Museums Worcestershire Privacy Policy
Museums Worcestershire is the joint museum service of Worcester City and Worcestershire County Council.
It comprises The Commandery, Worcester City Art Gallery & Museum, Worcestershire County Museum and the Museums Worcestershire Collections Store.
Museums Worcestershire is committed to protecting your privacy when you use our services, website, ticketing system or visit our museums.
The privacy statement below provides you with details of the information that Museums Worcestershire collects about you, how we use it, and how we protect your privacy.
Privacy policy completed: November 2025
Our contact details
Name: Museums Worcestershire, Worcester City Council
Address: Worcester City Art Gallery and Museum, Foregate Street, Worcester, WR1 1DT
Phone Number: 01905 25371
E-mail: gallerymuseum@museumsworcestershire.org.uk
Website: museumsworcestershire.org.uk
You may wish to contact Worcester City Council’s Data Protection Officer at data.protection@worcester.gov.uk, by calling 01905 722233 or in writing at:
Data Protection Officer, Worcester City Council, The Guildhall, High Street, Worcester, WR1 2EY
What is personal information?
Personal information can be anything that identifies and relates to a living person. This can include information that when put together with other information can then identify a person. For example, this could be your name and contact details.
‘Special’ personal information needs more protection due to its sensitivity, and this can include anything that can reveal your racial or ethnic origin, political opinions, sexual orientation, sex life, religious or philosophical beliefs, physical or mental health, biometric data (where used for identification purposes), or trade union membership.
The type of personal information we collect
We currently collect and process the following information:
- Personal identifiers, contacts and characteristics (for example, name and contact details)
- Information about donors and donations made to Museums Worcestershire, including details relating to memberships at Worcester City Art Gallery & Museum and The Commandery
- Photographs and video alongside Museums Worcestershire media consent forms
- Website user statistics
Museums Worcestershire does not collect ‘special’ personal information.
How we get the personal information and why we have it
Most of the personal information we process is provided to us directly by you for one of the following reasons:
- You subscribe to, apply for, or receive services that require personal information, including ticketing information
- Contact us and leave your details for us to respond
- Fill in questionnaires or surveys about your experience at one of our museums
In many normal circumstances we will ask your consent to use your personal information. There may also be instances where we may use your personal information lawfully if
- It is necessary for research or statistical purposes
- You have opted in to hearing about our services in the past
- It aids the efficient and effective running of our services
We use the information that you have given us in order to contact you to let you know about events and activities at Museums Worcestershire, to conduct research about our audiences to improve our services to the community, and to keep records of members and donors. Photos and videos (with consent) may be used in promotion of future events and activities.
We may share images and video with external graphic designers or videographers for them to produce work for Museums Worcestershire if you gave us consent to use the images and video.
Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:
- You gave us your consent:
You are able to remove your consent at any time. You can do this by contacting Museums Worcestershire at:
Address: Worcester City Art Gallery and Museum, Foregate Street, Worcester, WR1 1DT
Phone Number: 01905 25371
E-mail: gallerymuseum@museumsworcestershire.org.uk
- We have a contractual obligation with you:
When carrying out processes for memberships, donations, or similar, it is necessary for us to collect and use your data to fulfill this contractual arrangement to which you are party, or to take steps at your request prior to entering into the contract.
- We have a legal obligation:
In some circumstances, processing your data is necessary for compliance with a legal obligation to which we are subject.
- We have a legitimate interest:
Museums Worcestershire may use your data where we have a legitimate interest, meaning it is necessary to achieve our organisational aims and to give you the best experience possible, except where such interests are overridden by the interests or fundamental rights and freedoms of you which require protection of personal data, in particular where the data subject is a child.
Third Parties
Internally, some information is shared across Worcester City Art Gallery and Museum, The Commandery, and Worcestershire County Museum.
Museums Worcestershire processes information through the following third parties
- Worcester City Council; data stored in the UK
- Salesforce CRM system; data stored in the UK
- Ticketsource; data stored within the UK
- Campaign Master email system; data stored within the UK
- Audience Agency; your data may be shared with the Audience Agency anonymously for research purposes; data stored within the EEA
- Other third parties may include those used in financial, legal, HR, and similar services, or partners in carrying out specifically funded projects
Museums Worcestershire does not share your data with any third parties for marketing purposes. Your consent will be requested before any data sharing of this nature takes place.
Your data will only be used for the purposes for which it was originally collected, unless Museums Worcestershire considers it reasonable that we use it for another reason that is in line with the original purpose.
Volunteering Privacy Information
Museums Worcestershire uses your data for administrative purposes to support and manage your volunteering role. These purposes may include, but are not limited to:
- records maintenance
- health and safety obligations
- identifying volunteering and training opportunities
- reregistration
- communication about your volunteering role
Museums Worcestershire uses the health data you provide:
- to keep you and others safe while volunteering
- in risk assessments, and to put in place countermeasures for identified risks
Volunteering is a role carried out in the public interest. Museums Worcestershire must process your data to support and manage this role.
Museums Worcestershire must process your health data:
- for public health reasons, such as keeping members of the public and other volunteers safe
- to fulfill its duty of care for volunteers under Section 3 of the Health and Safety at Work Act 1974
Please be aware, some administration of Museum Worcestershire volunteering may be facilitated by other volunteers. In this instance any volunteers who have access to contact details or private information will be required to sign a confidentiality agreement and work within the GDPR requirements noted above.
How we store your personal information
Museums Worcestershire takes care to ensure your information is securely stored and is kept for as long as reasonably necessary for the reason it was originally collected for.
Paper information is kept for as long as reasonably necessary and is destroyed via confidential paper shredding through Worcester City Council. Examples of this are: photo and video media permission forms, booking and membership forms, or other means of fulfilling contractual agreements with you.
Digital information is kept for as long as reasonably necessary and can be destroyed by being removed from computer systems used by Museums Worcestershire. Examples of this are: your contact details kept on our CRM system, email system, or photo and video media with permission forms, or other means of fulfilling consensual agreements with you. If you do not wish to receive marketing information from Museums Worcestershire, your information will remain on the system as “inactive” unless you request its erasure.
We keep photos and videos to use (with Museums Worcestershire consent forms) for 5 years. We will then dispose of your information by removing it from our records and systems.
You have the right to withdraw or amend your consent at any time. Please get in touch with us if you wish to do so.
Cookies
We employ cookie technology to help log visitors to our website. Cookies are pieces of data that are often created when you visit a website, and which are stored in the cookie directory of your computer. Cookies are created when you visit the website. The cookies do not contain any personal information about you, and they cannot be used to identify an individual user.
You can set your browser not to accept cookies. If you do not know how to do this, contact us, giving details on the type of browser you are using, and we will do our best to help. Please note that if you do set your browser not to accept cookies many of the enhanced features may not work correctly. More information on the cookies we use online can be found on our cookies page.
This policy only covers websites owned by Museums Worcestershire and not those linked to by our site or other sites where our information appears.
Log files
When you visit this website, we collect web statistics concerning your visit, which are stored in a log file. Log files allow us to record visitors’ use of the site. We use Google Analytics to record visitors’ use of the site and use this information to make changes to the layout of the website and to the information in it. Log files do not contain any personal information and they are not used to identify any individual patterns of use of the site.
This statement only covers websites maintained by us and does not cover other websites linked from our site.
Where in the world is your information?
The majority of personal information is stored on systems in the UK. There may be some occasions when your information may leave the UK in order to be stored by another organisation. This will always be within UK GDPR law.
We’ll take all practical steps to make sure your personal information is kept within countries that are seen as ‘safe’ by the UK Government.
In the event of a data breach, Museums Worcestershire will inform the Information Commissioner’s Office (ICO) and aim to resolve the issue as soon as possible.
Your data protection rights
Under data protection law, you have rights including:
Your right of access – You have the right to ask us for copies of your personal information.
Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing – You have the right to ask us 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.
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 us if you wish to make a request.
Address: Worcester City Art Gallery and Museum, Foregate Street, Worcester, WR1 1DT
Phone Number: 01905 25371
E-mail: gallerymuseum@museumsworcestershire.org.uk
You may wish to contact Worcester City Council’s Data Protection Officer at data.protection@worcester.gov.uk, by calling 01905 722233 or in writing at:
Data Protection Officer, Worcester City Council, The Guildhall, High Street, Worcester, WR1 2EY
If you wish to make a complaint
If you have any concerns about our use of your personal information, you can make a complaint to us at
Address: Worcester City Art Gallery and Museum, Foregate Street, Worcester, WR1 1DT.
Phone Number: 01905 25371
E-mail: gallerymuseum@museumsworcestershire.org.uk
You may wish to contact Worcester City Council’s Data Protection Officer at data.protection@worcester.gov.uk, by calling 01905 722233 or in writing at:
Data Protection Officer, Worcester City Council, The Guildhall, High Street, Worcester, WR1 2EY.
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.
Helpline number: 0303 123 1113
Links to partner privacy policies: