Museums and galleries

  1. Summary

    This privacy notice explains what personal information is collected, what it is used for and who it is provided to. The notice also describes why the Council requires your data, and the legal basis on which it does this. This privacy notice relates to the Council’s City Galleries service. It provides additional information that specifically relates to this particular service, and should be read together with our general privacy notice, which provides more detail.

  2. What personal information does this service use?

    We record some basic details about our visitors, supporters, lenders and partners.

    General visitors to the gallery will only be asked for this information as part of surveys which we use to improve our visitor experience. You have no obligation to provide us with any details and in most cases, surveys are anonymous.

    We hold more detailed information on Friends and Patrons, donors, Business Partners, lenders and project partners. This includes contact information, personal/ business interests, payment details, and history of relationship with the gallery. We also collect, for research purposes, some more sensitive information (known as special category personal information). This is anonymised but may include:

    • ethnic origin
    • politics
    • religion
    • genetics
    • health
    • sex life
    • sexual orientation.

    If you visit the Museum and Art Gallery we may also capture CCTV images of you. We may also collect photographs if you attend events at the Gallery organised by us or a third party for archive and publicity purposes.

  3. What is your personal information used for?

    We use your personal information in order to:

    • provide the services you have subscribed to - for example, to send you our newsletter or event invitations
    • identify you when you contact us and when we contact you
    • for statistical analysis about who visits and uses our services so we can better understand our audiences
    • for monitoring and improving our services.

  4. What is the lawful basis we are relying on?

    We only use your personal information where it is necessary to perform our public tasks by providing and maintaining city galleries and museums, because it is in the wider public interest to do so (Art 6(1)(e) of the UK General Data Protection Regulation ‘UK GDPR’).

    From time to time, we send out information to gallery visitors about upcoming events. We will only contact you with promotional or marketing information if we have your explicit consent to do so (Art 6(1)(a) of the UK GDPR)

    However there may be circumstances where we are required to use your information by law (Art 6(1)(c) of the UK GDPR), or to protect someone in an emergency (Art 6(1)(d) of the UK GDPR).

    Where you have provided us with any special category information, we will only use or share this information if you have given explicit consent to do so (Art 9(2)(a) of the UK GDPR).

  5. Who will we share your personal information with?

    Only staff of Manchester City Galleries and our partner museums (Manchester Museum and The Whitworth) have secure access to your personal information. In some circumstances your personal details may also be disclosed to other employees of Manchester City Council. This can happen when other departments are required to help us provide the services you have requested or when it is necessary to answer an issue you have raised that is beyond our expertise.

    We will not share your information with organisations other than our partner museums (see above), or specialist transport companies (in the case of lenders) without your consent. Anonymised information on our audiences will be shared with audience agencies, software providers used to manage our services, researchers and funders. There may be certain circumstances where we would share without consent such as where we are required to do so by law, to safeguard public, safety, and in risk of harm or emergency situations. Where this occurs only the minimum information for the purpose will be shared.

    We use MailChimp as our marketing automation platform. when subscribing to our newsletter, you acknowledge that the information you provide will be transferred to MailChimp for processing in accordance with their Privacy Policy and Terms.

  6. How long will we keep your information?

    Our retention schedule sets out how long we keep personal information for.

  7. Your personal information and your rights

    You can find out more about your rights regarding the personal information used for this service. Your rights apply to the information held by the Council as a data controller, and the information we hold on behalf of the other data controllers.

  8. Contacting us about your data and updates

    If you have any questions or concerns about how we use your personal information, please contact the Council’s Data Protection Officer.

    You also have the right to complain to the Information Commissioner’s Office if you're unhappy about how we process your information.

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