Service specific details provided in addition to the Council’s General Privacy Notice – please see Sections 1 to 10

Service Area: Museum in the Park

Contact details: museum@stroud.gov.uk

Date reviewed: January 2019

Service Note: The Museum in the Park (Stroud District (Cowle) Museum Service) is provided by means of a partnership between Stroud District Council and the Stroud District (Cowle) Museum Trust. The Council provide the management and funding for the service and the Trust are the legal guardians of the collections.  Data is collected and processed by both bodies to deliver the Museum Service and follows the Data Protection Policies and Procedures set out by the Council.

PURPOSE FOR WHICH THE INFORMATION IS BEING SOUGHT:

  1. To process and administer bookings.

  2. To manage museum collections and associated information.

  3. To provide an enquiry service in connection with exhibitions and collections.

  4. To maintain a contacts register for those working or volunteering in the field of heritage or museums (e.g. Trustees, Friends Committee, Local History Society reps, museum volunteers).

  5. To maintain a mailing list and take photographs for marketing and information purposes.

INFORMATION WILL BE HELD IN THE FOLLOWING FORMS:

  1. Paper.

  2. Electronic document retention system.

  3. Email pending filing within relevant document retention system.

THE INFORMATION WILL BE USED TO:

  1. Comply with contractual obligations under a contract for the hire of Museum facilities or the display of collections by the Museum.

  2. Perform a task carried out in the public interest namely deliver a Museum Service with community involvement and respond to enquiries for information made to the Museum Service.

  3. In accordance with the data subject’s express consent in the following circumstances:

    • Maintaining a mailing list for the purpose of sending promotional material and information regarding operational changes

    • Maintaining a contacts register

    • Taking photographs.

SENSITIVE INFORMATION WILL BE USED:

  1. In accordance with the explicit consent of the data subject (e.g. medical conditions for workshop attendees).

THE TIME THE INFORMATION WILL BE HELD:

As provided for in the Council’s document retention policy here (opens Word Document)

WHEN & WITH WHOM THE INFORMATION WILL BE SHARED:

With whom & When

  1. Shared with event provider/workshop in appropriate cases. When: Before scheduled event.

  2. Photographs may be sent to printers/publishers for the purposes of producing Museum material. When: Upon request.

  3. Information provided by visitors in Visitor Comment Books will be available to other visitors. When: Whilst on show.

The Museum Service's Document Retention Policy forms part of the Council's Policy. Please visit here (opens Word Document).