Privacy policy
This Privacy Policy applies to the website https://racmp.co.uk/, (the “Site”) which is run by the Russian Arctic Convoy Project SCIO (“RACP”), a registered charity (Scotland: SC047909).
Our trading address is: Russian Arctic Convoy Project SCIO, Pool House, Poolewe, Wester Ross, IV22 2LD
Russian Arctic Convoy Project SCIO is a small team of committed volunteers working hard to create a multi-site museum around the shores of Loch Ewe dedicated to the Arctic Convoys.
This Privacy Policy document contains types of information that is collected and recorded by RACP and how we use it. If you have additional questions or require more information about our Privacy Policy, do not hesitate to contact us.
This Privacy Policy applies only to our online activities and is valid for visitors to our site with regards to the information that they shared and/or collect in RACP. This policy is not applicable to any information collected offline or via channels other than this site.
Consent
By using our site, you hereby consent to our Privacy Policy and agree to its terms.
Information we collect
The personal information that you are asked to provide, and the reasons why you are asked to provide it, will be made clear to you at the point we ask you to provide your personal information.
If you contact us directly, we may receive additional information about you such as your name, email address, phone number, the contents of the message and/or attachments you may send us, and any other information you may choose to provide.
When you register for an Account, we may ask for your contact information, including items such as name, company name, address, email address, and telephone number.
How we use your information
We use the information we collect in various ways, including to:
- Provide, operate, and maintain our site
- Improve, personalize, and expand our site
- Understand and analyze how you use our site
- Develop new products, services, features, and functionality
- Communicate with you, either directly or through one of our partners, including for customer service, to provide you with updates and other information relating to the site, and for marketing and promotional purposes
- Send you emails
- Find and prevent fraud
If you visit our museums, exhibitions or events
| What we collect… | Why | Legal Bases |
| We may collect your name, postal address, email address and phone number | If you sign up to Gift Aid we are required to obtain your name and postal address | It is a legal requirement for this process. |
| To send you your tickets, or a link to access an online event* | This is required for the contract (sale of the product or service) | |
| We may need to contact you if there is a change to an activity you have booked for | This is required for the contract (sale of the product or service) | |
| We would like to keep you up to date with news about our work, events, products, special offers and ways of supporting Russian Arctic Convoy Museum SCIO. | We will only send you these communications via email if we have your consent to do so | |
| To assist with NHS Scotland’s efforts in tackling the coronavirus public health epidemic, we may share your name, phone number or other relevant contact information, and the data and time of your visit with NHS Scotland. | Our and your legitimate interests – keeping you and our staff safe by assisting with NHS Scotland’s Test and Protect strategy in relation to the coronavirus public health epidemic. See Sharing Information and Legitimate Interests for more information. | |
| Bank details | To buy a ticket for an exhibition or event we require these details to process the sale. We do not receive or retain these details if you pay online or via a Ticket desk. Any information you provide to us over the phone will be securely destroyed. |
This is required for the contract (sale of the product or service) |
| CCTV footage | For your safety and security CCTV is in operation in public areas of Russian Arctic Convoy Museum SCIO premises. This footage is stored temporarily, and CCTV signage is prominently displayed. | Our and your legitimate interests – keeping you, our buildings, people and collections safe. |
If you buy a Gift Membership
| What we collect… | Why | Legal Bases |
| We may collect your name, postal address, email address and phone number | To contact you in relation to membership you are purchasing as a gift. | This forms part of the Terms and Conditions of the Membership contract with us. |
| If you sign up to Gift Aid we are required to obtain your name and postal address | It is a legal requirement for this process. | |
| We would like to keep you up to date with news about our work, events, products, special offers and ways of supporting Russian Arctic Convoy Museum SCIO. | We will only send you these communications via email if we have your consent to do so. | |
| Bank details | To allow us to set up your direct debit, or process your payment. | This is required for the contract (sale of the product or service) |
If you are a Gift Shop or online Shopping Customer
| What we collect… | Why | Legal Bases |
| We may collect your name, postal address, email address and phone number | To provide you with the products you purchase | This is required for the contract (sale of the product or service) |
| Bank details | We require these details to process the sale. We do not receive these details if you pay online or by card in our Gift shops. Any information you provide to us over the phone will be securely destroyed. |
This is required for the contract (sale of the product or service) |
| We would like to keep you up to date with news about our work, events, products, special offers and ways of supporting Russian Arctic Convoy Museum SCIO | We will only send you these communications via email if we have your consent to do so |
If you are an E-newsletter subscriber
| What we collect… | Why | Legal Bases |
| We may collect your email address and communication preferences | We would like to keep you up to date with news about our work, events, products, special offers and ways of supporting Russian Arctic Convoy Museum SCIO | We will only send you these communications via email if we have your consent to do so |
If you consent to receive information by email, your email address and communication preferences are held by MailChimp, which is the email marketing system we use to send out our e-newsletters, and they are used only for the purpose of sending you these communications.
You can choose to opt out of these marketing communications at any time by contacting us at info@theracmproject.org or by using the unsubscribe link at the bottom of every e-newsletter.
If you make a financial donation to Russian Arctic Convoy Museum SCIO
| What we collect… | Why | Legal Bases |
| We may collect your name, postal address, email address and phone number | If you sign up to Gift Aid we are required to obtain your name and postal address | It is a legal requirement for this process. |
| We would like to keep you up to date with news about our work, events, products, special offers and ways of supporting Russian Arctic Convoy Museum SCIO. | We will only send you these communications via email if we have your consent to do so. | |
| Bank details | To allow us to process your payment. | This is required for the contract (sale of the product or service) |
If you enter a competition
| What we collect… | Why | Legal Bases |
| We may collect your name, postal address, email address and phone number | To contact you if you win | On the basis of legitimate interests – to contact you if you win. |
| We would like to keep you up to date with news about our work, events, products, special offers and ways of supporting Russian Arctic Convoy Museum SCIO. | We will only send you these communications via email if we have your consent to do so. |
We will destroy your personal data after the competition has closed unless you have expressly chosen to opt-in to our email list.
Managing our collections
We hold personal data in order to manage the collections of Russian Arctic Convoy Museum SCIO.
| What we collect… | Why | Legal Bases |
| We may collect your name, postal address, email address, phone number and date of birth. | To record the details of disposals from and gifts, purchases and loans to our collections | It is necessary for us to carry out our Public Task or exercise our official authority as a Museum and it is a legal requirement for this process. |
| To record and manage details of makers/creators of items in our collections | It is necessary for us to carry out our Public Task or exercise our official authority as a Museum | |
| To enable us to lend items to other institutions or researchers | It is necessary for us to carry out our Public Task or exercise our official authority as a Museum and it is a legal requirement for this process. |
|
| To ensure that we comply with copyright legislation when providing copies of items in our collections | This is a legal requirement for this process | |
| To undertake object conservation and/or scientific analysis (for outside agencies) | This is a legal requirement for this process and forms part of the Terms and Conditions of contract with us. |
If you contact us with an enquiry
| What we collect… | Why | Legal Bases |
| Your name, contact address, personal e-mail address, telephone number | To enable us to respond to your general business enquiry | On the basis of Legitimate Interests |
| To enable us to respond to Freedom of Information requests, complaints and requests made under Data Protection legislation | This is a legal requirement | |
| To enable us to respond to enquiries about our collections | This is part of our Public Task as a Museum | |
| To enable us to respond to your enquiry about a booking, purchase or reservation. | This is required for the contract (sale of the product or service) |
If you supply us with goods or services
| What we collect… | Why | Legal Bases |
| Your name, company name, contact address, e-mail address, telephone number | To enable us to make payments, send remittances, answer queries etc and fulfil our relationship with you as a supplier. | This is a legal requirement and forms part of the Terms and Conditions of contract with us. |
| Bank details | To enable us to make payments, send remittances, answer queries etc and fulfil our relationship with you as a supplier. | This is a legal requirement and forms part of the Terms and Conditions of contract with us. |
Unique Taxpayer Reference (UTR) Company Registration Number (CRN) |
To enable us to make payments, send remittances, answer queries etc and fulfil our relationship with you as a supplier. | This is a legal requirement and forms part of the Terms and Conditions of contract with us. |
Cookies
We use cookies on our site to improve their performance and therefore your experience.
This Cookies Policy (the “Policy”) explains how we use cookies and other similar technologies to collect information about the way website users visit the Site. We use cookies across our websites, including this Site, to improve their performance and therefore your experience of them. By accessing the Site, you are agreeing to the terms of this Policy. We may update this Policy from time to time and will post any changes on this page
This page outlines what cookies are, how and why we use them and how you can control them.
What are cookies?
Cookies are small files which are stored on user’s computer or device. They hold information specific to that user’s activity on a particular website, and can be accessed either by the website’s server or the user’s computer or device. They allow the content of a web page to be tailored to that particular user by using the cookie to carry information from one page to the next as required to make the website function.
What we mean by ‘our websites’?
References to ‘our websites’ refer to https://racmp.co.uk/, and this information also applies to our shop (https://shop.racmp.org/) which is operated via the Shopify platform which uses cookies to ‘remember’ goods which users place in their baskets throughout their visit.
Why do we use cookies?
We use cookies to improve your experience of our website. Cookies are essential to much of the basic functionality of a website, for example a cookie helps remember which pages you have visited and allows you to click ‘back’ in your browser. RACP also uses Google Analytics cookies to monitor and improve user journeys around our website.
Types of cookies
For the purposes of GDPR and PECR compliance cookies are categorised under the following four headings:
Necessary or Essential
‘Necessary’ or ‘essential’ cookies help make our websites usable by enabling basic functions like page navigation, (ie, the back button). Our website cannot function properly without these cookies, for example without a cookie to identify a user id, a school would be unable to submit a web form to book a school visit to the museum.
Preferences
Cookies relating to a website visitor’s settings or preferences enable our website to remember information that changes the way the website behaves or looks. This could relate to a preferred language or region that you access the site from, or allow us to respond appropriately based on a user’s cookie preferences.
Statistics or Performance
These cookies help us understand how visitors interact with our website by collecting and reporting information anonymously (for example Google Analytics tracking on https://racmp.co.uk/).
Marketing or Advertising
These cookies are used to track visitors across websites. Marketing cookies allow us to understand audience behaviour and engage with our audience on non-RACP platforms.
How to control cookies on your browser
Most web browsers allow some control of cookies through their browser settings. To find out more about cookies, including how to see what cookies have been set, visit http://www.aboutcookies.org or http://www.allaboutcookies.org.
You can also manage cookies on your browser. You’ll find more information on how to manage the settings for the main web browsers below:
If you have any queries or would like more information, please contact us via info@theracmproject.org
Children’s Information
Another part of our priority is adding protection for children while using the internet. We encourage parents and guardians to observe, participate in, and/or monitor and guide their online activity.
RACP does not knowingly collect any Personal Identifiable Information from children under the age of 13. If you think that your child provided this kind of information on our site, we strongly encourage you to contact us immediately and we will do our best efforts to promptly remove such information from our records.
Retention periods
We will only ever collect the information we need. When we ask you to provide your personal information we will let you know why we are asking and how we will use your data, by directing you towards this notice.
We hold your information only as long as necessary for the purpose it was collected. If you decide not to support Russian Arctic Convoy Project SCIO any more or request that we have no further contact with you, we will keep some basic information in order to avoid sending you unwanted communications in the future.
Sharing information
We do not disclose personal data to any third parties or external organisations, other than companies carrying out work on our behalf. We retain responsibility for your data and ensure that these organisations only act on our instructions.
Examples of when we share data:
- Email marketing services (eg Mailchimp)
- Telephone fundraising agencies working on our behalf
- Wealth screening organisations
- Data cleaning organisations
- Ticketing and sales services (e.g. Eventbrite)
We may occasionally need to transfer your personal information overseas, for instance to our email marketing provider, MailChimp or our ticketing service, Eventbrite. We ensure any transfers of data are secure, in accordance with best practice, and in compliance with the UK Data Protection legislation. You can read the MailChimp Privacy Policy here. You can read the Eventbrite Privacy Policy here.
Your data will never be sold or passed to any third party for any other purpose.
Legitimate interests
We have a number of legal bases that mean we can use (or ‘process’) your personal information. One basis ‘Legitimate Interests’, which means we can process your personal information if:
- We have a genuine and legitimate reason
and - We are not harming any of your rights and interests.
The following are some examples of when and why we would use this approach in our work:
- Direct Marketing: We will send postal marketing and fundraising requests which further the aims and objectives of Russian Arctic Convoy Project SCIO.
When we process your personal information for our legitimate interests, we will consider and balance any potential impact on you and your rights under data protection and any other relevant law. Our legitimate business interests do not automatically override your interests.
How we keep your information secure
We have implemented security procedures, rules and technical measures to protect the personal data that we have under our control from:
- Unauthorised access
- Improper use or disclosure
- Unauthorised modification.
All our employees and data processors, who have access to and are associated with the processing of personal data, are legally obliged to respect the confidentiality of the personal data that we hold.
GDPR Data Protection Rights
We would like to make sure you are fully aware of all of your data protection rights. Every user is entitled to the following:
The right to access – You have the right to request copies of your personal data. We may charge you a small fee for this service.
The right to rectification – You have the right to request that we correct any information you believe is inaccurate. You also have the right to request that we complete the information you believe is incomplete.
The right to erasure – You have the right to request that we erase your personal data, under certain conditions.
The right to restrict processing – You have the right to request that we restrict the processing of your personal data, under certain conditions.
The right to object to processing – You have the right to object to our processing of your personal data, under certain conditions.
The right to data portability – You have the right to request that we transfer the data that we have collected to another organization, or directly to you, under certain conditions.
If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please contact us.
Changes to this Privacy Notice
We regularly review our privacy notice, and may make changes time to time. Any changes made will be posted to this page, and will apply from the time we post them. This privacy notice was last changed on 25 March 2021
Contact details:
Data Protection Officer
Russian Arctic Convoy Project SCIO
Pool House
Poolewe
Wester Ross
IV22 2LD
Or by email at: info@theracmproject.org
At any time you may request that we delete or correct your personal information by simply contacting info@theracmproject.org
You have the right to make a complaint directly to the UK Information Commissioner’s Office (ICO), which is the data protection supervisory authority in the UK.
