Privacy Policy
PURPOSE OF THIS POLICY
The Royal Highland Fusiliers Museum and The Royal Highland Fusiliers Trust operate as one charitable organization dedicated to preserving and sharing the history of the Royal Highland Fusiliers. For the purposes of this policy, the terms “Museum,” “Trust,” and “we” refer to this single organization.
This privacy policy explains how we use any personal information we collect about you when you use our website, engage with, and support, the Museum, or attend one of our events. We are committed to protecting your privacy and personal data in accordance with UK data protection laws and EU General Data Protection Regulation (GDPR) principles.
CONTACT INFORMATION
Data Controller: The Royal Highland Fusiliers Museum / The Royal Highland Fusiliers Trust Charity Number: SC045834 | 518 Sauchiehall Street, Glasgow, G2 3LW |
Email: museum@rhf.org.uk | Phone: 01413325639
For any questions about this privacy policy or your personal data, please contact us using the details above.
INFORMATION WE COLLECT
Information you provide directly
- Contact Forms: When you use our website contact forms, we collect your name, email address, phone number, and message content
- Event Bookings: Name, contact details, group size, and any special requirements (processed through third-party booking systems)
- Visitor Surveys: Feedback and opinions about your museum experience, along with any contact details you choose to provide
- Donations: Name, address, email, and payment information (processed securely through our payment provider)
- Volunteer Applications: Personal details, experience, and references
- Visitor Information: Details provided when making group bookings or special visit arrangements
Information collected automatically
- Website Analytics: Through Google Analytics, we collect information about how you use our website, including pages visited, time spent on site, your general location (city/region), device type, and browser information
- IP Addresses: Collected for security purposes and website analytics
- Security Logs: Access times and IP addresses for security monitoring
We do not collect any information that directly identifies you unless you voluntarily provide it through our contact forms or when engaging with our services.
HOW WE USE YOUR INFORMATION
We use your personal information for the following purposes:
Essential services
- Processing and responding to your inquiries submitted through our contact forms
- Managing museum visits and group bookings
- Processing event bookings through third-party booking systems
- Analyzing visitor survey responses to improve our services
- Processing donations and gift aid claims where applicable
- Coordinating volunteer activities
- Providing information about our collections and exhibitions
Communications
- Responding to questions and feedback submitted through our website
- Sending booking confirmations and visit information
- Notifying you about events and exhibitions (only if you have requested this)
- Providing updates on matters you have specifically inquired about
Legal and security
- Meeting legal and regulatory requirements
- Protecting against fraud and ensuring website security
- Maintaining records for gift aid claims and financial compliance
Legal basis for processing:
- Consent: When you complete contact forms or request information
- Contract: When you book visits or make donations
- Legitimate Interests: For website analytics, security, and service improvement
- Legal Obligation: For gift aid processing and regulatory compliance
Where Your Information Is Stored and How It Is Kept Secure
Data storage
Your personal information is stored securely using industry-standard practices:
- Website Data: Stored on secure servers in the UK/EU with our website hosting provider
- Contact Form Data: Processed and stored through our contact form system with appropriate security measures
- Event Booking Data: Processed through third-party booking systems with appropriate data protection agreements
- Analytics Data: Processed by Google Analytics with privacy controls enabled
- Payment Information: Processed securely by our payment provider and not stored on our systems
Data sharing
We do not disclose personal data to any third parties or external organisations other than data processors carrying out work on our behalf, such as processing payment transactions, managing event bookings, or providing website hosting services. All third-party processors are required to maintain appropriate security standards and use your data only for the specified purposes.
Security measures
We implement appropriate technical and organizational measures to protect your personal data:
- Secure servers with SSL encryption for data transmission
- Regular security updates and monitoring
- Access controls limiting who can view your personal data
- Staff training on data protection requirements
- Regular backup procedures with secure storage
- Secure disposal of physical records when no longer needed
Data retention
We retain your personal data only as long as necessary for the purposes outlined in this policy:
- General Inquiries: 2 years after final contact
- Event Bookings: 2 years after the event date
- Visitor Surveys: 3 years from submission date
- Donations: 7 years (for tax and accounting purposes)
- Volunteer Records: 2 years after involvement ends
- Website Analytics: 26 months (Google Analytics default)
- Security Logs: 12 months
CCTV
The Royal Highland Fusiliers Museum operates CCTV systems for security purposes to protect our collections, premises, staff, and visitors. Clear signage is displayed throughout the museum to inform visitors of CCTV monitoring.
Footage is stored securely with access limited to authorized personnel only. Recordings are typically retained for 30 days unless required for ongoing investigations. All access to footage is logged and monitored. Footage may be shared with law enforcement agencies when required by law.
COOKIES AND PRIVACY
Our website uses cookies to improve your browsing experience and help us understand how the site is used. Cookies are small text files stored on your device when you visit our website.
We use essential cookies that ensure the website functions properly, including session cookies and security cookies that protect against malicious attacks. Our contact forms may use temporary cookies to work correctly, and administrative cookies are used for website management. You can control cookies through your browser settings, refuse or accept cookies, and delete existing cookies. However, disabling cookies may affect website functionality.
CHANGES TO THIS POLICY
We may update this privacy policy from time to time to reflect changes in our practices or legal requirements. When we make changes, we will post the updated policy on our website with a new “last updated” date.
For significant changes, we will notify visitors through a prominent notice on our website. We encourage you to review this policy periodically to stay informed about how we protect your information. Your continued use of our website and services after any changes indicates your acceptance of the updated policy.
YOUR RIGHTS AND COMPLAINTS
Under UK data protection law, you have the right to:
- Access: Request a copy of your personal data
- Rectification: Correct inaccurate personal data
- Erasure: Request deletion of your personal data
- Portability: Receive your data in a structured format
- Restriction: Limit how we use your data
- Objection: Object to processing based on legitimate interests
- Withdraw Consent: For processing based on consent
If you have concerns about how we handle your personal data or wish to make a formal complaint about this policy, please email museum@rhf.org.uk
Last Updated: July 2025