The Emsworth Maritime and Historical Trust is committed to upholding the principles and provisions of the General Data Protection Regulation (GDPR) and the Data Protection Act (1998). These stipulate that personal information must be fairly and lawfully processed for limited purposes, adequate, relevant and not excessive, accurate and kept up to date. It must also be kept securely for no longer than is necessary.
What the Museum does
The Emsworth Maritime and Historical Trust (EM&HT) administers the museum entirely through the help of volunteers from its membership, from whom it also receives subscriptions, together with donations from visitors, local people and business organisations. It is non-profit making. Fully accredited by the Arts Council, England, it is one of the smallest museums in the country to receive such a prestigious designation.
It is located in what was formerly the Town Hall of Warblington UDC, situated over the town’s Hampshire Fire & Rescue Service, with a chair-lift facility. There is no CCTV. Access to and egress from the museum is obtained by doorkey and control panel, the number of which is known only to designated keyholders.
Emsworth Museum is dedicated to preserving, recording and telling the story of local people, the town and the surrounding area. It does so by displaying one large exhibition which highlights major events and important people who have played a part in the town’s history, and another; smaller exhibition which is changed monthly. Both exhibitions constantly upgrade their method of presentation. It also has a research room in order to help visitors access information relating to their particular interests. To publicize new displays and events the Museum’s website is constantly reviewed and updated by the Web Manager.
The museum is only open to visitors from Easter to October/November and entry to it is free, but donations are welcomed in order to help defray the cost of the museum’s essential maintenance, services and insurance costs. It provides four talks over the winter season and four walks during the summer. Additional, special interest events are organised on an ad hoc basis. It is also open and available to members wishing to do research each Tuesday and Thursday between 2-4pm. The day-to-day running of the museum is overseen by a General Committee which meets every six weeks. All the Committee’s members are honorary, together with a representative member of Havant Borough Council, owners of the building.
What information does the Trust collect and hold?
Members’ personal information – name, title, postal and e-mail addresses and phone numbers. It further sub-divides members’ categories into keyholders, stewards, volunteers and general membership (also sub-divided into founder, life and honorary members) This information is collated and stored securely electronically by the Membership Secretary.
Financial details, eg membership subscriptions, monetary donations, and Gift Aid status, Standing Order details and information relating to membership of the fundraising 50/50 Club are kept by the Treasurer, Membership Secretary and Secretary.
Details relating to donors, both of information, artefacts and those giving time on Oral History DVDs. An accession procedure ensures that the donor information is logged in correctly, supervised by the Curator. All oral history contributors sign an authorisation allowing showings in the Museum of their interview;
Any other information provided at the request of Emsworth Museum.
The Trust never discloses members’ personal details collated in (a) to (d) above to any third parties or external organisations, without explicit approval being given, except that as required by law. All such data is at present stored by both paper and electronic means. Collection points for such information include annual registration and payment of membership fees, visitor reception, legacies and attendance at museum events. All membership circulation lists and material are prepared in-house by the Membership Secretary A list of members’ particulars may on occasion be circulated to the General Committee on a strictly confidential need-to-know basis, and this list is reviewed and amended according to fluctuating membership numbers.
When the Museum requests personal information it will let members know the reason for such a request and how that information will be used.
What the Trust does with your information
All members are provided with information by post, telephone or electronic means. These types of communications can include:
Requests relating to membership (renewal and related queries) and updating personal information (necessary as one of the eight principles). Such requests are essential to membership and members cannot opt-out.
Communications for which there is an implied contract
A newsletter sent three times per annum and an annual Magazine ‘The Echo , the costs of which are frequently partly sponsored by local businesses
Inserts inviting members to events, day outings and holiday trips;
A Mailchimp contact advertising new events. (If this is to continue positive authorisation for this contact should henceforward be sought in line with GDPR as directed by the Mailchimp Manager).–
Occasional invitations to selected members, eg a new-members’ evening event and volunteers and helpers’ annual Christmas Party
Information as to the display topic and siting of our annual stall at the Emsworth Horticultural Show
The circulation of information to the local press and schools about forthcoming exhibitions and advertisements about these on notice boards and in shops locally
Communications (if any) for which there is no implied contract (ref (c) above)
How we update, screen and protect your information
The Trust has implemented security systems, rules and procedures to ensure personal data under its control is safe from any unauthorised access, improper use or disclosure and any unauthorised modification. Should any personal details become redundant it will be removed from the file. Information relating to past members may be retained for a period of seven years for accounting and other legal purposes.
The Trust continuously reviews the inputs of its contributors/researchers to ensure information logged into the OMEKA archive system is accurate and processed correctly. All entries will have gone through the accession process. Individual training sessions are organised so that volunteers may become familiar with the system. People with access to this system have a unique password which denotes their particular category, eg ‘contributor’. Stewards are encouraged to aid visitors searching the OMEKA system.
At the commencement of each annual opening Stewards’ Sessions are held in order to update them with new practices and procedures and ensure that they comply with those already current.
Should anyone wish to see what information the Trust holds on their behalf they may do so by making a Subject Access Request to the Secretary and can correct any information necessary through changed circumstances.