Museums and Galleries privacy notice

The data controller for the information we collect

This Privacy Notice is provided to meet the requirements of the UK General Data Protection Regulation (GDPR) and the Data Protection Act 2018 (DPA) to explain how we process your personal data in delivering the Museums and Galleries Service.

Leeds City Council is the data controller for the purposes of the Data Protection Act 2018 and other regulations, including the UK General Data Protection Regulation, which means it determines what your data is used for and why it is collected. The purpose of this privacy notice is to tell you about what information we collect about you when you use our service, how we use that information, and who we may share it with. The contact details of the data controller are Leeds City Council, Merrion House, 110 Merrion Way, Leeds, LS2 8BB.

The data we will collect

To deliver the museums and galleries service, we may process data on:

  • name
  • email Address
  • phone number
  • organisation
  • bank details (including sort code and account number)

How we collect information about you

We collect information about you from you directly (for example, by asking you to complete one of our forms, via the telephone through our contact centre or face-to-face). We may also obtain your information from other sources, such as:

  • your family members, carers or other persons acting on your behalf
  • internal council departments

Why we process your data

We use your information to:

  • to contact you to respond to your enquiries  (for example, if you email us with a question)
  • to promote our exhibitions, events, volunteer roles and news through email bulletins
  • to help improve services and to be published to the Data Mill North and/or Leeds Observatory under an Open Government Licence
  • to administrate memberships for our Picture Library artwork lending scheme
  • to fulfil orders placed on our online shop
  • to analyse and learn from website user behaviour
  • to process your ticket/booking and contact you regarding this if required
  • to book learning workshops with the information provided by you

All the data collected will be treated in strict confidence and in accordance with the requirements of the Data Protection Act 2018 and the UK General Data Protection Regulation (UK GDPR). The data provided by you will only be used for the purposes specified.

Lawful basis for processing

We will process your data in accordance with UK GDPR. The processing shall be lawful only if and to the extent that the following applies:

Article 6(1)(a): the data subject has given consent to the processing of his or her personal data for one or more specific purposes

Article 6(1)(b): processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract

Data retention, storage and destruction

Our data retention policies and procedures are designed to help ensure that we comply with our legal obligations in relation to the retention. This means that your information will be kept up to 5 years after we cease to provide a service to you, unless the law says that we need to hold it for longer or if there is a business requirement to do so. After this, your information will be deleted or archived. 

Who we share your data with

We share your data with agencies shown below as follows:

  • Leeds Ticket Hub (Leeds Arts Events and Venues)—ticketing and marketing information
  • Eventbrite
  • Tessitura
  • Arts Council England

Your information will only be accessible to relevant Leeds City Council staff, volunteers, and contractors who are trained to use data appropriately in order for them to carry out their roles in line with our privacy policy.

We will never sell your information or let other organisations use it for their own purposes. We only work with trusted suppliers and contractors who have demonstrated to us that they comply with the General Data Protection Regulation and other relevant legislation.

In addition, we will share your personal data:

  • where such disclosure is necessary for compliance with a legal obligation to which we are subject
  • in order to protect your vital interests or the vital interests of another natural person
  • for the purposes of security and prevention of fraud and other criminal activity
  • where such disclosure is necessary for the establishment, exercise, or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure

Automated decision making

Your data will not be used for any automated decision-making, including profiling.

Your rights

The following rights under data protection law are available under the UK GDPR:

  • the right to access (where you can ask for copies of your personal data)
  • the right to rectification (where you can ask us to rectify inaccurate personal data and to complete incomplete personal data)
  • the right to erasure (where you can ask us to erase your personal data)
  • the right to restrict processing (where you can ask us to restrict the processing of your personal data)
  • the right to data portability (where you can ask that we transfer your personal data to another organisation or to you)
  • the right to object to processing (where you can object to the processing of your personal data)
  • the right to complain to a supervisory authority (where you can complain about our processing of your personal data)
  • withdraw consent (to the extent that the legal basis of our processing of your personal data is consent, you can withdraw that consent)

Where we process your information under contract, certain rights do not apply, such as: 

  • objection to processing 
  • the right to withdraw consent

These rights are subject to certain limitations and exceptions. You can learn more about your rights and how to exercise them, with further details on the Information Commissioner’s Office website. You may exercise any of the above rights in relation to your personal data by writing to us using the contact details provided below.

If your data is sent to other countries

The information you provide will be transferred to another country outside of the UK, and marketing data that has been consented to will be sorted in the USA on our CRM system, Wordfly.

Contact us

Any queries in relation to this privacy notice should be forwarded to:
Email:  museumsandgalleries@leeds.gov.uk

Data Protection Officer

Aaron Linden
Head of Information Management and Governance - Data Protection Officer
Leeds City Council
Merrion House
110 Merrion Way
Leeds
LS2 8BB

DPO@leeds.gov.uk

The Council privacy notice is available online.


Changes to this notice
We keep our privacy notice under regular review. We will notify you of significant changes to this notice by email or other means as appropriate. This privacy notice was last updated 12 December 2024.