Privacy notice
Last updated 19 January 2026
This notice explains what personal information The Vengerberg Trust collects, why we collect it, how we use and protect it, and your rights. It applies to members, donors, volunteers, visitors, researchers, school and group organisers, Lilac Fair stallholders and anyone who contacts us.
1. Who we are
The Vengerberg Trust is a charitable incorporated organisation, registered charity number 1314072, of The Old Grammar School, 14 Sheep Street, Vengerberg, VG4 1DS. We are the controller of the personal information described in this notice. Our data protection lead is the Secretary of the Trust, who can be contacted at the address above or at dataprotection@vengerberg.org.
2. What we collect and why
| Who | What we hold | Why | Lawful basis |
|---|---|---|---|
| Members | Name, address, email and telephone if given, membership type and dates, payment method (not card details), Gift Aid declaration | To run your membership, send The Crest and AGM papers, and claim Gift Aid | Contract; legal obligation (Gift Aid records) |
| Donors | Name, address, amount and date of gift, Gift Aid declaration | To thank you, claim Gift Aid and keep financial records | Legitimate interests; legal obligation |
| Volunteers | Contact details, emergency contact, availability, training, background check outcome where the role needs one, expenses claims | To organise rotas, keep people safe, and meet our safeguarding duties | Legitimate interests; legal obligation; for background checks, substantial public interest (safeguarding) |
| Researchers | Name, contact details, what you consulted and when | To manage Study Room visits and the security of the collections | Legitimate interests |
| School and group organisers | Name, school or group, contact details, booking details, any access or medical needs you tell us about | To arrange and run the visit | Contract; for health information, your explicit consent |
| Stallholders | Name, business, contact details, insurance and food registration details, pitch and payment | To run the Lilac Fair safely | Contract; legal obligation |
| People who give objects | Name, address, what was given and when, and the transfer of title | To keep a permanent record of where objects in the collection came from | Legitimate interests; archiving in the public interest |
| Anyone who contacts us | Your message and contact details | To reply | Legitimate interests |
3. Where it comes from
Almost everything we hold is what you give us yourself, on a form at the museum desk, by post, by email or by telephone. We do not buy or rent lists of names, and we do not collect information about you from other sources, except the outcome of a background check that you have agreed to.
4. Our website
This website does not use cookies, analytics or advertising, does not load anything from other websites, and does not collect any personal information through its pages. There are no forms on it that send information to us. Our web host keeps standard server logs, including IP addresses, for a short period for security; we do not use them to identify visitors. See Cookies.
5. Who we share it with
We do not sell or share personal information for marketing. We share it only:
- with the tax authority, when we claim Gift Aid;
- with the background-check service, for volunteers whose roles need a check;
- with our independent examiner, who sees financial records when examining our accounts;
- with the mailing house that posts The Crest three times a year, which uses names and addresses only for that purpose and deletes them afterwards;
- where the law requires us to, or to protect someone from harm.
Our membership and volunteer records are kept in a database hosted in the United Kingdom. We do not transfer personal information outside the UK.
6. How long we keep it
- Membership records: while you are a member and for two years after.
- Gift Aid declarations and records of donations: six years after the last gift, as the law requires.
- Volunteer records: while you volunteer and for two years after; safeguarding records for longer where guidance requires.
- Study Room registers: ten years, for the security of the collections.
- Stallholder records: three years.
- Records of objects given to the collection: permanently, as part of the museum’s documentation.
- Emails: two years, unless they become part of one of the records above.
7. Security
Paper records are kept in locked cabinets in the Trust office. Electronic records are kept on password-protected systems available only to staff and the trustees and volunteers who need them. Volunteers are trained in handling personal information as part of their induction.
8. Your rights
Under data protection law you have the right to ask for a copy of the personal information we hold about you; to have it corrected if it is wrong; to have it deleted, where we have no reason to keep it; to object to our using it, or to ask us to restrict its use; and, where we rely on your consent, to withdraw that consent at any time.
To use any of these rights, write to the Secretary at the museum or email dataprotection@vengerberg.org. We will reply within one month. There is no charge.
9. Complaints
If you are unhappy with how we have handled your information, please tell the Secretary first, and we will try to put it right. You also have the right to complain to your local data protection authority.
10. Changes
We review this notice every year and when we change how we use personal information. The date at the top shows when it was last changed.