BRITISH GLASS
FOUNDATION
Privacy Statement and Policy PDF
British Glass Foundation
PRIVACY STATEMENT AND POLICY
We respect your privacy. Here’s how we do it.
Who we are and how to contact us
The British Glass Foundation
Registered Office:
c/o Hulbert Properties Ltd
Peartree Lodge
Hulbert Drive
Dudley
West Midlands DY2 0XW
Registered Charity No: 1139252
Telephone: 01384 239019
Email: bgf@britishglassfoundation.org.uk
Our current personnel are listed under ‘The Trust’ on www.britishglassfoundation.org.uk
What information do we collect about you, and why?
We collect personal data that you have consented for us to use as part of our promotional
and marketing campaign in our efforts to develop White House Cone museum of glass
(WHCmog).
Email, and other forms of, communications may be sent to you on the understanding that you
have consented to be informed about BGF and WHCmog.
Our principal means of communication is, to date, by email and we do not yet generally
undertake campaigns or information release by post or telephone. However, this may soon
change as our plans progress, hence in addition to the essential email consent we may also
seek consent to contact you via post or telephone.
We do not hold, nor do we seek, any information considered ‘sensitive’. This includes details
such as your religion, sexuality, political leanings or health. An exception to the latter may be,
for example, where you wish to volunteer and, of your own volition and with your express
consent, you offer us information about, say, a physical disability that precludes you from
undertaking certain tasks. So then we don’t embarrass you by asking.
Most of our supporters are adult and will appear on our general database but in the interests
of child protection details of under-18s may be maintained in a separate section on the site,
for no other reason than our communications can be moderated if necessary – albeit we
cannot envisage any general instances where this would arise.
What we do with your information
We may wish to:
* keep you informed of developments at the site such as news and events.
* distribute communications including our in-house email bulletin GlassCuts or other material.
* inform you of developments in organisations with whom we work closely.
* send you a survey for market research purposes.
* send you promotional, marketing or fundraising information.
* advise you of other products, services or functions related to the work of BGF.
In addition, there are (where applicable) some membership and donation communications
that we are required to send regardless of your contact preferences. These are essential
communications, deemed necessary to fulfil our contractual obligations to you. This would
include Direct Debit confirmations and advanced notices, thank you letters, member benefits
and membership cards, renewal reminders, Gift Aid confirmation letters and querying
returned mail or bounced Direct Debit payments with you.
We routinely review your information to ensure it is current and relevant. If these criteria no
longer apply, the information is permanently deleted.
You may inspect the data held on you at any reasonable time and may also correct, amend or
delete some or all of the information held. This will be at no fee unless the amount of requests
you make is deemed ‘manifestly unreasonable or excessive’ in which case a reasonable
charge may be made, depending on the amount of work required to answer your requests.
We will always seek proof of your identity before revealing information to you. Access
requests should be made in the first instance either to the address at the head of this
statement or via bgf@britishglassfoundation.org.uk
If you do not wish your details to be held in this manner or do not wish to receive further
information then send an email with ‘BGF Stop’ in the subject field, or otherwise contact the
originator by other means as per our ‘header’, who will issue confirmation of deletion by return
if practicable and in any case within 48 hours. A brief indication as to why you wish to
unsubscribe, though not a requirement, would be appreciated.
Who we might we share your information with
Simple. We don’t. Under no circumstances whatsoever will such details be divulged to a third
party, albeit they may already be in the public domain. This caveat excludes provisions where
we may be obliged to disclose under jeopardy of legal order or other such requirement.
How we keep your information secure
Your details, which extend no more than necessary to distribute material as described above,
may be held on a secure electronic storage and retrieval system to which only the originator
and nominated deputy have access. Information is not routinely transferred externally via data
stick, disc or other device or means and never leaves the possession of the information
holder at BGF.
Paper records, for example hard copy consent forms or business cards collected at an event,
are scanned and then destroyed immediately thereafter. Telephone calls are not recorded.
No information will be held outside the European Economic Area (EEA).
How long do you keep the information?
No longer than is necessary, in line with our retention policy, or until you tell us otherwise. All
information held is checked regularly for content, accuracy and relevance. We review our
email details, for instance, every time we send out a communication such as our email
bulletin GlassCuts, or a news release, and the period of such review will, in any event, be no
longer than 2 – 3 years.
We may contact you at some juncture to ascertain you still wish to receive our output and that
your details are accurate. And, of course, you may request your information to be deleted
completely at any time.
Our website
www.britishglassfoundation.org.uk is compiled and maintained on a philanthropic basis by
The British Glass Foundation (BGF) together with contributions from its authorized
associates. It has no other function than to promote the work of BGF in its aims and to
disseminate information on its behalf.
Contributions from external sources that may help increase the knowledge base or be of
assistance in our aims can be made via bgf@britishglassfoundation.org.uk. Whilst all
comments are welcomed and may be considered for publication either on this website or in
other promotional output the BGF moderator reserves the right to remove any material that is
deemed offensive or inappropriate. Submission does not necessarily imply acceptance or
publication.
Opinions expressed by correspondents may not reflect those of BGF or its associates. Usual
protocols regarding copyright apply.
Our website contains no confidential or restricted information and hence, subject to your own
Data Protection protocols, BGF welcomes onward transmission to whomsoever it is felt may
be interested in our work.
Cookies are small strings of code stored on a computer to hold a modest amount of data
specific to a particular client and website. You may wish to seek technical advice on this from
a computer specialist but please note that we do not knowingly use cookies in managing or
processing your data.
BGF will not utilise its website to approach or engage with third parties on any matters other
than those pertaining to its aims and objectives as stated above. If you are approached by
anyone purporting to be part of, or representing, BGF and are unsure of their authenticity then
contact us direct for confirmation.
Other websites
Our links pages may contain reference to other websites. Whilst every effort will be made to
ensure the accuracy of our links, BGF accepts no responsibility for external website content
and this Privacy Statement applies only to our organisation.
Changes to our policy
We regularly review our Privacy policy and the statement may be modified from time to time
to take account of changes. These will be posted on this page and will apply from the time we
post them. Anything more than minor amendments will also be notified via our other
communications channels such as bulletins or newsletters as may be the case.
This Policy was last amended on 26th April 2018 and supersedes all previous.
Information Harvesting & Retention Policy PDF
British Glass Foundation
Information Harvesting and Retention Policy
Overview
Under the provisions of the General Data Protection Regulation, effective from 25th
May 2018, we are obliged to state our policy on data collection (‘information
harvesting’) and retention. This should be read in conjunction with our accompanying
Privacy Statement.
Scope and extent of data sought
We seek no more information that is necessary to communicate the nature of our
work to our supporters and allied organisations. This extends to no more than
contact name, address, telephone number, email, and brief description eg ‘holds
information’, willing to volunteer’ etc. We hold no sensitive or personal information.
We are an organisation that relies principally on electronic communications in the
first instance but we recognize the possible future need for communicating with our
supporters by telephone or post.
Method(s) of capture
General
In responding to enquiries we will henceforth routinely include in our response:
* details of our Privacy Statement on how we deal with information
* a ‘permissions and consent’ form for completion by the recipient, with a view to
adding to our database.
We will not accept permissions and consents verbally – all will either be by electronic
means or hard copy, recorded on our database as ‘E’ or ‘H’. Preferred methods of
communication will also be shown as ‘email’, ‘phone’ or ‘post’. A ‘date of birth (if
under 18)’ will assist our future compliance with any child protection issues that may
arise. Our requirement for this feature will be reviewed periodically.
Electronic
Electronic consents will be held by that database holder on a secure system as
described in our Privacy Statement and accessible only by the database holder or
his/her nominated deputy.
Hard copy
Hard copy consents will be scanned in and the originals destroyed securely once the
scanned copy has been checked.
Outside events
Data obtained at outside events (eg fairs and shows) may be captured initially on
hard copy using our standard form that will also usually include a signature of the
data donor. It will then be transferred to our database and the hard copy destroyed.
Data entered directly into a database at such events, eg via a laptop computer, will
be undertaken in the presence and view of the donor and a record kept of such entry
and permissions.
Data collectors
Data collectors from BGF or acting on its behalf will be fully appraised before any
data is obtained at an event as to the need for security, ie:
* forms will not to be left unattended
* forms will not to pass to the hands of unauthorised third parties
* forms will not be left on open display with the possibility of others viewing them
* forms will be put into an envelope of cardboard folder which is marked BGF Only
* verification of electronic capture, where applicable, will be collated
* hard copy will be handed to the database controller for action as above a.s.a.p
Business cards
It is common practise for data to be captured by participants being invited to offer
their business cards into a collection, often in return for some form of prize or reward
but almost inevitably as a means on obtaining contact details.
BGF does not routinely use this method but should it do so then clear and
unambiguous signage will be placed on and around the collection point and that
potential donors will be given ‘adequate notice of intent’ before and during the event.
This may be, for example, by stating as such on any admission ticket. Each case will
be judged on its merits and a decision taken by the Trustees as to best practise, with
such decisions being recorded openly in their meeting minutes.
Business Cards will be scanned in and destroyed securely once the scanned copy
has been checked.
Other methods as yet unidentified or not routinely used
As above, each case will be judged on its merits and a decision taken by the
Trustees as to best practise, with such decisions being recorded openly in their
meeting minutes. The principle of honest and reasonable belief as to compliance will
be paramount.
All other communications than those described, for example responding to
unsolicited letters and other communications, should be accompanied by a
‘permissions and responses’ request together with details of, or where to view, our
Privacy Statement.
Retention of data
Our procedures for amending and reviewing data held on our database are clearly
expressed in our Privacy Statement. In essence:
* we only seek such data as is necessary to fulfill our purpose
* we never divulge data to third parties
* data is reviewed ad hoc on a regular basis
* data will be formally reviewed typically every 2 – 3 years
* we respect the ‘right to be forgotten’ and will remove data on request
* hard copy material will be destroyed once it has been scanned onto the system
* we do not record telephone calls
* we do not contact supporters by sms (text)
* we do not knowingly use ‘cookies’
* data will be accessed and used only by the person with responsibility for its use or
his/her nominated deputy
* our database and records are open to inspection at any reasonable time
* our database and records can be amended, updated or deleted by the data donor
at any reasonable time
* data will not be sent outside of the organisation
* data will not be exchanged via USB pen, disc or other means.
Data will be removed from the computer system as soon as the data subject
requests that they no longer wish to hear from the BGF or if they do not respond to
an email asking them to confirm they wish to continue hearing from us.
Recording changes
Our agenda for the meeting of BGF Trustees will henceforth routinely include an item
of update on data protection matters. In this way we can openly demonstrate we are
self-monitoring our DP activity even if there is on occasions ‘nothing to report’.
Other than for minor or technical amendments, our database contributors will be kept
informed of any changes to policy and procedure by means of our database
information procedures, website updates and other promotional/communication
material.
Miscellaneous provisions
BGF will …
* act at all times in accordance with existing legislation and other provisions
* be pro-active in our compliance with data protection and allied requirements
* seek professional advice when required to assist us in our deliberations
* keep our supporters informed of all substantive changes to policies and procedures
* continue to demonstrate and promote its bona fides in handling personal data
GF@BGF
www.britishglassfoundation.org.uk
version 3 dated 26.4.18
