Privacy Notice

Our contact details

Poole Maritime Trust
6 Western Road
Poole
Dorset BH13 7BN

Registered charity number: 266240

Phone:       01202 706 673

E-mail:        poolemaritimetrust@aol.com

Website:     www.poolemaritimetrust.org

Date when this Privacy Notice was approved:  27 August 2024

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The type of personal information we collect

Poole Maritime Trust (also “the Charity”) currently collects and processes the following personal information:

  • From our members: name, address, email, telephone number, bank details and (optional) occupation and interests and gift-aid details.
  • From our contributors: namely those who
     – donate items to our collections, or
     – make bequests, or
     – write articles for publication by Poole Maritime Trust, or
     – are interviewed as part of the oral history programme:
    name, address, email, telephone number, bank details (if required) and (optionally) any conditions that the contributor has chosen to apply to the contribution made, that is deemed to be personal information.
  • From enquirers / researchers: name, contact details and (if required) bank details. However the enquirer / researcher may consent to providing further personal information for the purposes of the enquiry or research.
  • From nominees and winners of those awards made by Poole Maritime Trust: name, address, email and telephone number. Depending upon the nature of the award, further details may be requested, including for example a personal CV.
  • From contractors: the majority of our contractors are businesses and are not therefore supplying us with personal data other than their name (along with their business contact details and business bank account numbers).
  • From our trustees: information as required by the Charities Commission including name, address, email, telephone number, nationalities, date of birth, details regarding any disqualification as a trustee and a declaration that a trustee/proposed trustee is not disqualified. Banks that provide bank services to Poole Maritime Trust may require additional personal information from trustees or bank account signatories.
  • From our volunteers: name, address, email and telephone number.

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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. We use this information in order to:

  • Maintain our membership records, in order to provide a service to our members. This includes talks, presentations, maritime-based events excursions, newsletters, lunch meetings (including the AGM) and access to the resources held at the offices of Poole Maritime Trust. Our newsletters often include details of maritime related excursions or talks that are sometimes arranged by third-party organisations. Furthermore the Poole Maritime Trust’s lunch meetings are usually hosted by a third-party provider. However your personal information is never provided to other such organisations without your consent.
  • Maintain historic records relating to donated items, bequests and recorded interviews, known as oral histories.
  • Facilitate enquiries and research activities.
  • Facilitate our process of assessing and awarding of prizes.
  • Facilitate contracts we have with suppliers of goods and services for the day-to-day functioning of Poole Maritime Trust and contracts whereby Poole Maritime Trust provides a contractual service to enquirers or members.
  • Assist and inform our volunteers, in order that they can best manage the day to day running of Poole Maritime Trust.
  • Maintain personal information about our trustees as required by the Charity Commission, setup and maintain the Charity’s bank accounts and effectively manage and administer the Charity.

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Who we may share your information with

We will not share your personal data with any other organisation or third party individuals without your consent, except where we are required and allowed to do so by law.

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Lawful bases for processing your information

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this personal information are:

  • Your consent – this includes personal information deemed non-essential to maintaining the relationship between the individual and Poole Maritime Trust (provided either voluntarily or via an opt-in).

This will include such non-essential personal information from our members, our contributors (donating items to our collections, making bequests, writing articles for publication by Poole Maritime Trust, or who are interviewed as part of the oral history programme), those making enquiries or undertaking research or those who are nominees or winners of awards made by Poole Maritime Trust.

You are able to remove your consent, regarding this specific personal information, at any time. You can do this by sending a letter to:

The Trustees
Poole Maritime Trust
6 Western Road
Poole
Dorset BH13 7BN

or sending an email to:  poolemaritimetrust@aol.com

  • We have a contractual obligation – required for the provision of goods and services by suppliers to Poole Maritime Trust or the provision of research services by Poole Maritime Trust to interested parties.

  • We have a legal obligation – this includes regulatory requirements to which Poole Maritime Trust must adhere.
  • We have a legitimate interest – this includes all personal information deemed necessary to maintain the relationship between the individual and Poole Maritime Trust. Furthermore, the individual would expect that such personal information would be collected and processed by Poole Maritime Trust.

This will include such personal information from our members, our contributors (donating items to our collections, making bequests, writing articles for publication by Poole Maritime Trust, or who are interviewed as part of the oral history programme), those making enquiries or undertaking research or those who are nominees or winners of awards made by Poole Maritime Trust.

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How we store your personal information

Your information is securely stored. Some of the personal data is held digitally and some on paper-based records. We retain personal information for:

  • Members – throughout your membership and up to two-years following the end of your membership of Poole Maritime Trust.
  • Contributors (donors, those making bequests, those writing articles and interviewees) – given the historic relevance of the material that has been provided (including the actual donation, bequest, article or interview, as well as the associated documentation), this information is held in perpetuity.
  • Enquirers – up to two-years following the last contact made with the enquirer.
  • Award nominees – up to two-years following the award being made. However the names of award winners are held in perpetuity.
  • Volunteers – throughout your time as a volunteer with the Charity and up to two-years after you last volunteered at Poole Maritime Trust.
  • Trustees – throughout you time as a trustee with the Charity. Thereafter, up to two-years after stepping down from your role as trustee or as long as is required by the Charities Commission, whichever is the longer period.

We will safely and effectively dispose of the digital and paper-based records of your personal data at the end of any relevant retention period.

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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.
  • Your right to data portability – You have the right to ask that we transfer the personal information you gave us 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: The Trustees, Poole Maritime Trust, 6 Western Road, Poole,
Dorset BH13 7BN if you wish to make a request.

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Our website – use of cookies

Like most websites, the software used to create the Poole Maritime Trust website uses “cookies”. These are small identification tags used to monitor the way visitors use the site. These “cookies” are used purely by the website software for technical purposes, to improve the efficiency of the site and to collect anonymous data on the numbers of people visiting the various pages of the website.

Poole Maritime Trust does not use cookies to collect any kind of personal data on visitors to its website and therefore does not analyse cookies to produce and distribute advertising, marketing or fundraising materials or sell, or pass on, any personal data to other individuals or organisations for any purpose.

Links to other websites

Our website may contain links to enable you to easily visit other websites of interest. Once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should look at the privacy statement applicable to the website in question.

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How to complain

Poole Maritime Trust is the controller responsible for your personal information. If you have any concerns about our use of your personal information, you can make a complaint to us, addressed to:

The Trustees
Poole Maritime Trust
6 Western Road
Poole
Dorset BH13 7BN

Or email:  poolemaritimetrust@aol.com

You can also complain to the Information Commissioner’s Office (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

ICO website: https://www.ico.org.uk

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