1. Your personal data – what is it?
Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation (the “GDPR”).

2. Who are we?
The Narrow Gauge Railway Museum Trust (NGRMT) is the data controller (contact details below). This means it decides how your personal data is processed and for what purposes.

3. How do we process your personal data?
The NGRMT complies with its obligations under the “GDPR” by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.

We use your personal data for the following purposes:

  • To process financial donations and gift-aid;
  • To record objects gifted or loaned to the museum;
  • To record object sponsorship;
  • To administer friends of the museum membership records;
  • To inform you of news, events, activities and services run by the NGRMT;
  • To manage volunteer attendant and working party volunteers;
  • To maintain our own accounts and records.

4. Sharing your personal data
Your personal data will be treated as strictly confidential and will only be shared with other members of the Museum management in order to carry out a service for you.

We will not share your data with any third party, except in the case of gift-aided donations, which will be shared with HMRC as required by law.

5. How long do we keep your personal data?
We keep your data as shown below:

  • For gift-aid, as agreed in your gift-aid declaration form, and for a period of six years thereafter to comply with HMRC requirements;
  • For objects gifted or loaned to the museum, indefinitely;
  • Whilst you are a friend of the museum;
  • Whilst you volunteer to work at the museum, and for a short period thereafter.

6. Your rights and your personal data
Unless subject to an exemption under the “GDPR”, you have the following rights with respect to your personal data:

  • The right to request a copy of your personal data which the NGRMT holds about you;
  • The right to request that the NGRMT corrects any personal data if it is found to be inaccurate or out of date;
  • The right to request your personal data is erased where it is no longer necessary for the NGRMT to retain such data;
  • The right to withdraw your consent to the processing at any time;
  • The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
  • The right to object to the processing of personal data, (where applicable);
  • The right to lodge a complaint with the Information Commissioners Office.

7. Further processing
If we wish to use your personal data for a new purpose, not covered by this Data Protection Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.

8. Contact Details
To exercise all relevant rights, queries or complaints please in the first instance contact the Museum Secretary at the Narrow Gauge Railway Museum, Wharf Station, Tywyn, Gwynedd, LL36 9EY.

You can contact the Information Commissioners Office on 0303 123 1113 or via email or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.


April 2018