Who we are and purpose of this policy
14–18 NOW is an independent programme hosted by the Imperial War Museums (IWM).
Imperial War Museums (IWM) is the UK’s national museum for the history of conflict involving UK and Commonwealth forces from 1914. We work to record, inform and educate on the causes, course and consequences of modern warfare.
Because we can use your personal information in a number of different ways, we have split this policy into sections that cover each category. However, for all personal information we hold we undertake to:
- Tell you about how your data is used, either at the time we collect it (if we collect it directly from you) or as soon as is practical afterwards (if we collect it from a third party).
- Keep it securely and make it available only to those within the organisation who need to see it. Where we share data with other organisations, we will tell you first wherever possible (sometimes there may be legal reasons not to).
- Where your data is processed by other organisations on our behalf, make sure that the processing is clearly defined, secure and governed by a contract.
- Respect your rights over your personal data.
- Inform you about major changes to this policy.
This policy is effective from 15 May 2018.
Who to contact with questions about how your data is used
IWM’s Data Protection Officer is Jon Card, the Executive Director of Collections and Governance, who manages IWM’s Information Governance team.
If you have any queries about the content of this policy, or how your data is managed, you can contact him and the IWM’s Information Governance team at firstname.lastname@example.org or by post at Imperial War Museum, Lambeth Road, London SE1 6HZ (marking the envelope for the attention of the Data Protection Officer). You can also contact him by phone by ringing IWM’s main switchboard on (020) 7416 5000.
You can also contact the 14-18 NOW team directly at info@1418NOW.org.uk
Your rights over your information
You have the right to:
- Have a copy of the personal information IWM holds about you.
- Correct inaccurate information or have incomplete information completed.
- Have your data erased (‘right to be forgotten or ‘right to erasure’) in certain circumstances.
- Restrict the processing of your personal information in certain circumstances.
- Data portability – have your information supplied in a commonly used format and transmitted to another organisation.
- Object to the processing of your personal information.
- Object to automated decision making or profiling.
Further information on these rights can be obtained from the Information Commissioner’s website at: https://ico.org.uk/
You can exercise these rights by contacting the IWM’s Data Protection Officer as detailed in Section 2 above.
If you are unhappy about the response you receive from IWM, you can contact the Information Commissioner’s office by writing to the Information Commissioner at Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, or via their website at https://ico.org.uk/
Where your information is stored
Your information is stored in the UK with our website company. It is protected by a contract that sets out how the personal information is to be managed – and that contract guarantees that the personal information will always have the same protection as information we store ourselves.
How long do we keep your information?
The 14-18 NOW project is due to end in September 2019, and generally speaking, your data will be kept until then. At the end of the project we will contact you to ask you whether you would like your data deleted, or transferred to IWM’s main marketing list.
How we use your data for direct marketing
14–18 NOW events are part of the First World War Centenary Partnership, led by the IWM. If you sign up with 14–18 NOW, we will ask for your email address.
We will use your personal information to inform you about forthcoming 14–18 NOW events, news and offers which may be of interest to you. We only do this with your direct consent, and you can withdraw it at any time.
Objecting to direct marketing
If you do not wish to receive any further marketing information from us you can:
- Click on the unsubscribe link if it is an email message (all our marketing emails contain an unsubscribe option).
- Contact us direct at info@1418NOW.org.uk giving your name, email address and if possible sending a copy of the last communication received (this will help us identify you).
We will need to retain a small amount of information about you (usually name and email address) to add to our ‘stop list’. When we send marketing mailings, we run the recipients against this list to ensure those who have objected are not contacted.
How we use your information for fundraising
How we collect your information for fundraising
Our fundraising team collect information in three ways:
- Direct from you when you make a donation or enquiry
- From other bodies such as the Charities Aid Foundation (CAF), or the Imperial War Museum Foundation when you make an donation to IWM through them; or
- From publicly available sources, such as annual reports or newspaper articles to help us identify potential donors.
What information we collect
- Name(s) and address, email, phone number(s) and other relevant contact details and preferences
- Records of donations to 14-18 NOW
- Information about our relationship with you, correspondence, meeting notes, attendance at events etc.
- Occupation and professional activity, network(s) and interests where relevant to our needs.
- Philanthropic interests and giving history if relevant and only where information is publicly available.
- Financial information and potential giving capacity, only where information is publicly available.
How we use your information for fundraising
We use this information to:
- Process your donation – (to fulfil the contract we have with you to ensure your donation is recorded, auditable and is used for the right project).
- Contact you with further information about our fundraising actives, or about the progress of the project you have supported, if you have given us permission to do so (see Marketing section above).
- Ensure that you and/or the organisation you represent meet with our Donor, Supporter and Sponsor Relationships Policy
- Carry out targeted prospect research into potential donors who have an affinity with IWM and/or our subject matter. Prospect research involves collating information on specified individuals, including their interests, suitability and likelihood to donate to IWM. We only carry this out using publicly available sources or information that you have provided. This activity assists us in understanding the background of the people who support us and helps us to make appropriate requests to supporters who may have the interest and means to give. We may also use this information to contact you, if you have a business address.
We carry out the last two activities because we believe it is in our legitimate interests to do so. Over half of IWM’s funding is now self-generated and our funding agreement with the Department for Digital, Media, Culture and Sport (DCMS) specifically requires us to generate income through fundraising. A significant way of doing this is through prospect research. We balance this out by ensuring that the information we collect and use is strictly limited to what is already widely known about that individual (see section on ‘What Information we collect’ above).
How long we keep your information for fundraising
- Donation information is kept for six years, for audit and accounting purposes, including Gift Aid requirements. In the case of major donations (defined as a gift of over £500), we will keep details of your donation for longer, as part of IWM’s historical record.
- We keep information on potential donors for a maximum of two years if no further contact is intended in regards to future relevant projects. Where your information is no longer required, we will ensure it is disposed of securely.
You can ask for a copy of information about you held on our fundraising database and for it to be amended or deleted, by contacting the IWM’s Data Protection Officer
How we use your personal information for enquirie
We may also collect information about you when you write to us with an enquiry. This information is only used to answer your enquiry.
We believe that using your information in these ways fulfils our public function as part of a national museum – that is to provide access to information about our operation and activities.
How we use your information for market research
If you have given your consent, we may also contact you to participate in general market research activity regarding 14–18 NOW via telephone, email or face–to–face.
We may also use your personal information for market research purposes, to track activity on our website, to publish trends or to improve usefulness and content. Where we do use your data in this way, we will ensure that it is made anonymous so you can’t be identified personally.
We do this because we believe it is in our legitimate interests to do so.
Cookies are usually set when you visit a particular page on the 14-18 NOW website, or if you take a particular action, such as filling in an online form.
The information we collect via cookies consists usually of things like IP addresses, sites visited and actions taken. We don’t use them to identify you by name, or record things like email addresses or bank details
The 14-18 NOW website also contains third party cookies set by other organisations.
You can view the full list of cookies here
How to unsubscribe
You can unsubscribe from any or all of 14–18 NOW’s services at any time, just click on the relevant links on our website or in the emails we send you.
If you have any questions or concerns about the way in which we handle your personal information, please email info@1418NOW.org.uk
This policy was agreed by 14-18 NOW and IWM on the 11th May 2018. It replaces the previous policy of October 2016.