Privacy and cookies notice

1            Introduction

The National Heritage Science Forum (NHSF) is committed to a policy of protecting the rights and privacy of individuals in accordance with the Data Protection Act 1998 and the forthcoming General Data Protection Regulation (GDPR) due to come into effect 25 May 2018.

NHSF provides a number of services associated with membership, as well as services that are accessible to the wider public. In the execution of those services, NHSF may collect and hold personal data. This privacy notice relates to personal data collected by NHSF about users of the following services: e-newsletter, website, events, blog, and surveys. NHSF outsources the management of these services to a contractor, Preservation Matters Ltd. This means that personal data associated with the services described below is shared with Preservation Matters Ltd acting on behalf of NHSF and operating under contract to NHSF. NHSF requires that all contractors comply with its Data Protection Policy.

Users should be aware that if they access other websites, using links provided, that these are outside the control of NHSF. If you provide personal data to other companies, the privacy policies of those companies determine the uses to which that information is put.

 

2            Why NHSF collects personal data

Personal data is collected and held by NHSF for a variety of business functions, including:

  • Communication through the Forum’s e-newsletter, blog and website of: news, events, conferences, calls for papers, job opportunities, funding calls, publications, opportunities to contribute to research and collaborative initiatives.
  • Promotion and marketing of NHSF
  • Understanding the use of NHSF’s services in order to improve them
  • Understanding the needs of the heritage science community and wider society
  • Administration of events

 

3            How NHSF uses personal data, consent, and who personal data is shared with

3.1         E-newsletter

NHSF provides a monthly e-newsletter which is emailed to subscribers through the third-party provider ‘MailChimp’. Subscription to the newsletter is via a consent system. Subscribers provide personal data such as name, email address and organisation (optional) through a MailChimp form that is embedded on the NHSF website. A two-step verification process is followed so that subscribers must confirm their subscription from the link in the email that is sent to them. In addition to the information that enables the distribution of the newsletter, NHSF gathers statistics around e-newsletter opening and click-throughs to help monitor and improve the e-newsletter. You can unsubscribe from the e-newsletter by using the unsubscribe link in any of the newsletters.

The personal data collected at the point of subscription is shared with MailChimp as the data processor, so that MailChimp can distribute the e-newsletter on behalf of NHSF. The personal data is stored on the NHSF MailChimp account. Individuals may contact NHSF or MailChimp to access, correct or delete their personal data at any time. MailChimp participates in and has certified its compliance to the Privacy Shield framework. It states that it is committed to treating all personal data received from EU member countries in accordance with the Privacy Shield framework’s applicable principles. For more information please see the MailChimp privacy policy. https://mailchimp.com/legal/privacy/

 

3.2         Website

NHSF uses cookies on its website to help with the functionality of the website and to understand more about how users navigate and use the website. Any personal data that is collected, such as IP address, is collected on the basis of legitimate interest. NHSF provides the option to find out more about use of personal data by directing users to this privacy notice which includes information on how the NHSF website uses cookies and how to control the use of cookies (see below).
 

Functional cookies

The NHSF website uses the following cookies:

exp_last_visit
Sets the datetime that the user last visited the site, and is set for both guests (website visitors) and logged in users (website administrators).

exp_tracker
Tracks the last 5 pages viewed by the user, and is used primarily for redirection after logging in as a website administrator.

exp_last activity
Every time the state is updated (the page is reloaded) the last activity is set to the current datetime. Used to determine expiry.

exp_unqiueid
Used only for logged in members (website administrators).

exp_anon
A flag set by the user to determine if they are listed in the online users.

exp-expiration
Determines the length of the session for a logged in user (a website administrator). There are two options for this cookie: if the user has selected remember me, it is set to 1 year, and if not then it’s set to the datetime that the user logged in.
 

Analytics cookies

NHSF uses Google Analytics to analyse the use of its website.  Google Analytics accesses the IP address from which users access the NHSF website and first-party cookies to collect information such as the operating system in use, browser type and settings, language and location of the user. It tracks the time individuals access the site and the pages visited. The data is used to generate statistical and other information about the use of the NHSF website and is held on Google servers in the NHSF Google Analytics account. The information is used by NHSF to create reports about the use of the website. The Google privacy policy is available at: http://www.google.com/policies/privacy.
 

Managing your cookies settings

Most browsers allow you to changing your settings and preferences for cookies. You can find out more about controlling or deleting cookies at this website: www.aboutcookies.org

 

3.3         Events

NHSF uses Eventbrite for the administration of its events. The Forum collects personal information including name, email address and employer organisation (optional). This information is shared with Eventbrite to enable administration of the event and is held on Eventbrite’s servers in the NHSF Eventbrite account until up to two months after the event. The nature of the personal data collected and the way in which information is used for each event is made clear as part of the event registration form and by completing the registration form you are consenting to the collection and processing of the personal data supplied. Eventbrite’s privacy policy is available here: https://www.eventbrite.com/support/articles/en_US/Troubleshooting/eventbrite-privacy-policy?lg=en_US

Some of NHSF’s events seek to build partnerships or communities of practice. If this is the case, you will have the option to consent to the sharing of your personal data with NHSF’s partners or other event attendees at the event by providing a hard copy signature on the dated event attendance form. The hard copy signed form is scanned after the event and stored in NHSF’s cloud storage system.

Photography/filming may be take place at NHSF at events. By attending, you consent to be included in photographs/filming which may be used by NHSF to promote its work.

 

3.4         Blog

NHSF operates a blog using a WordPress platform. The blog is publicly available at: https://nationalheritagescienceforum.wordpress.com/.

The NHSF WordPress blog uses cookies determined by WordPress that relate to functionality, performance and advertising or tracking. More information about these cookies and how to restrict or disable them is available here: https://en.support.wordpress.com/cookies/

NHSF uses the aggregate statistics generated by WordPress to understand the use of the blog and make improvements to it.

Individuals with a WordPress account can choose to follow the NHSF blog from their WordPress.com account, or anyone can choose to follow the blog by subscribing their email address and confirming via the link sent to that address. Personal data in the form of the follower’s email address is held in the NHSF WordPress account (on the WordPress server) and is used by NHSF to manage blog subscription requests.

You can read the WordPress privacy policy here: https://automattic.com/privacy/

 

3.5         Surveys

NHSF, or third parties engaged by NHSF, may carry out surveys as part of the Forum’s research to inform strategy development for the heritage science sector. You do not have to take part in surveys and if you do, surveys can be completed anonymously and IP addresses are not tracked. Respondents may be given the option to provide personal data including name, email address and employer organisation to enable follow-up activity. The nature of this activity is specified in each survey and is subject to specific consent.

NHSF uses SurveyMonkey as its survey platform and personal data collected through NHSF surveys is shared with SurveyMonkey for the purpose of operating the survey and statistical analysis of the responses collected. It is held in the NHSF SurveyMonkey account for up to one year after the survey is completed. You can read SurveyMonkey’s privacy policy here: https://www.surveymonkey.com/mp/policy/privacy-policy/

Anonymous raw data may be downloaded and held in NHSF’s cloud storage system for as long as it supports NHSF strategic and operational activities.

 

4            Accessing your personal data held by NHSF

You have the right to ask NHSF, in writing, for a copy of all the personal data held about you (a ‘subject access request’). If you would like to access your personal data held by NHSF, please write to: datacontroller@heritagescienceforum.org.uk

 

5            Accuracy of your personal data

If at any time you want to verify, update or amend your personal data held by NHSF, please write to: datacontroller@heritagescienceforum.org.uk.

Verification, updating or amendment of your personal data will take place within 28 days of receipt of your request.

 

6            Security

NHSF uses secure data networks protected by industry standard firewall and password protection systems. Where the personal data that is provided by you is held on third party platforms (such as MailChimp, Eventbrite, WordPress, OneDrive) it is protected by passwords that are changed regularly. Only authorized individuals have access to these systems.

NHSF does what it reasonably can to protect your personal data, although the security of transmission of information over the internet cannot be guaranteed and hardware or software failure, and other factors may compromise the security of user information at any time.

 

7            Changes to this privacy and cookies notice

Any changes to this privacy and cookies notice will be posted on this page. This privacy and cookies notice was last updated on 9 April 2018.

If you have any questions about this privacy notice NHSF’s data controller can be contacted at datacontroller@heritagescienceforum.org.uk or by writing to:

The Data Controller
National Heritage Science Forum
c/o Preservation Matters Ltd
Unit 026C Hurlingham Studios
Ranelagh Gardens
London SW6 3PA