Child and Young People Friendly Privacy Notice

What is a privacy notice?

A Privacy Notice tells you what personal data we (the National Portrait Gallery) collects about you, how we use it and what you can do about it. Personal data means any information that can be used to identify you, such as your name, address or picture. This privacy notice is designed to be read by children and young people; you might want to read it with your parents, guardians, or a teacher. If you still have questions, you can ask us at the Gallery. You can also view our more detailed Privacy Notice.

Who are we?

Since 1856 the National Portrait Gallery has collected and displayed pictures of people who have contributed to British history and culture. You can find out more about how the Gallery works, our contact details and much more.

Who looks after your information?

The Gallery is the data controller of the personal data you give us. A Data controller is in charge of the personal data collected about you. The Gallery has appointed a Data Protection Officer; this person makes sure we do everything the law says we should. If you want to ask any questions about the personal data we collect please email our Data Protection Officer at [email protected].

Why do we collect and use your information?

We will only collect your information when we need it to help us do our job or to follow the law. We might use it to get in touch with you, to provide you with services and items you have requested, to protect your welfare, to assess the quality of our service, or to comply with the law.

What information do we collect?

Your personal information – Examples of your personal data might be your name, address, emergency contact details of a parent/guardian, your access needs, or any medical information (such as allergies).

Will your information be shared?

When we have to share your information with other people, we will only share it when you say it is ok or when the law says that we have to. When your data is shared with someone else, they must keep it safe.

Please see a list of the third parties with whom we may share your personal data at the bottom of this Privacy Notice.

Do you have to give us your information?

For some of our services you will be asked to give us quite a lot of personal information. There is some information that you can choose to give us or not. If you choose not to give us this information, the Gallery cannot refuse to offer you the service or to help you. The exception is if we need the information to give you the service. In each case, we will make it clear when you have a choice.

What are your rights?

You have the right to:

  • Be told how we use your information.
  • Ask to see the information we hold about you.
  • Ask us to change your information you think is wrong.
  • Ask us to remove information we hold about you when it’s not needed anymore.
  • Ask us to only use your information in certain ways.
  • Tell us you don’t want your information to be processed.

Important things to remember

The law allows us to get and use your information. We may share your information with others and will ask for your permission to share your information whenever you have a choice. You can tell us not to share your information, even when you have said yes before. If you have any questions please contact us at [email protected].

Ways we use your information

Being in the Collection

We may collect your name if you make or are featured in a piece of artwork in our Collection. This information about you will be held forever by us and anyone will be able to see it. We have to keep this information about you because of the law: the Museums and Galleries Act 1992 and the Public Records Act 1958.

Visiting the Gallery

If you have any access needs, we will keep a record of these to support your visit to the Gallery. We collect this information as there is a substantial public interest in giving you access to our collection and facilities. We will store this information for 2 years in case you want to make a complaint.

If you visit the Gallery, your image will be captured by our security camera systems. This is done to prevent damage or harm to other visitors, staff, the art, and the building. Most of the time this footage will be kept for 30 days. If it is needed to solve a crime it will be kept for longer.

If you buy or sign up for a ticket to an activity or event, we will use your name and contact details to get in touch with you and give you information about it. We will process payment information if you have to buy the ticket. When you buy a ticket or sign up for an event you enter into a contract with us and your information is kept for seven years to follow the law.

If you are hurt or have an accident at the Gallery and need first aid, we will keep your name, address, phone number, age, and health information. We will use this information to help you. We need this information because of Health and Safety law. We will keep your information for six years from when you turn 18 in case you want to contact us about this or complain about us.

If you arrange a visit to any of the behind-the-scenes areas of the Gallery, like the conservation studio or Public Study Room, we will keep your name and contact details. We will use this to get in touch with you and to help you on your visit. If you are visiting with a group, we will collect this information about all members of the group. The names will be used to make a visitor pass. We collect this information to make our Collection available to you, as part of our job under the Museums and Galleries Act. The information about your visit will be kept for two years. Your visitor pass will be destroyed when it has expired.

As part of employment activities

If you work for us as a volunteer or for work experience, we will hold your data, including your name, address and other contact details, and information about your work with us. This information will be used to provide you with information and support as part of your work. We do this based on the contract we have with you. Your information will be held until you turn 21 to give you time to ask questions or complain about us.

If your parent or guardian works for us, we might hold some information about you. This may include your name, address, and date of birth. This information is used to process your parent or guardian’s leave and to help them. We do this because we have a contract with them, and we have a duty under the law.

Attending workshops

You might come to an event run by us, like a workshop. This could be in person or online. We will collect your name, email address, age, and any information we need to help you in the workshop. We will share this with the person or company running the workshop to make your visit as good as possible and to keep you safe. We collect this information to make our Collection available to you, as part of our job under the Museums and Galleries Act. Your information will be held for 18 months after the visit.

If you are under 16, we will ask your parent or guardian for consent for you to attend workshops or projects.

Photography and filming in the Gallery

We may take photographs or film in the Gallery to use on our social media, marketing, internal reports, and for our records. We will tell you when we are doing this and if you are unhappy with being included, you should let one of our staff know.

If you tell us that you are happy to have your photo taken or to be included in video footage, we will keep your name and any photographs or footage that include you. We will explain what we are going to use the photographs or footage for before they are taken. If you change your mind about us keeping and using photographs or footage of you, you can contact us at any time.

If you are under 16, we will ask your parent or guardian for consent for you to have your photograph taken or to be included in video footage.

Asking us questions and receiving information from us

If you sign up for a newsletter, you will be asked to give your name and email address. This will be used to send you the newsletter or other information that you have asked for. This is held because you have given your consent for us to use this data. We will keep your information until you unsubscribe.

If you ask us a question, we will use your name and contact details to answer your question. We will keep your information for at least a year to answer any other questions you have. If your question is historically or culturally significant, your name, question and answer may be kept permanently. This is due to the Gallery’s duty under the Public Records Act.

Using our website

Cookies are small files which are stored on your computer. They are designed to hold a small amount of data, they remember information about you (so you don’t have to give it to us again) and help with your overall website experience. You can change the settings when you visit our website. For more information, please see our Privacy and Cookies policy.

When visiting other websites or social media sites, you may receive ‘personalised advertising’ that relate to your browsing history on our website. The Gallery uses specialist companies Sizmek and Quantcast to do this work: their privacy policy’s can be found here: Sizmek and Quantcast

When you visit a page with content embedded from Facebook, SoundCloud, Twitter, YouTube, Google Maps or Flickr, you may be presented with cookies from these websites. The Gallery does not control how these cookies are used. These cookies are set by social media tools or other external applications like those listed above, if you are a user of those services.

We use Google Analytics to collect information about how our visitors use and navigate the Gallery’s website. This information cannot identify you personally and we only share general data with our funders.

Third party providers

Some services at the Gallery are provided by other organisations known as ‘third parties’, and we undertake checks before working with third parties to ensure they keep your personal data safe.

Third Parties personal data may be shared with:

  • Tessitura, our customer relationship management system
  • Cascade, our HR and Payroll system
  • Calm, our archive and records management system
  • Sky Visitor, for visitor passes
  • Mimsy, our Collections Management system
  • The Safer Business Network, to protect our collection and visitors
  • zkipster, our guestlist management system
  • Wordfly and Mailchimp (Intuit), for sending newsletters and marketing information
  • Capture Ltd, the Gallery’s Rights & Images Digital Asset Management System
  • Windcave and WorldPay, for making purchases
  • Shopify and PayPal for online shop payments
  • Sizmek and Quantcast, for online marketing
  • Medigold, the Gallery’s occupational health provider
  • Tate Security, to administer visits to the Gallery’s Southwark store
  • Referees you nominate in any application and The Disclosure and Barring Service.
  • SkillGate, the Gallery’s e-learning provider.