London Transport Museum Friends

Privacy Policy

 

This privacy policy sets out how the London Transport Museum Friends (the Friends) uses and protects any information that you give the Friends when you use its website or send it information by any other means.

In this document, “we,” “our,” or “us” refers to the London Transport Museum Friends (the Friends).

We are a registered charity in the UK (Registration number 1185277). Our registered address is Friends’ Office, London Transport Museum, Albany House, 98 Petty France, London SW1H 9EA.

We are committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when using our website or from any other media, you can be assured that it will only be used in accordance with this privacy statement.

We may change this policy from time to time by updating the webpage which you should visit from time to time to ensure that you are happy with any changes. This policy is effective from 25 May 2018.

If you have any queries about this policy, please email our Charity Secretary at ltmftrustees@gmail.com

 

For Members

What we collect

We may collect information about you through a written application form, through our website or from information contained in emails sent to us. You might also provide information about yourself if you are a Friends’ Trustee, a member of the Friends’ management team, a Friends’ volunteer or have booked tickets for an event organised by or on behalf of the Friends. In all cases, you will be asked to agree (by means of a tick-box) whether you are happy to receive communications from the Friends by post and/or email and/or telephone. The information we collect could include:

• Title and name, 
• Contact information including email address, postal address, post code, telephone number(s).
• Bank account details, if you pay by Direct Debit. Bank or Credit Card details will not be stored.

What we do with the information we gather

• Administer your membership and communicate with you.
• Advise you of membership benefits.
• Provide information considered to be of interest to you as a member of the Friends (including the quarterly Friends Magazine publication and our emailed newsletters).

 

For Volunteers managed by the Friends

What we collect

In addition to the above, we collect:

• Your bank details where you have requested reimbursement of expenses by direct transfer to your bank account. These details will be stored on the Friends’ bank system (through which direct payment will be made) and visible to the Friends’ authorised signatories.
• Emergency contact name and telephone number(s). 

What we do with the information we gather

• Manage the volunteering rotas and inform you of your duties.
• In the event of you needing help while out with the Friends, contact someone to assist you.
• Ensure you are up to date in the duties of your role and that you are properly trained to carry them out.
• Ensure that you are aware of the Friends’ and, where appropriate, the LT Museum’s policies and procedures and updates to them.
• Reimburse your allowable costs for carrying out your volunteering role(s).

 

For Visits managed by the Friends:

What we collect

• Email or postal applications from which the visits manager creates a list on a laptop containing the name of the applicant, Friends’ membership number, contact details and an emergency number.
• A list of these details is given to the visit leader for use on the day of the visit.
• A copy of the Friends’ bank paying-in slip with names and amount paid is given to the treasurer. 

What we do with the information we gather

• Once the administration of the visit is completed, the physical lists are destroyed and the data on the laptop is deleted, except
• The Friends’ bank paying-in slip which the treasurer files in the receipts file and holds as an accounting record of what has been paid into the Friends’ current account.

 

For Visits managed by third parties

We ask that applications are sent directly to the third party, or if they are received by the Friends, they are passed straight on and are covered by the third party’s privacy/data protection policies which incorporate the key elements outlined above.

For all the above categories

Your information, will be stored in locked cabinets in the Friends’ Office in a secure TfL building or within a secure computer system in accordance with Payment Card Industry Data Security Standard (‘PCI DSS) and will not be disclosed, rented or sold to any third party other than:

• HMRC for Friends Gift Aid claims where you have completed a Gift Aid Declaration in favour of the Friends.
• Giving your address to the Friends Magazine printers who handle mailings on behalf of the Friends.
• The Friends web provider and the Friends online secure payment facility for processing membership applications and renewals, members’ own amendments to their personal data and maintenance of the Friends website; all of whom have formal agreements with the Friends in place.
• The London Transport Museum for the purpose of being able to confirm membership of the Friends, and for volunteers that they have been properly inducted, have DBS clearance, where necessary, and have been trained for their volunteering role.
• Where we are legally/statutorily required to.
• Where we are paying volunteers directly and the Friends’ bank systems holds your details.
• Other third party suppliers who manage our website, host our on-line payment gateway and our direct debits. In these instances, any such arrangements will be subject to a formal agreement between London Transport Museum Friends and that organisation or individual to protect the security of your personal information.

 

Personal data will be deleted from the Friends records when it is no longer required by the Friends for administrative purposes or to meet legal requirements.

You have the right, at any time, through a Subject Access Request to:

• View data held about you and its source
• Know whether any data is being processed
• Have corrected any data held by us
• Have deleted any data held by us
• Limit the use of data held by us

If we receive any Subject Access Request, we shall first take reasonable steps to verify the member’s identity before granting access or otherwise taking action. This is important to safeguard your information.

How to query or complain about our policy

Any enquiries or requests regarding your data should be addressed to the “London

Transport Museum Friends Data Controller” at the Friends’ registered address given at the beginning of this policy.

If you are not happy with our Privacy Policy or you have any other issue to raise, then you should tell us by emailing the Charity Secretary, ltmftrustees@gmail.com, who will look into the matter and inform you how it has been taken forward.  Further information on how to do this can be found on our website in our complaints policy.

If you are in any way dissatisfied with the way we process your personal information, you have the right to lodge a complaint with the Information Commissioner’s Office at https://ico.org.uk/concerns/

Review of this privacy policy

This policy will be updated from time to time as necessary. We will inform you of any changes and the revised policy will be posted on the Friends’ website.

If you have any questions regarding our privacy notice, please do not hesitate to contact us. 

 

Updated October 2024