Privacy Policy

The Gordon Highlanders Regimental Trust Museum (hereinafter referred to as The Museum) exists to preserve, and make accessible, the heritage of The Gordon Highlanders for the benefit of the people of the North East of Scotland and beyond.

We are committed to delivering high quality exhibitions, events, research and learning opportunities for a broad range of people. Through the provision of accessible exhibitions, interpretation material, guided tours, workshops, special events and outreach, the Museum aims to inform, educate and inspire both young and old about the history of the Regiment and its place within local, national and world history.

The Museum through its trading arm, St. Luke’s Ltd also offers a tearoom, retail opportunities and corporate and hospitality services in order to support its charitable purposes.

In order to do this effectively the Museum collects, stores and uses some Personal Data. If you have any questions related to The Gordon Highlanders Museum, this privacy policy or how the Museum processes data, you can contact us using the email address museum@gordonhighlanders.com

Any personal data processed by the Museum is treated in line with the General Data Protection Regulation (GDPR) (EU) 2016 and all applicable UK laws. The Museum is both a “Data Controller” and “Data Processor” with respect to the GDPR.

The legal basis for processing personal data is consent. The Museum only collects personal data that is provided by individuals and processes your personal data where you have given us consent to do so for specific purposes. Any new uses of personal data will be communicated prior to starting that processing.

We review this policy at least every year to ensure it remains up-to-date and is compliant with the law.

Why do we collect your data?

The Museum collects your data in order to deliver its legitimate working practices, to respond to requests, to provide information about our products and to undertake marketing activities, family research requirements and to process payments for services and purchased items.

How do we collect your data?

We only collect data that you provide directly to us. This could be via our website, email, social media pages, in paper form or over the telephone.

When you use our free Wi-Fi, we will collect data about your device, the volume of data which you use, the websites and applications which you access and your usage by access time, frequency and location.

What data do we collect?

We will collect data such as name, address, email address, telephone number, date of birth, CCTV images and social media profile name.

To support our archival and collections work, we may also collect photographic images and information on military service.

We use that information for a number of reasons; to give you information that you’ve asked us to tell you about; to contact you if we need to obtain or provide additional information; to check our records are right and to check every now and then that you’re happy and satisfied. We do not rent or trade email lists with other organisations and businesses.

If you purchase an item from our shop, whether that be online or via telephone or email, or to pay for services rendered to you by the Museum, we will collect further details which will include all necessary information to process your payment and deliver the service requested to you.

When someone visits gordonhighlanders-dev.5thring.co.uk we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website.

We may use a third party provider, such as PayPal, for payments via our website. For more information, please see PayPal’s privacy notice.

We may use a third-party provider, MailChimp, to deliver our general email marketing materials. We gather statistics around email opening and clicks using industry standard technologies to help us monitor and improve our e-marketing. For more information, please see MailChimp’s privacy notice. You can unsubscribe to general mailings at any time by clicking the unsubscribe link at the bottom of any of our emails or by emailing the museum on museum@gordonhighlanders.com

We may use a third party provider to administer, develop and support our website. This may require them to access personal data to support our legitimate use of the website. We do not allow our website provider to use this data for any purposes beyond the legitimate purposes of the Museum.

How do we process your data?

The legal grounds on which we rely are:

•  to fulfil our contractual obligations (for example in order to provide the products or services requested and to contact you if a problem arises with them);
  •    to pursue our legitimate interests (for example to facilitate your use of our website, including obtaining products or services via our websites, or for marketing);
  •    your consent;
  •    to fulfil a legal duty.

Legitimate interests

When we rely on our legitimate interests, these are as follows:

• keeping our records up to date;
• for archiving purposes in the public interest and for historical research;
• charging for products and services;;
• developing products and services;
• marketing our products and services;
• administering our websites and keeping them safe and secure;
• ensuring that content is presented in the most effective manner for you and your devices;
• facilitating your use of our websites, including obtaining products or services via our websites;
• measuring the use of our websites and improving their content and accessibility;
• measuring and understanding the effectiveness of advertising, and delivering relevant advertising to you;
• complying with legal and / or regulatory requirements;

If you contact us in some other way then we will only use your contact details to deal with your immediate enquiry.

Volunteers – By volunteering at the Museum, you are giving us consent to contact you using those details for the legitimate working practices of, and for marketing and advertising purposes of the Museum.

The Gordon Highlanders Museum does not perform any automated decision making or profiling of your data.

Marketing and Advertising

We may use the information you provide to send you communications about The Museum’s products and services. This might be by telephone or postal marketing in furtherance of our legitimate interests, or for marketing by email or SMS, with your consent.

You can change your marketing preferences at any time by clicking on the unsubscribe link in the footer of our emails, or by writing to us, emailing us or phoning us.  All details can be found at the end of this Privacy policy below. You can also unsubscribe from receiving any further marketing communications.

How do we store your data?

Electronic contact details are stored on a secure server which is password protected and is accessible only by those staff and volunteers who have legitimate reasons to access it.

Paper returns (for example research applications, donation forms etc.) are kept in a secure location in the Museum.

How long do we keep your data for?

Whenever we collect or process your personal data, we will only keep information about you for as long as we need to fulfil the purposes for which we are processing your information.  At the end of that period, your data will be deleted.  Examples of our retention periods are:

• Where you are a volunteer, we would normally keep your information for the duration of your volunteering and then a period of up to 3 months after you cease being a volunteer.
• Where you have indicated you wish to be an Alumnus of the Museum, we would normally keep your information for as long as you wish to continue to be a Museum Alumnus.
• Where we keep the details for archiving purposes, we would normally keep your information for as long as is required to maintain a historic record.
• Where we need to keep your information for dealing with legal requirements, we would normally keep it for seven years from the end of that matter.
• Where you have sent us correspondence, we would normally keep that for one year after the issue has been dealt with.

Paper returns associated with a specific event will be securely destroyed after the event.

You can also contact us earlier than the timescales above to remove your consent using the contact details outlined at the end of this policy.

Data Sharing

The Museum may share your data with trusted third parties including but not limited to The Gordon Highlanders Regimental Association and The Society of The Friends of The Gordon Highlanders Museum. However, The Gordon Highlanders Museum does not share your data with any other third parties unless required to do so by law.

If you follow The Gordon Highlanders Museum Facebook group anyone on Facebook can see your membership of the group.

Individual Rights

Individuals have the following rights, for which a request can be made verbally or in writing, with the response provided within one month of the request:

Right of access to their own data (subject access request), right to rectification (to correct or complete any inaccurate or incomplete data), right to erasure (right to be forgotten), right to restrict processing (prevents processing but data is still stored), right to data portability (to transfer your data).

For more information, see the GDPR Articles 12 – 23 at the EU website.

You can remove your consent for any processing by contacting us at museum@gordonhighlanders.com , via telephone (01224) 311200 or by writing to us at The Gordon Highlanders Museum, St. Luke’s, Viewfield Road, Aberdeen, AB15 7XH