Accessing Our Services and Privacy Policy

Who are we?

South West Museum Development (SWMD) is a regional Museum Development Provider, publically funded by Arts Council England. We are hosted by Bristol City Council and comply with Bristol City Council’s regulations and standards. Our current funding agreement runs from April 2018 until March 2022 and enables us to work with museums in the south west region of England, as defined by the ONS (Office for National Statistics). Our primary clients are museums within the Arts Council’s England’s Accreditation scheme and their respective workforce. Where we have Local Authority agreements and external project funding we also work with heritage organisations and non-accredited museums where this activity complements our Museum Development programme. Our mission is to deliver the regional museum development programme effectively and maximise the impact of this funding for museums across the region.

About this privacy policy

This privacy policy sets out how South West Museum Development uses and protects any information that you share with SWMD when accessing services provided by SWMD or any third party appointed by SWMD to conduct work on its behalf.

SWMD is committed to ensuring that your privacy is protected. When accessing our services, should we ask you to provide certain information by which you can be identified, you can be assured that it will only be used in accordance with this privacy policy.

SWMD may change this policy by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This policy is effective from 25th May 2018.

Registering for our services

In order to access services provided by SWMD or one of its appointed third parties, your organisation must be registered to receive our services. Our services are delivered using grant in aid funding for museums located in the ONS south west region within Arts Council England’s Accreditation Scheme. Museums and heritage organisations in local authority areas which financially contribute to SWMD are also eligible for some of the SWMD services. Museums which fall under this category and are registered with SWMD will be able to access support services, the level of which is determined by Accreditation status and local authority investment.

To ensure SWMD remains compliant with current law under the Data Protection Act 1998 and the proposed changes to the law under General Data Protection Regulation 2018 staff or volunteers from a registered organisation must also register as individuals. By registering for these services the individual registering agrees that they are acting as a representative of their organisation whether in a paid or voluntary capacity.

 What do we define as services?

SWMD considers any of the following to be services which SWMD or an appointed third party provides:

  • All advisory services provided by telephone or in writing including email and in person.
  • Training and professional development services.
  • Consultancy services.
  • Grants and/ or bursaries.
  • Data collection services.
  • Information, updates or invitations to events relating directly to SWMD services

Who do we define as an appointed third party?

Not all services delivered by SWMD are provided by officers employed by Bristol City Council. SWMD works in partnership with other local authorities in the south west (ONS) region to provide development services for the museum sector within the parameters of its business plan as agreed with our grant in aid funders. A list of our development officers (appointed third parties) can be found here: http://southwestmuseums.org.uk/about-us/who-we-are/. Development officers defined as an appointed third party are bound by their employing organisation’s data protection and privacy policies. Any breech of these values and/ or the law is the responsibility of their employing organisation, not SWMD (Bristol City Council).

SWMD also directly contracts individuals and/ or organisations to deliver specific pieces of work for us. All individuals and/ or organisations defined as an appointed third party are required to uphold SWMD (Bristol City Council) values whilst working according to this Privacy Policy statement plus all respective and subsequent laws. Should any breech of these values and/ or the law occur, the contracted individual and/ or the organisation are liable for the breech not SWMD (Bristol City Council).

What personal information do we collect and process?

You will be asked for personal information when you:

  • Sign up to any of our services, including enquiries
  • Sign up to our blog
  • Sign up to or book onto an event
  • Download resources
  • Sign an agreement for a grant or other investment

What personal information does SWMD retain?

When you register for our services, make an enquiry and when you sign up for or book a ticket for an event we will retain your name, contact details and contact preferences along with the details of the organisation which you are representing. SWMD will also retain records of the interaction you have had with us to ensure we continue to provide an effective service; this includes;

  • details of correspondence that we have sent to you or received from you,
  • phone calls made to you or received from you
  • meetings you have attended with a representative of SWMD
  • attendance to one of our training events or programmes
  • details you have provided to us about your development needs.
  • This information will be retained for the duration of the project. The activities we deliver are publicly funded. For legacy purposes this information may be retained beyond the life of the project. In the event of the project finishing, all individuals and organisations will be notified of legacy proposals and all individuals will offered the right of erasure of their data.

What information does SWMD not keep?

We may ask you about your access requirements and dietary preferences as part of the information in relation to an event that you are attending with us. These preferences will be deleted no later than 42 days after the event has taken place.

When you apply for a bursary or grant from us that needs to be paid in to a personal bank account we will not retain this information. Personal financial information will be deleted once payment has been issued. This data may take up to 62 days to be deleted.

What information we collect about you from other sources

We may combine the information mentioned above (excluding access, dietary and personal finance information) with information from external sources in order to gain a better understanding of our museum clients. The personal information we collect from public sources may include:

  • Employment and professional information
  • Attendance of events delivered by external partners developed and delivered in partnership with SWMD

What we do with the information we gather?

Depending on the preferences you have indicated and your relationship with SWMD, we will use the personal information you have provided to;

  • Provide services to you or your organisation
  • Send you communications in order to inform you of other services or events related to SWMD which may include emails containing relevant news from our supporters or partners
  • Keep records internally
  • Improve services and events
  • From time to time, we may also ask you to participate in surveys and research
  • Improve our understanding of our clients through basic profiling, tracking of your activity on our site and your response to emails (or other communications) that we send you
  • Notify you of changes and improvements to events, services, website and this privacy policy. You can opt out of any or all of the above communications at any time by contacting [email protected]

Security

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect.

Unfortunately, it is not possible for the transmission of information via the internet to be completely secure. Although we will do our best to protect your personal information, we cannot guarantee the security of your information transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

Links to other websites

Our website or resources may contain links to other directly relevant websites. However, once you have used these links to leave our site, we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting other sites. Other websites are not governed by this privacy statement.

Event bookings made through Eventbrite

Where event bookings are made through the site ‘Eventbrite’ it is important to highlight that SWMD is considered the data controller and Eventbrite is considered the data processer. This means that when you provide personal information as part of the booking process your information is treated as part of the SWMD privacy policy and the details set out within this document.  By using Eventbrite you are agreeing to the Eventbrite Terms of Service.  If you do not wish to agree to these Terms of Service you are required to terminate your access by deleting your Eventbrite account.  Further details can be found on the Eventbrite website.

Controlling your personal information

You may choose to restrict the use of your personal information in the following ways:

  • If you have previously agreed to us retaining and using your personal information for us to deliver our support services, you may change your mind at any time by emailing us at [email protected]
  • You may request details of personal information which we hold about you under the Data Protection Act 1998. If you would like a copy of the information held on you please write to [email protected]. We will aim to get back to you within 48 days.
  • If you believe that any information we are holding on you is incorrect or incomplete, please email us at [email protected] to enable SWMD to update its records. We will amend any information found to be incorrect.

We will not sell, distribute or lease your personal information to third parties not appointed by SWMD unless we have your express permission or are required by law to do so.

How to get in touch

Our registered address is:

South West Museum Development, c/o Bristol Museum and Art Gallery, Queens Road, Bristol, BS8 1RL

Our contact details are: Telephone: 0117 922 4653 Email: [email protected]