Privacy Notice


Who We Are

The Nottinghamshire Heritage Forum’s purpose, here referred to as ‘the Forum’ is to support, develop and promote museums and heritage collections in the county of Nottinghamshire.

The Forum can be contacted by email:

Your Privacy

Your privacy is important to us and we want to communicate with Nottinghamshire Heritage Forum members in a way which has their consent, and which is in line with UK law on Data Protection.

In order to do this we ask for your consent on how you would like us to contact and communicate with you. Please note all individuals registered with the Forum under personal data must sign a form consenting to the holding of their personal data by the Forum at the point of their application to join.

Our Privacy Notice outlines our commitment to your privacy and the information we collect when you engage as a member and more broadly when you visit our website.

What Data Do We Collect & How Do We Use It

If you become a member of Nottinghamshire Heritage Forum, we collect the name, postal address, email address and phone number of up to 3 contacts per membership organisation. You provide this information at point of application forming part of the terms and conditions of your Forum membership.

This data enables the Forum to contact you regarding your membership, provides you with membership benefits and informs you of meetings and the AGM. We would also like to keep you up to date with news about our wider work, membership renewals, projects, events, products, offers and ways of engaging with the Forum. We will only send you these communications via email, post or phone if we have your consent to do so.

From time to time we would also like to keep you informed about wider and third party news, for example regional heritage events, training opportunities, and relevant information. We will only send communications from organisations which reflect the shared purpose of the Forum and we will only send you these communications via email, post or phone if we have your consent to do so.

We ask you how you would like us to contact you and for what purposes at the point you take up membership of the Forum. You can choose to opt out of these marketing communications, or update the details we hold for you, at any time by contacting us at

On rare occasions the Forum may hold bank details for its members where required to allow us to process membership payments or make reimbursements. This is required for the sale and payment of products and services.

Confidentiality and Retention Periods

Your membership data is stored by Nottinghamshire Heritage Forum on a Membership spreadsheet stored in the Cloud (Google Drive). A paper copy of your membership application form, which contains personal information, is retained by a Committee member. The membership database is accessible only to the Forum’s committee members and Secretary and on no occasion will personal information be shared with other parties or members, without your prior consent.

Any information provided to us will be kept confidentially and only used to contact us in the way you have stipulated, to aid our service to you and improve our website.

We will only ever collect the information we need. When we ask you to provide your personal information we will let you know why we are asking and how we will use your data, by directing you towards this notice.

We hold your information only as long as necessary for the purpose it was collected. If you decide not to support Nottinghamshire Heritage Forum any more or request that we have no further contact with you, we will retain some basic information in order to avoid sending you unwanted communications in the future.

We do not disclose personal data to any third parties or external organisations, other than companies carrying out work directly on our behalf. We retain responsibility for your data and ensure that these organisations only act on our instructions.

Examples of when we share data:
• To organisations promoting and arranging events on behalf of Nottinghamshire Heritage Forum e.g. The Heritage Awards.
• Email marketing services (e.g. Mailchimp)

Your data will never be sold or passed to any third party for any other purpose.

Non-personal Member Data:

The Nottinghamshire Heritage Forum, also holds on record publicly available information about its members collated via a Member Marketing Information Form at point of application or membership renewal. Public marketing information about members is held and used by the Forum as part of its membership benefit, to help promote members’ sites and organisations, via the Forum website and in printed materials etc.

This includes public contact information for heritage sites, website and social media details, as well as information on visitor information for sites and services. Members are reminded not to include any personal information for this purpose and to supply only those details which members wish to be made publically available.

This information is collected and stored separately to the personal membership spreadsheet described above.

We may also use publicly published non-personal contact data, to contact organisations or individuals whom we feel may be interested in the services of the Nottinghamshire Heritage Forum. Personal data will not be used for this purpose.


In order to make the Nottinghamshire Heritage Forum’s website easier to use and improve our service, we sometimes place small amounts of information on your computer. These are known as cookies and they are used by most major websites. Cookies can be used to store visitors’ preferences and record past activity at a site in order to provide better service when visitors return to our site.

Essential Cookies are deemed essential for a website to work correctly and must not be blocked otherwise the site will not work. For example, cookies are needed for adding to a shopping cart checkout on an e-commerce website.

Non-essential cookies are only used to help with that little bit extra like an enhanced feature or for tracking website visitors with a tool such as Google Analytics. Nottinghamshire Heritage Forum uses Google Analytics to help analyse how visitors use our website. Google Analytics uses cookies to track certain general information about a visitor to our website and show a record of how many visitors and in which country they are located.

If you are a registered client user your IP address may be used to identify possible abuse of the system, and for remembering log in user names or passwords if checked to remember.

By using our website you are accepting these terms and conditions.

However if you do not want any cookie information to be collected you can disable cookies in your web browser. The main browsers are listed below with further details.
Internet Explorer

Your Rights

Under data protection laws taking effect in May 2018, you have rights in relation to your personal data. These rights fall within a Subject Access Request, a legal requirement that all organisations must fulfil if requested. This refers to an individual’s right to see a copy of the information that Nottinghamshire Heritage Forum holds about them, this includes:

• The right of access: you have the right to know whether we are processing any of your personal data. If we are, you have the right to access the data including a description of the data, the source of the data, the reasons it is processed and whether it would be shared.

• The right of rectification: you have the right to ensure that we correct inaccuracies in your personal data that we are processing.

• The right of erasure (the ‘right to be forgotten’): in certain situations you have the right to ensure that we erase your personal data.

• The right to restriction of processing: in certain situations you have the right to ensure that we restrict our processing of your personal data.

• The right of data portability: in certain situations you have the right to receive personal data that you provided to us in a structured, commonly used and machine-readable format.

• The right to object: in certain situations you have the right to object to our processing of your personal data and we are normally obliged to stop processing your data when requested. This right includes the right to object to our processing of your personal data for the purposes of direct marketing.

• The right to complain: you have the right to make a complaint to the UK Information Commissioner’s Office (ICO) about our processing of your data, the exercise of your rights, and other data protection matters.

• The right to withdraw consent: you have the right at any time to withdraw your consent for us to process your personal data.

These rights are not absolute and may not apply in all situations or in relation to all processing activities.

Requests to exercise any of these rights and to request that we delete or correct your personal information should be emailed to:

Updating Our Privacy Notice

We regularly review our privacy notice, and may make changes time to time. Any changes made will be posted to this page, and will apply from the time we post them. This privacy notice was last changed on 1 June 2018.

Contact Us

If you have any comments on our Privacy Notice, or information we hold about you, or wish to make a complaint, please contact us by email:

You have the right to make a complaint directly to the UK Information Commissioner’s Office, which is the data protection supervisory authority in the UK.