Scottish Registered Charity SC001454

Who we are
We are a small volunteer-run Museum and Historical Society based in Manse Court, just off Main Street in Largs.
To comply with the law, information about individuals must be collected and used fairly, stored safely and securely and not unlawfully disclosed to any third party.
All Trustees and members of Largs & District Museum & Historical Society who have access to your personal data, or are associated with the handling of that data, are obliged to comply with the Data Protection Act.

You can contact us at:
Kirkgate House, Manse Court, Largs, North Ayrshire, KA30 8AW
Tel: 07712039155
Website: www.largsmuseum.org
Email: secretary@largsmuseum.org

The following Privacy Statement details how we, at the Museum and Historical Society, will look after your information.
What is personal data?
This is information about a living person that means we can work out who they are, such as:
• name
• address
• telephone number
• date of birth
• Bank details
The information can be stored on the following:
• written letters
• emails
• photographs
• audio recordings
• video recordings

Some data is called special category which is more sensitive, and includes details of ethnic origin, political and religious beliefs, health data, and sexual orientation.
We will not collect any special category information about you.

Why we collect, store and use data
As a community and educational facility, Largs & District Museum and Historical Society has a lawful basis for the gathering and processing of information.
• where necessary for the delivery of services.
• to ensure that we undertake our statutory functions and public task, when required to do so by law
• to safeguard public safety
• where there is a risk of harm or in emergency situations  

Where we need your consent, we will ask for it.
Working example:
We collect and store information on our members for administrative purposes (when membership ceases, that individuals information will be deleted from our records).
We record personal information on Gift Aid Declaration Forms.
We also rely on our membership to notify us of any changes to their status.
Largs & District Museum & Historical Society will collect personal data from you if you:
Are donating items to our collections:
We will collect your name, address, telephone number and email address.
These will be held indefinitely.
This is necessary for us to carry out our duties as an independent museum and it is a legal requirement for this process.
We will collect this information about you in order to:
• Establish ownership of artefacts;
• Establish provenance of artefacts;
• Maintain historic records relating to artefacts
Contact us with a research enquiry:

We hold a copy of all correspondence for at least one year in case you wish to follow up your research. After this time your information will be destroyed.
Should you not wish your correspondence to be kept then please contact us.
Are attending an event:
We will hold your name, telephone number or email address to contact you solely about the event you are attending.
We will destroy that information as soon as possible after that event.
Would like to be informed of events and exhibitions:
We will keep the information you supplied to us on file until you instruct us otherwise.
Are taking part in an event at one of Largs & District Museum & Historical Society events.
If you have agreed to be filmed or have your photograph taken for promotional purposes, including social media, we will keep your data for three years unless you wish to withdraw your consent.
Please note, once information has been shared, it cannot be unshared. For example, if you have agreed that we can use your image on social media or a magazine, we cannot retract that use. We can however ensure we no longer use your image in the future, should you choose to withdraw consent.
Have agreed to take part in a specific project that will form part of our digital archive for the future:
We will store your contact details indefinitely as proof of consent.
If you wish to withdraw from a project, you can contact us at any time.
Largs & District Museum & Historical Society will not collect children’s personal data without ensuring that we have explicit consent from a parent or guardian.

Use of Security Cameras
In certain areas, the Museum uses internet attached security cameras. We will adhere to the obligations under the Data Protection Act 2018 and UK GDPR when recording individuals. Our camera system is used for 24 hour security, implemented where there is a legal basis to do so, and recordings will be held for no longer than is legally necessary.

Cookies and Tracking
When you visit www.largsmuseum.org we will collect standard internet log information and details of visitor behaviour patterns. We do this, for example, to find out the number of visitors to various parts of the site.
At no time do we attempt to identify you individually, nor do we create a profile of you or the pages you have viewed.
Requesting personal information
When the Largs Museum and Historical Society ask you for information we will;
• make sure you know why we need it and ask for only what is needed
• protect your personal information and make sure nobody has access to it who shouldn’t
• take proportionate steps to prevent the loss, misuse or alternation of your personal information
• inform you if we share it with any other organisations unless the law allows us to share it without consent
• ensure we do not keep your personal information for longer than is necessary
• not make your personal information available for commercial use without your permission

You can request that we remove your personal data at any time.
Please contact: secretary@largsmuseum.org

Policy Review
This policy will be reviewed on a regular basis by the Trustees.
Policy first issued: November 2023