Kempton Great Engines Trust
DATA PROTECTION & PRIVACY POLICY
This policy explains when and why Kempton Great Engines Trust trading as Kempton Steam Museum (“the Museum” or “we” or “us”) collects personal information about our supporters and visitors to the Museum and our website, how we use it, how we keep it secure and your rights in relation to it. The Museum may collect, use, and store your personal data, as described in this Data Protection and Privacy Policy, and as described when we collect data from you.
The Museum will always comply with the General Data Protection Regulations (GDPR) when dealing with your personal data. Further details on the GDPR can be found at the website for the Information Commissioner (www.ico.gov.uk). For the purposes of GDPR, the Museum will be the “controller” of all personal data we hold about you, and one of our Trustees is our Data Protection Officer.
1. Who are we?
We are Kempton Great Engines Trust, trading as Kempton Steam Museum. We can be contacted at Kempton Steam Museum, Kempton Park Waterworks, Snakey Lane, Hanworth, Middlesex, TW13 6XH.
Tel No. 01932 765328
Email: museum@kemptonsteam.org
We are a Registered Charity No. 1048936 and have a wholly owned subsidiary KGET (Enterprises) Limited.
2. What information we collect and why.
Personal information we collect may include personal data to provide a service that you have requested or bought. We confirm that any personal information which you provide to us and any user information, from which we can identify you, is held in accordance with the registration we have with the Information Commissioner’s Office.
3. How we collect your information
We may collect your information in several different ways:
Most of the information we hold is provided directly by you. For example, you may give us your information to purchase a ticket or to sign up for one of our events, request our newsletter or donate. We may also collect your information if you email, phone, or write to us. Depending on your privacy settings, we may collect information about you from your
interaction on one of the Social Media platforms we use; for example, if you post on our Facebook or Instagram pages or visit our YouTube channel.
You may also have provided us with your information if you are a volunteer, trustee, patron, member of staff, or any other type of supporter. If you are a member of staff or volunteer with us, we will store details we need to ensure your safety and that of our visitors, including special category data such as medical history or information required for DBS checks, if appropriate. Personal information regarding staff and volunteers may include information that is classified as sensitive, such as racial or ethnic origin, medical records and criminal records.
Another way in which you may have provided information to us is if you have loaned, gifted or sold objects to us for our collection, or provided audio, paper or electronic copies of archive material, oral histories, associated with those objects or with the history of Kempton.
When you access our website, the Museum will collect the following kinds of information:
- Your details through registration and site usage information, using “cookies” and page tagging techniques. Cookies enable our system to recognise your computer and allow us to see how you use the website.
- When you register on this website, we will ask you to input and will collect personal information from you such as your name, e-mail address, billing address, delivery address, membership forms, fundraising responses, gift aid eligibility, telephone number, card or other payment information.
- We may also collect information about where you are on the internet (e.g., the URL you came from, IP address, domain types such as.” .co.uk” and “.com”), your browser type, the country you accessed the site from, the pages of our website that were viewed during your visit and any search terms that you entered on our website (“User Information”). We may collect this information even if you do not register with us.
4. How we use your personal information
The Museum uses your personal information in the following ways:
- to administer and fulfil your ticket order, online purchases, or donations, including processing Gift Aid;
- to maintain an accurate record of your relationship with us and manage your contact preferences;
- to administer, operate and improve our events and fundraising activities; and where you have agreed, to send you information about the Museum
- for statistical purposes to improve this website and its services to you;
- to service website content;
- to administer this website;
- to administer membership(s);
- for in-house research and statistical analysis;
- to communicate about membership, fundraising and other activities
- to maintain records about our collection.
Processing personal data for the above purposes may entail sharing the information with employees, contractors, agents and professional advisors of the Museum and other carefully selected organisations.
If you have agreed to receive our newsletter, we will send you regular updates that will include information about the Museum’s work, as well as our events, special offers and fundraising activities. If you attend an event or open day, we may contact you afterwards to obtain your feedback or invite you to future events.
There are some membership and donation communications that we are required to send regardless of your contact preferences. These are essential communications, deemed necessary to fulfil our contractual obligations to you. These may include Direct Debit confirmations and advanced notices, thank you letters, renewal of membership cards and renewal reminders, Gift Aid confirmation letters and querying returned mail or bounced Direct Debit payments with you.
You also may decide to send us personally-identifying information, for example, in an electronic mail message containing a question or comment. We use personally identifying information from email primarily to respond to your requests. We may forward your email to other trustees, volunteers or employees who are better able to answer your questions. We may also use your email to contact you in the future about our organisation or to contact you when necessary. Emails and telephone calls will be used for the purposes outlined at the time of collection or registration by the preferences you express.
- How we protect your personal data
We store information on paper files in our registered office, on computers located in the UK and on reputable cloud services and third party organisations that may be situated inside or outside the European Economic Area.
The Museum has implemented generally accepted standards of technology and operational security to protect personal data from loss, misuse, or unauthorised alteration or destruction. Please note however that where you are transmitting information to The Museum over the internet this can never be guaranteed to be 100% secure.
For any payments which the Museum takes from you online or on site, we will use a recognised secure payment provider, with no card details being retained by the Museum. The Museum will notify you promptly in the event of any breach of your data that might expose you to serious risk.
- Who else has access to the information you provide us?
The Museum will never sell your data. We will not share your data with any third parties without your prior consent (which you are free to withhold) except where required to do so by law.
In some circumstances, disclosures of personal information to the police (and other law enforcement agencies) are permitted by data protection legislation if they relate to the prevention or detection of crime and/or the apprehension or prosecution of offenders. Before any such disclosure takes place, the police are required to demonstrate that the personal information concerned is necessary for them to carry out a proper investigation. Each police request received by the Museum is dealt with on a strictly case-by-case basis to ensure that any such disclosure is lawful and carried out by relevant guidance issued by the Information Commissioner’s Office.
If you have made a Gift Aid declaration, we may disclose the information you provided to HMRC to reclaim Gift Aid on your donation(s).
The Museum may pass your data to third parties who are Museum representatives, service providers, agents, and subcontractors to us to complete tasks and provide services to you on our behalf (e.g., to print newsletters and send you mailings). However, we disclose only the personal data necessary for the third party to deliver the service. We have a contract in place that requires them to keep your information secure and not to use it for their purposes.
- Use of data for direct marketing by email, post, and telephone
At each point of data collection or registration, you will be asked for your consent to receive future direct marketing material from the Museum or other carefully selected organisations. Your consent will be recorded and as a result, the Museum may send you information on its operations, events, membership, fundraising and other activities and those of other carefully selected organisations.
If at any time you no longer wish to receive any communications or wish to have your personal information removed from our records, please contact us to make this request at museum@kemptonsteam.org. If you would like to unsubscribe from our newsletters or other updates you receive from us, please use the link we include at the end of every email. You can also update your contact preferences at any time by contacting us.
- Joint Promotions
Occasionally, we promote and manage events in partnership with another organisation, and personal data specific to that event is collected by both us and the partner organisation. When this is the case, it will be clearly advised at the time the information is collected.
- Site usage – cookies
This website uses cookies to improve the user’s experience while visiting the website. Where applicable this website uses a cookie control system allowing the user on their first visit to the website to allow or disallow the use of cookies on their computer/ device. This complies with recent legislation requirements for websites to obtain explicit consent from users before leaving behind or reading files such as cookies on a user’s computer/ device.
A cookie is a small text file that identifies users’ computers to the Museum’s server. Cookies enhance a website’s performance in several ways including providing a secure way to measure the use of the website including the number of visitors, how frequently pages are viewed, and the city and country of origin of users. This helps to determine what is popular and can influence the future content and development of our website.
Users are advised that if they wish to deny the use and saving of cookies from this website on to their computer’s hard drive they should take necessary steps within their web browsers security settings to block all cookies from this website and its external serving vendors.
This website uses tracking software to monitor its visitors to better understand how they use it. This software is provided by Google Analytics which uses cookies to track visitor usage. The software will save a cookie to your computer’s hard drive in order to track and monitor your engagement and usage of the website, but will not store, save or collect personal information. You can read Google’s privacy policy for further information Cookies in themselves do not identify individual users but identify only the computer used.
Other cookies may be stored on your computer’s hard drive by external vendors when this website uses referral programmes, sponsored links, or adverts. Such cookies are used for conversion and referral tracking and typically expire after 30 days, though some may take longer. No personal information is stored, saved, or collected.
- Links to third party websites
To provide increased value to our users, we may provide links to other websites or resources for you to access at your sole discretion. This policy applies solely to the personal data collected by the Museum and does not apply to any third-party websites.
The Museum is not responsible for the privacy policies, content or the use to which others make of these websites and advise users to read the privacy policies of other websites before registering any personal data.
- How long do we keep your information?
The Museum will hold personal data on our systems for as long as necessary to fulfil the purpose for which it was processed and for as long afterwards as is necessary to comply with our legal obligations. Every year, we will review personal data to establish whether we are still entitled to process it.
If we decide that we are not entitled to do so, we will stop processing your data except that we will retain your data in an archived form to be able to comply with future legal obligations e.g., compliance with tax requirements and exemptions, and the establishment or defence of legal claims.
The Museum will securely destroy all financial information once we have used it and no longer need it.
- Legal Disclaimer
The Museum will take all reasonable care, in so far as it is in our power to do so, to keep the details of your order and payment secure, but in the absence of negligence on our part, we cannot be held liable for any loss you may suffer if a third party procures unauthorised access to any data you provide when accessing or ordering from this website.
- Your rights
You have rights under the GDPR:
- to access your data
- to be provided with information about how your data is processed
- to have your data corrected
- to have your data erased in certain circumstances
- to object to or restrict how your data is processed
- to have your data transferred to yourself or another business in certain circumstances.
You have the right to take any complaints about how we process your data to the Information Commissioner: https://ico.org.uk/concerns/
0303 123 1113
Information Commissioner’s Office Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
For more details, please address any questions, comments and requests regarding our data processing practices to our Data Protection Officer at Kempton Steam Museum, Kempton Park Waterworks, Snakey Lane, Hanworth, Middlesex, TW13 6XH or museum@kemptonsteam.org.
We regularly review our Privacy Policy and may make changes to it from time to time. Whenever we update our privacy policy we will update this page on our website. This policy was last updated on 6 August 2025.