Privacy notice : Royal Borough Memory Box

Who we are

Museum, Arts & Local Studies Team, 
Place Directorate, 
Windsor & Royal Borough Museum, 
Guildhall, High Street
Windsor SL4 1LR
Telephone: 01628 685686
Website : 

Lawful basis for processing information

When you offer an item to Windsor & Royal Borough Museum as a gift, bequest or for temporary deposit, we will use the personal data you provide (name and contact details) for the purposes of processing your offer and keeping you informed about the status of it. 

We use your information for these purposes as part of our public task to acquire items in line with the Local Government Act 1972, and our legal obligations in relation to copyright. 

We rely on General Data Protection Regulation Article 6(1)(e) – processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.

How we collect information

Personal data is supplied by the data subject completing the Royal Borough Memory Box online donation form on or by completing a hard copy entry form when visiting the museum in person.

The online form is promoted on social media, through QR codes and to people who have contacted us to offer a donation of an object, story, photograph, diary or other item when they have made an enquiry via the Windsor or Royal Borough Museum in person, by email or by telephone.

What information is collected

The following personal data is collected: first name, last name, email address, postcode, telephone number.

How we use the information provided

The personal data that we collect is entered into our collection database to record the provenance of the item/s donated. 

Who has access to the information about you

The Museum, Arts and Local Studies team and a select number of DBS checked volunteers are the only people who have access to your personal data. 

Who we may share your information with

Where appropriate, we will share your personal information with third parties for the following purposes:

  • Transport companies to arrange transport of the item to and from the museum
  • Nominated insurer to provide indemnity cover or insurance for loss or damage to the item.

How long we store your information

If your offer is accepted, we will keep your personal information for permanent preservation on our collections management database in order to keep a record of provenance and the museum’s acquisition of the item.

If your offer is not taken forward, we will keep your personal information for permanent preservation in the collections management system, to keep a record of items previously offered to the museum. The digital copy of item/s will be deleted from our collections database and Council server.

Does your service utilise automated decision making? 

We do not utilise automated decision making.