send you are as relevant to you as possible.
- We may analyse data we hold about you in order to identify and prevent fraud.
- In order to improve our website we may analyse information about how you use it and the content that you interact with.
- In all of the above cases we will always keep your rights and interests at the forefront to ensure that they are not overridden by our own interests or infringe your fundamental rights and freedoms. You have the right to object to any of this processing at any time. If you wish to do this, please use the contact details at the end of this policy. Please bear in mind that if you object, this may affect our ability to carry out tasks above that are for your benefit.
There are certain circumstances under which we may disclose your personal information to third parties, as described in our Data Management Policy. These are as follows:
- To the subsidiaries described above when it is necessary for them to be able to provide you with products or services that you have requested.
- To our own service providers who process data on our behalf and on our instructions (for example Spektrix, our ticketing software provider). In these cases we require that these third parties comply strictly with our instructions and with data protection laws, for example around security of personal data.
- 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).
- To specific named visiting companies for whose performances you have booked and where you have given your explicit consent to do so.
- Cookies are small text files that are automatically placed on to your device by some websites that you visit. They are widely used to allow a website to function (for example, to keep track of your basket), as well as to provide website operators with information on how the site is being used.
Keeping your information secure, how long we retain your information and your rights to access your information
Your debit and credit card information
- If you use your credit card or debit card to purchase from us or to make a donation, our Box Office provider (Spektrix) and their payment provide (SagePay) will ensure that this is carried out securely and in accordance with the Payment Card Industry Data Security Standard (PCI-DSS). You can find more information about this standard here .
- Spektrix optionally allows you to store your card details for use in future transactions. This is carried out in compliance with PCI-DSS and in a way where none of their staff members or Story Museum staff members is able to see your full card number. Your 3 or 4 digit security code is never stored.
Maintaining your personal information
- We store your personal information for a proportionate length of time such that for any subsequent purchases you make we are able to link them back to a single unique record that we hold for you on our system.
- If there are aspects of your record that are inaccurate or that you would like to remove, you can usually do this by logging in to your account through our website. Alternatively please use the contact details at the end of this policy.
- Any objections you make to any processing of your data will be stored against your record on our system so that we can comply with your requests.
Security of your personal information
- We will put in place appropriate safeguards (both in terms of our procedures and the technology we use) to keep your personal information as secure as possible. We will ensure that any third parties we use for processing your personal information do the same.
- We will not transfer, process or store your data anywhere that is outside the European Economic Area.
Your rights to your personal information
- You have a right to request a copy of the personal information that we hold about you and to have any inaccuracies in this data corrected. Please use the contact details at the end of this policy if you would like to exercise this right.
Contact details and further information
The Story Museum
42 Pembroke Street
Oxford OX1 1BP
Date last reviewed: 20 May 2019