ABOUT MUSEUMS SHOWOFF

Museums Showoff is the umbrella name for events produced by Rachel Souhami, for people who work in or with museums, libraries, archives, heritage and collections. Rachel Souhami is registered with the Information Commissioner’s Office (ICO) as a data controller, registration number ZB366495. This privacy policy outlines why I collect personal data, how I use it, keep it safe and the rights of those whose data I hold.

In this policy “I” “me” “my” refer to Rachel Souhami. “Events” and “event” refers to all events, public or invitation only, organised under the brand Museums Showoff.

For questions about this policy, please contact me at museums.showoff@gmail.com

This policy was last updated on 17 August 2022. It may be updated to reflect changes in Museums Showoff events, regulation or legislation. Please check back.

PERSONAL DATA I COLLECT

Information you provide to me in correspondence — I process the personal data you give to me when you contact me by email, Twitter, web form, telephone, in-person networking or otherwise. This may include: your name, email address, job title, organisation, telephone number, Twitter handle.

Information I gather from public records and independent sources — I research and identify people who I would like to be involved in Museums Showoff. To do this, I will research personal data from public sources such as websites, which may include: names, organisation, email address, Twitter handle.

Information I require to pay you — If you are in a paid role, have successfully applied for a bursary, or need to be reimbursed for expenses, I will collect the following information:

• Bank details (account name, account type, sort code, account number)
• Your business or home address (e.g. on your invoice or on an expenses form)
• Your VAT registration number, if applicable

Information I collect when you attend a Museums Showoff event — I use Eventbrite and WeGotTickets for ticketing to Museums Showoff events. When you buy a ticket through one of these sellers, I receive information you provide, which may include: your name, email address, role, organisation, Twitter handle, access requirements, dietary requirements.

Photography at Museums Showoff events
I may take or commission photographs of you when you speak at a Museums Showoff event. I will always ask your consent for this.

I may take or commission photography or filming of attendees at Museums Showoff events. Location warning notices for filming or photography will always put in place, attendees who do not wish to be filmed or photographed will be able to opt out, and all reasonable efforts will be made to gain approval from the subject of any image of an identifiable person.

Information I receive when you subscribe to the Museums Showoff website
If you subscribe to the Museums Showoff website, I will collect your email address (if you have signed up with your email address) or WordPress username (if you have signed up via your WordPress account).

Information I receive when you post a comment on the Museums Showoff website
When you leave a comment on the Museums Showoff website, WordPress collects and sends to me: your name or WordPress user name, the URL of your WordPress blog (where applicable), your email address, the IP address of the computer you sent the message from. If I choose to publish your comment, only your name and comment appear publicly.

PURPOSES AND LAWFUL BASIS FOR PROCESSING YOUR DATA

Where you give your consent, to:

• Contact you about taking part in an event you have agreed to participate in.
• Take your photograph when you speak at an event and use this to disseminate details of the event via social media and in reports about the event.
• Send you updates via the Museums Showoff website.
• Retain your details after you have taken part in an event so that I may contact you about future Museums Showoff events.

You may withdraw your consent at any time in the following ways:

• To unsubscribe from the website: click on “unsubscribe” at the bottom of any of the emails you receive from the website.
• For everything else: please email me at museums.showoff@gmail.com

Where I have, or am about to enter into, a contract, to:

• Process your details so I can pay you if you are a contractor, consultant, bursary recipient or are claiming expenses.
• Fulfil ticket and merchandise requests.

Where I need to comply with a legal or regulatory obligation, to:

• Retain your data so that I can comply with UK tax law.

Where it is in my legitimate interest, to:

• Reply to correspondence from you.
• Contact you about being involved in, or attending, a Museums Showoff event.
• Contact you with information about an event you are attending.
• Decide whether to post a comment you have submitted to the Museums Showoff website.
• Use your details (such as name, Twitter handle, job title, organisation) to advertise an event at which you are speaking.
• Use your details such as name, organisation, details of your talk, questions or comments, and photograph, in publications such as reports or case studies in order to disseminate the outcome of an event you have attended, or to demonstrate the impact of Museums Showoff events.
• Take, or commission, photography of events including audience members or informal discussion groups. Location warning notices for filming or photography will always put in place, attendees who do not wish to be filmed or photographed will be able to opt out, and all reasonable efforts will be made to gain approval from the subject of any image of an identifiable person.
• Recognise those who have provided support and thank them.

HOW I PROTECT YOUR PERSONAL DATA

Security
I take the security of your personal data seriously. I minimise the personal data I collect and hold and it is stored on encrypted devices.

Data retention
I keep your data only for as long as I need it to fulfil my services and contractual obligations, to comply with HMRC or other legal requirements, to meet my legitimate interests or until you withdraw your consent.

Data sharing
I will not sell or rent your data.

In line with my legal obligations I may share personal data about consultants and contractors with HMRC.

I share personal data with third parties who process data for the purposes of providing services to you, such as email providers, WordPress and ticketing providers.

I may share your personal data with people or organisations who are collaborating with me on events or projects you are participating in. I require all third parties to respect the security of your personal data, and comply with UK data protection law. I do not allow third parties to use your data for their own purposes, and only allow them to process your personal data for specified purposes and in accordance with my instructions.

I will share data with the appropriate authorities (e.g. police, law enforcement agencies and other parties) where I have a legal obligation, for example where data is required in relation to a criminal offence.

International transfers
I do not transfer your data outside of the UK.

YOUR RIGHTS

Under the UK GDPR and the Data Protection Act 2018, you have the following rights:

• Your right of access — You have the right to ask me for copies of your personal information.
• Your right to rectification — You have the right to ask me to rectify personal information you think is inaccurate. You also have the right to ask me to complete information you think is incomplete.
• Your right to erasure — You have the right to ask me to erase your personal information in certain circumstances.
• Your right to restriction of processing — You have the right to ask me to restrict the processing of your personal information in certain circumstances.
• Your right to object to processing — You have the the right to object to the processing of your personal information in certain circumstances.
• Your right to data portability — You have the right to ask that I transfer the personal information you gave me to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact me at museums.showoff@gmail.com if you wish to make a request.

HOW TO COMPLAIN

If you have any concerns about my use of your personal information, you can make a complaint to us at museums.showoff@gmail.com

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address: