This document outlines what you can expect from us when you provide Tees Valley Museums with your personal information.
Tees Valley Museum Group is a consortium of five local authority museum services operating in the Tees Valley (Darlington, Hartlepool, Middlesbrough, Redcar & Cleveland and Stockton on Tees).
The museums and galleries opperating within the Group are:
As lead partner, Stockton-On-Tees Borough Council is the registered data controller and we collect and use information personal to you in accordance with GDPR.
We will ensure we have a lawful basis to collect your personal information and will use it to deliver our services to you. GDPR provides six legal grounds under which personal information can be processed lawfully and stipulates that an organisation’s policy notice must include reference to this. Information on the legal basis for processing of personal information by Tees Valley Museums is set out in the final section of this notice entitled ‘Lawful basis for processing data’.
We collect information for various purposes as outlined below:
Archives and collections
If you make an enquiry to Tees Valley Museums regarding any of the consortium partner’s collections, we will ask for your contact details in order for one of our museums to report back to you. We will keep your details on record until your enquiry has been dealt with, at which point we will destroy your information.
We will not use your information for any other purpose and will only process your information with your consent.
All our consortium partners accept objects into their collections. If you make a deposit, donation or loan you will be asked for your details which will be kept on record for the duration of the deposit, donation or loan – at which point your information will be destroyed, unless it is necessary to retain this information as part of the archives. If this is the case you will be advised by the museum service you are donating to.
Your information will not be used for any other purpose and will only be processed with your consent.
Learning
When you make an enquiry to Tees Valley Museums regarding one of the consortium partners learning programmes, courses, activities or services, on behalf of yourself, a school or an educational establishment you represent, we will ask you to provide personal information to allow us to supply you with the relevant information.
We will only contact you about the particular programme, course, activity or service you have enquired about.
Family learning and access
Tees Valley Museums have two mailing lists; family learning and access. Individuals or organisations opt-in to these emails and only receive relevant information. We retain your information for three years after which point your information is deleted unless you decide to re-subscribe. You can opt-out at any time by emailing;
teesvalleymuseums@stockton.gov.uk
Some of our partners may have individual, opt-in mailing lists, for example school mailing lists. These are managed by the individual museum service in accordance with their own council’s information governance policy. Mailing lists and the personal information they contain are not shared across Tees Valley Museums.
Surveys/questionnaires/evaluation forms
Sometimes we will ask you to complete a survey, questionnaire or evaluation form about our services in order to help us monitor and improve them, or because we are required to provide this information by our funding providers. The information we currently collect is not personal or identifiable. We will only use the information provided for the purposes of the survey you have completed.
Photographs, video or audio recordings
Sometimes we will ask for permission to take photographs, video or audio recordings of individuals to use as part of our programmes and exhibitions, or to help promote our services. We will always ask for your consent verbally before we do this. If the recording is as part of a school workshop or group visit or you will be ask you to complete the relevant forms authorising us to proceed.
We retain the images and recordings for five years from the date of consent. After five years we will either ask you if you are willing to extend your consent for their continued use, or we will delete them. The processing is on the basis of your consent.
Log data
Like many site operators, we collect information that your browser sends whenever you visit our Site (“Log Data”). This may include information such as your computer’s Internet Protocol (“IP”) address, browser type, browser version and the pages of our Site that you visit, the time and date of your visit, the time spent on those pages and other statistics. In addition, we may use third party services such as Google Analytics that collect, monitor and analyse this data for future improvements to the website.
Cookies
Cookies are files with small amounts of data, which may include an anonymous identifier. Cookies are sent to your browser from a website and stored on your computer’s hardrive. Like many websites we use cookies to collect information. This information is used to track visitor use of the website and to compile statistical reports on website activity. For further information on cookies visit www.aboutcookies.org or www.allaboutcookies.org. You can set your browser not to accept cookies and the above websites tell you how to remove cookies from your browser. Please be aware that if you do not accept cookies you may not be able to use some portions of our site.
Other websites
Our website contains links to other websites. This privacy notice only applies to our website so when you link to other websites you should read their own privacy notices.
We may share your information within the consortium and across the services that make up Tees Valley Museums Group.
We will not share your personal information with third party organisations for marketing purposes. We may however share your information with funders and associated organisations, listed below, in order to continue to improve our understanding of our audiences.
If you would like further information about who your information is shared with, please email:
We will not hold your personal information for longer than necessary. To find out how long we will hold your information, please email:
Whilst we strive at all times to ensure your personal information is accurate and up to date, we recognise that on occasion we may get it wrong or your details may change.
If you would like us to correct or remove your personal information, or if you have given consent for us to use your personal information and wish to withdraw this consent, you can contact us by emailing:
teesvalleymuseums@stockton.gov.uk
You can request a copy of information that we hold about you, by submitting a request in writing as set out in the “How to contact us” section below.
Your information will not be processed outside the European Union.
If you do not provide us with the personal information we have requested, it may not be possible to deliver our services to you.
For more information about how this might affect you, please email:
We keep our privacy notice under regular review. You are advised to visit this page periodically in order to keep up to date with any changes. By continuing to use our services you will be deemed to have accepted such changes. This privacy notice was last updated on 01.09.2019.
The lawful bases for processing are set out in Article 6 of the GDPR. At least one of these must apply whenever you process personal data:
(A) Consent: the individual has given clear consent for you to process their personal data for a specific purpose.
(B) Contract: the processing is necessary for a contract you have with the individual, or because they have asked you to take specific steps before entering into a contract.
(C) Legal obligation: the processing is necessary for you to comply with the law (not including contractual obligations).
(D) Vital interests: the processing is necessary to protect someone’s life.
(E) Public task: the processing is necessary for you to perform a task in the public interest or for your official functions, and the task or function has a clear basis in law.
(f) Legitimate interests: the processing is necessary for your legitimate interests or the legitimate interests of a third party unless there is a good reason to protect the individual’s personal data which overrides those legitimate interests. (This cannot apply if you are a public authority processing data to perform your official tasks.)
Tees Valley Museum Group information and the legal basis for processing:
Area of Organisation: Archives and Collections
Data Source: Enquiries
Type of data: Name, address, email; occasionally personal information relating to enquiry
Lawful basis for processing: A
Area of Organisation: Archives and Collections
Data Source: Items in collections
Type of data: Consortium partners collect this data and it is potentially shared within the Tees Valley Museums Group. Data collected covers all types of personal data. GDPR permits “the processing of personal data (inluding sensitive personal data) without consent, where necessary for archiving purposes in the public interest”, subject to appropriate safeguards.
Lawful basis for processing: E
Area of Organisation: Family Learning and Access
Data Source: Mailing lists
Type of data: Name, contact details
Lawful basis for processing: A
Area of Organisation: Surveys/questionnaires
Data Source: various; online, face to face, paper based
Type of data: Varies according to survey – at the moment we collect no identifiable personal data. In future information could cover; name, address, email, contact details, disability and access information.
Lawful basis for processing: A
Area of Organisation: Photos/videos/audio
Data Source: verbal consent andor standard forms
Type of data: Name, contact details
Lawful basis for processing: A
To find out more about the lawful basis for requesting your personal information, please contact:
