Privacy - Rugby Art Gallery & Museum
Privacy Policy
General information
This Privacy Notice sets out how and why we use the personal data you provide to us, which will differ depending on how you interact with us. Please read the sections that apply to you.
Who we are
Rugby Art Gallery & Museum
Little Elborow St
Rugby
CV21 3BZ
Rugby Art Gallery & Museum is part of Rugby Borough Council.
Rugby Art Gallery & Museum is an Arts Council Accredited Museum
Retention periods
We will only ever collect the information we need. When we ask you to provide your personal information we will let you know why we are asking and how we will use your data, by directing you towards this notice.
We hold your information only as long as necessary for the purpose it was collected. If you decide not to support Rugby Art Gallery & Museum any more or request that we have no further contact with you, we will keep some basic information in order to avoid sending you unwanted communications in the future.
1. If you visit our galleries, exhibitions or events
What we collect… |
Why |
Legal Bases |
We may collect your name, postal address, email address and phone number |
To send you your tickets |
This is required for the contract (sale of the product or service) |
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We may need to contact you if there is a change to an activity you have booked for |
This is required for the contract (sale of the product or service) |
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We would like to keep you up to date with news about our work, events, products, special offers and ways of supporting Rugby Art Gallery & Museum |
We will only send you these communications via email if we have your consent to do so |
Bank details |
To buy a ticket for an event we require these details to process the sale. We do not receive or retain these details if you pay online. Any information you provide to us over the phone will be securely destroyed after financial processing is completed. |
This is required for the contract (sale of the product or service) |
CCTV footage |
For your safety and security CCTV is in operation in public areas of Rugby Art Gallery & Museum This footage is stored temporarily. |
Our and your legitimate interests – keeping you, our buildings, people and collections safe. |
2. If you are an E-newsletter subscriber
What we collect… |
Why |
Legal Bases |
We may collect your email address and communication preferences |
We would like to keep you up to date with news about our work, events, products and ways of supporting Rugby Art Gallery & Museum. |
We will only send you these communications via email if we have your consent to do so |
If you consent to receive information by email, your email address and communication preferences are held by MailChimp, which is the email marketing system we use to send out our e-newsletters, and they are used only for the purpose of sending you these communications.
You can choose to opt out of these marketing communications at any time by contacting us at ragm@rugby.gov.uk or by using the unsubscribe link at the bottom of every e-newsletter.
What we collect… |
Why |
Legal Bases |
We may collect your name, postal address, email address and phone number |
To contact you if you win |
On the basis of legitimate interests – to contact you if you win. |
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We would like to keep you up to date with news about our work, events, products, special offers and ways of supporting Rugby Art Gallery & Museum |
We will only send you these communications via email if we have your consent to do so. |
We will destroy your personal data after the competition has closed unless you have expressly chosen to opt-in to our email list.
In order to make the Rugby Art Gallery & Museum website easier to use and improve our service, we sometimes place small amounts of information on your computer. These are known as cookies and they are used by most major websites. You can find out more about Rugby Art Gallery & Museum use of cookies at https://www.rugby.gov.uk/privacy_and_cookies
5.Management of Collections of Rugby Art Gallery & Museum.
What we collect… |
Why |
Legal Bases |
We may collect your name, postal address, email address, phone number and date of birth. |
To record the details of disposals from and gifts, purchases and loans to our collections |
It is necessary for us to carry out our Public Task or exercise our official authority as an Accredited Museum. and it is a legal requirement for this process. |
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To record and manage details of makers/creators of items in our collections |
It is necessary for us to carry out our Public Task or exercise our official authority as an Accredited Museum. |
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To enable us to lend items to other institutions or researchers |
It is necessary for us to carry out our Public Task or exercise our official authority as an Accredited Museum and it is a legal requirement for this process. |
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To ensure that we comply with copyright legislation when providing copies of items in our collections |
This is a legal requirement for this process |
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To undertake object conservation and/or scientific analysis (for outside agencies) |
This is a legal requirement for this process and forms part of the Terms and Conditions of contract with us. |
6. If you contact us with an enquiry
Why |
Legal Bases |
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Your name, contact address, personal e-mail address, telephone number |
To enable us to respond to your general business enquiry |
On the basis of Legitimate Interests |
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To enable us to respond to Freedom of Information requests, complaints and requests made under Data Protection legislation |
This is a legal requirement |
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To enable us to respond to enquiries about our collections |
This is part of our Public Task as an Accredited Museum |
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To enable us to respond to your enquiry about a booking, purchase or reservation. |
This is required for the contract (sale of the product or service) |
7. If you are a school group visiting
Why |
Legal Bases |
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Your name, contact address, personal e-mail address, telephone number |
To enable us to provide the service requested |
This is required for the contract (sale of the product or service) |
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Age of pupils, details of any special needs |
To enable us to provide the service requested |
This is required for the contract (sale of the product or service)t |
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8. Sharing information
We do not disclose personal data to any third parties or external organisations, other than companies carrying out work on our behalf. We retain responsibility for your data and ensure that these organisations only act on our instructions.
We share data with:
- Email marketing service: Mailchimp. You can read the MailChimp Privacy Policy at https://mailchimp.com/legal/privacy/
- Ticket booking: Sportsbooker. You can read the Sportsbooker privacy policy at http://www.sports-booker.com/privacy-policy/
Your data will never be sold or passed to any third party for any other purpose.
We have a number of legal bases that mean we can use (or 'process') your personal information. One basis 'Legitimate Interests', which means we can process your personal information if:
- We have a genuine and legitimate reason
and - We are not harming any of your rights and interests.
When we process your personal information for our legitimate interests, we will consider and balance any potential impact on you and your rights under data protection and any other relevant law. Our legitimate business interests do not automatically override your interests.
10. How we keep your information secure
We have implemented security procedures, rules and technical measures to protect the personal data that we have under our control from:
- Unauthorised access
- Improper use or disclosure
- Unauthorised modification.
All our employees and data processors, who have access to and are associated with the processing of personal data, are legally obliged to respect the confidentiality of the personal data that we hold.
11. Your Data Protection Rights
Under new data protection laws taking effect in May 2018, you have rights in relation to your personal data. These rights are:
The right of access: you have the right to know whether we are processing any of your personal data. If we are, you have the right to access the data and certain information, such as why we are processing the data
The right of rectification: you have the right to ensure that we correct inaccuracies in your personal data that we are processing
The right of erasure (the 'right to be forgotten'): in certain situations you have the right to ensure that we erase your personal data
The right to restriction of processing: in certain situations you have the right to ensure that we restrict our processing of your personal data
The right of data portability: in certain situations you have the right to receive personal data that you provided to us in a structured, commonly used and machine-readable format
The right to object: in certain situations you have the right to object to our processing of your personal data and we are normally obliged to stop processing your data when requested. This right includes the right to object to our processing of your personal data for the purposes of direct marketing
The right to complain: you have the right to make a complaint to the UK Information Commissioner's Office (ICO) about our processing of your data, the exercise of your rights, and other data protection matters
The right to withdraw consent: you have the right at any time to withdraw your consent for us to process your personal data.
These rights are not absolute and may not apply in all situations or in relation to all processing activities.
Requests to exercise any of these rights should be sent to:
Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow SK9 5AF, United Kingdom
At any time you may request that we delete or correct your personal information by simply contacting ragm@rugby.gov.uk
12. COVID-19 NHS Track and Trace.
When you book a ticket online, you will be required to register on our booking system. This is essential for you to receive your ticket and to manage future bookings, should you wish to re-visit. Furthermore, in line with COVID-19 government guidance, the personal details you provide as part of booking may be used to support the NHS Track and Trace process.
If you book in person with a member of staff, you will be offered a system registration for the purposes outlined above. Should you wish to decline, we will only record essential contact tracing details; these will be kept for 21 days to ensure they can be passed on to the NHS Track and Trace scheme if necessary.
13. Changes to this Privacy Notice
We regularly review our privacy notice, and may make changes time to time. Any changes made will be posted to this page, and will apply from the time we post them. This privacy notice was last changed on 31 July 2020.
To contact the Data Protection Officer:
- Data Protection Officer, Rugby Borough Council, Town Hall, Evreux Way, Rugby CV21 2RR
If you have any comments on our Privacy Notice, or information we hold about you please contact us:
- by email to ragm@rugby.gov.uk
- or write to us at Data Protection Officer, Rugby Borough Council, Town Hall, Evreux Way, Rugby CV21 2RR
You have the right to make a complaint directly to the UK Information Commissioner's Office (ICO), which is the data protection supervisory authority in the UK.