What personal information do we hold about you and how do we obtain it?

When you apply to join the Friends of the Ferens Art Gallery we ask you to provide your name and contact details (address, telephone number and email address). We need your name and address in order to administer your membership. Although you are not required to provide a telephone number and email address, doing so will help us to provide you with greater benefits of membership. The information you provide is stored by us. We do not obtain information about you from any other sources.

You are also asked how you would like us to contact you. You are free to change these preferences at any time by contacting the Membership Secretary, address at the end of this document.

How we use your personal information

We use your personal information in a number of ways to:

• handle the administration of your membership subscription or donation;
• handle the administration of Gift Aid and Gift Aid declaration forms by an accountant;
• provide you with invitations to activities organised by the Friends such as lectures, social events and the Annual General meeting;
• provide you with information you’ve requested, eg how to adopt a painting or leave a bequest to the Friends;
• keep you informed of the activities of the Friends and at the Ferens via the Friends Newsletter.

What are the legal grounds for our processing of your personal information?

When we use your personal information, we will make sure this is only done in accordance with at least one of the legal grounds available to us under data protection law – these are where:

• we have obtained your specific consent to use your information for a specified purpose, eg to send you emails about local art events or to provide you with information at your request.
• we are under a legal obligation to use or disclose information about you – eg if you have signed up for Gift Aid, we are legally required to hold donor transaction details to be able to claim the Gift Aid.
• this is necessary in our legitimate interest as a charity, including maintaining and administering our Membership database, to send out Newsletters and invitations to events run by the Friends, membership renewal information etc.

Where we need your consent to process personal information, you may withdraw that consent at any time by contacting the Membership Secretary, at the address at the end of this document.

Who we share your data with

We do not share or sell your name and contact details to any other charity, organisation or individual for marketing purposes.

We do, however, disclose your name and contact details in the following circumstances:

• to Her Majesty’s Revenue and Customs, where you have consented to donating:
  • your subscription,
  • any gift to the Friends, or
  • under the Adopt A Painting Scheme,

as Gift Aid;

• to our accountant, where this is necessary in relation to the administration of Gift Aid and Gift Aid declaration forms; and
• to Hull Culture and Leisure Ltd (the company set up by Hull City Council to operate the Ferens) to send you invitations to previews, openings of exhibitions and also private events provided by the Ferens and the Hull Museums Service for Members of the Friends, where you have given your consent to us to do so.

How we keep your personal information up to date

We are required, under data protection law, to keep the personal information we collect accurate and up to date. We keep your information accurate as follows:

• by giving you the opportunity at any time to contact us, at the address at the end of this document, to correct, add to or change your information;
• checking for any changes when subscriptions are renewed;
• when we receive notification of undelivered mail or email.

How long do we hold the information about you?

If you notify us that you wish to end your membership of the Friends, we will remove you from our database etc as soon as we can. (Note, in the case of Gift Aid donations we have a legal obligation to keep your personal information for six years following the tax year in which the donation was made.)

If you fail to renew your membership, we will normally keep your name and contact details for up to two years to enable Newsletters, renewal reminders etc to be sent (in case the failure to renew is just an oversight).

Finding out about the information we hold about you

If you wish to have a copy of the personal information that we hold about you, please contact the Membership Secretary (at the address at the end of this document).

What are your rights under data protection laws?

All individuals have the following rights under data protection laws:

• To be informed about the processing of your personal information
• To access the information held about you and how we process it
• To have your personal information corrected if it is inaccurate and to have incomplete personal information completed
• To object to processing of your personal information
• To restrict processing of your personal information
• To have your personal information erased, in certain circumstances, (the “right to be forgotten”)
• To move, copy or transfer your personal information (“data portability”) (not applicable regarding the Friends)
• To complain by contacting the Honorary Secretary (at the address at the end of this document).

If you are not satisfied with the way we handle your complaint you can contact the Information Commissioner’s Office which enforces data protection laws: https://ico.org.uk/, telephone helpline 0303 123 1113 (local rate), postal address: Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.

How we keep your personal information safe

We take our obligations to keep your personal data safe and secure very seriously. We have put in place measures to safeguard and secure the personal information you have provided. These will be reviewed and updated at regular intervals.

Only the Membership Secretary has access to the database and can modify it. You will be informed as soon as we can once we are aware that there has been any breach in data security regarding your personal information.

Contact information

If you have any questions about this Policy, please contact the Honorary Secretary. If you wish to exercise your rights regarding your personal information, please contact the Membership Secretary.

Address for correspondence: Friends of the Ferens Art Gallery, The Ferens, Queen Victoria Square, Hull, HU1 3RA.

Email: membership@friendsoftheferens.org