Privacy Notice (Image Library Clients)

Privacy Notice (Image Library Clients)

This privacy notice explains how we use any personal information we collect about our clients who purchase or license film or images from our Image Library.

 

  1. What information do we collect about you; and how will we use it.

 

Registering for use of our online picture library

The Royal Armouries has a legitimate interest in ensuring that clients wishing to use our film and images do so in accordance Copyright, Designs and Patents Act 1988 and other regulations, and with the Museum’s own terms and conditions. We may therefore ask you to create a personal account by registering your email address and a password in order to gain access to certain functions of our online picture library. This information will be retained for a period of one year after the last recorded activity on your account, after which it will be deleted. However, should you wish to purchase and/or license any film or images during that time you will be asked to provide further information (see purchasing and licensing film/images).

 

Purchasing and licensing film/images

The purchase and licensing of film or images from our Image Library is governed by legal and contractual obligations. We will use the personal information that you provide to process your order, to take payment, to deliver your goods, to protect your rights as consumers, and to protect the intellectual property rights in film or images owned or administered by the museum.

 

We will share your bank or credit card details with Worldpay, and use NatWest Bank to process payments by cheque. You can view Worldpay’s privacy policy at https://www.worldpay.com/uk. We are required to keep bank and credit card receipts for up to three years, and records of sales for up to seven years, after which time they are destroyed.

 

If you license film or images for non-commercial research, private study, teaching or other exceptions permitted by copyright legislation, we shall keep records for six years after the license has expired before we destroy them.

 

If you license film or images for for commercial purposes, such as reproduction in a book, or use on a website, or broadcast in a TV programme etc., we shall keep records for six years after the license has expired before we destroy them.

 

We keep any other records relating to the purchase of film or images from the image library for three years after the last communication with you and then destroy them.

 

Helping us to improve our Image Library services

We will also use your details to ask for feedback on your experience, and will use this information to help us evaluate our performance, and to improve the delivery of our Image Library services. These comments are usually anonymous, and after the information has been summarised, the cards or forms are destroyed. However some of our clients provide contact details because they wish to receive a response from us.

 

Answering your letters and emails

When we receive correspondence from you, we will keep copies of your emails and letters together with any response we send you for a period of two year after which they will be destroyed, unless you have licensed film or images in which case we will keep the records for six years after the license has expired before we destroy them.

 

  1. How we ensure your information is up to date

We carry out routine checks of the personal information we collect to ensure that it is accurate and up-to-date. We will also contact you from time to time to check that any information we hold about you is relevant for the purposes of processing.

 

  1. Who we share your information with?

We will not sell your details to any third parties, nor disclose your personal information to any third parties or external organisations, other than those data processors and service providers carrying out work on our behalf. The museum carries out comprehensive checks on any companies working on our behalf before we work with them, and puts contracts in place in line with the General Data Protection Regulations (GDPR), that sets out our expectations and requirements, especially regarding how they manage your personal information. For specific information on who we share your personal information with please refer to the appendices. Our online picture library is provided by Capture, and you may view their privacy policy at, http://www.capture.co.uk/data-protection-policy/

 

In the event where we wish to share your personal information in a way that is not covered in this statement, we will apply for your explicit and informed consent.

 

  1. How we keep your information secure

The museum has implemented security procedures to ensure that the personal information under our control is protected from unauthorised access, improper use, unauthorised modification, accidental or malicious disclosure. All employees and data processors are obliged to respect the confidentiality of the personal information of our visitors, friends and supporters. Your information will be retained within our secure information systems for as long as you continue to engage with us, and will then be securely destroyed or transferred to the museum’s archives as appropriate.

 

  1. How you can access to your information

The museum complies with the terms of the General Data Protection Regulations (GDPR), and you have the right to request a copy of the personal information that we hold about you at any time by emailing or writing to us at the contact details below. There is usually no charge for making this request, and we will normally respond to you within one month (twenty working days). However if we hold a large amount of information about you or your request is complicated, then we may need to charge you a reasonable fee, based on the cost of providing the information, and extend the deadline by up to two months. We will advise you of any charges or delays in responding to your request.

 

 

 

  1. What other rights you have

The General Data Protection Regulations (GDPR) also grants you the rights:

  • to have your personal information rectified if it is inaccurate or incomplete;
  • to request the deletion or removal of your personal information (the right to be forgotten);
  • to ‘block’ or suppress the processing of your personal information;
  • to obtain and reuse your personal information for your own purposes across different services;
  • to object to processing based on legitimate interests or the performance of a task in the public interest/exercise of official authority (including profiling); direct marketing (including profiling); and processing for purposes of scientific/historical research and statistics; and
  • not to be subject to a decision when it is based on automated processing, and it produces a legal effect or a similarly significant effect on you.

 

We will fully respond to any requests to remove, change or provide any personal information you have given to us. We will keep a record of your request for a period of two years in order to show that we have complied with the Act after which it will be destroyed.

 

For further information on your rights visit the Information Commissioner’s website, https://ico.org.uk/for-the-public/.

You can find our general museum privacy notice here.

  1. How to contact us?

If you have any questions about our privacy policy or the information we hold about you please contact our Data Protection Officer:

 

Philip Abbott

Data Protection Officer

Royal Armouries

Armouries Drive

Leeds

LS10 1LT

dpa@armouries.org.uk

 

If you feel that we have not upheld your rights and wish to make a complaint, you should contact our Data Controller:

 

Malcolm Duncan

Data Controller

Royal Armouries

Armouries Drive

Leeds

LS10 1LT

dpa@armouries.org.uk

 

  1. How to contact the Information Commissioner?

If you are not satisfied with our response to your request to remove, change or provide any personal information, or if you believe that we are not processing your personal information in accordance with the law, you have the right to complain to the Information Commissioner’s Office:

 

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Telephone 0303 123 113

Website: www.ico.org.uk

 

 

For information about our privacy practices, please visit the Royal Armouries policy page.