What this means for our donors, patrons, and potential supporters

Direct Information

We collect personal information that you may provide to us; the National Gallery Trust (NGT), a registered UK charity which exists to support the National Gallery; or the American Friends of the National Gallery, London Inc. (AFNGL), a US not-for-profit organisation which exists to support and assist the National Gallery, including when you:

• make a donation to any of us or complete a Gift Aid declaration;
• complete a patron joining or renewal form;
• respond to an invitation or attend an event at the Gallery; or
• are in correspondence or verbal conversation about a donation or Gallery-related project with a member of the Development department.

In relation to some patrons, other donors, and potential supporters we may collect publicly available information about you to assist us with our activities (See below ‘Analysis and research of our supporters and potential supporters’).

In addition to the personal information listed in our General Privacy Notice, we will only process the following additional personal information about our donors, patrons or potential supporters if we have a legal basis for doing so under current UK data protection law:

• Processing your information because it is necessary for the performance of a contract with you or in order to take steps at your request prior to entering into a contract, for example:
  • to process payments;
  • to provide you with patrons' benefits, which patrons are contractually entitled to receive; or
  • in relation to donations, to credit you in whatever way we have agreed to do.
•  Where processing your information is necessary for our legitimate interests, for example:
  
  •  to process donations;
  • when we carry out analysis and research of patrons, donors, or potential supporters to gain a better understanding of our existing and potential supporters. This enables us to raise funds for our charitable purposes more effectively and efficiently, and allows us to approach supporters in a targeted and informed way about projects or activities they may be interested in supporting. See below ‘Analysis and research of our supporters and potential supporters’; and
  • when we carry out due diligence in advance of soliciting or accepting major donations in order to make sure we do not accept gifts from sources which could harm the reputation of the Gallery, see our Ethical Sponsorship and Donations Acceptance Policy;

Where we are relying on this basis of processing you have the right to object to this. See our General Privacy Notice for further details.

Analysis and research of our supporters and potential supporters

We use tools, including information segmentation and profiling, to help us build a picture of our supporters and potential supporters to target our resources more effectively, as well as to improve the level of service we provide (for example, by briefing staff about guests in advance of meetings, dinners, and other events at which supporters and potential supporters may be present).

When building a profile we may use gift history, geographic, demographic, and other information you have provided, in order to better understand your interests and preferences.

On occasion, we may collect publicly available information to create a profile of your interests, preferences, and level of potential donations, so we can contact you in the most appropriate way and with the most relevant information.

Sources of publicly available information include Companies House, The Charity Commission, 192.com (UK Electoral Roll and Directory Enquiries), and information that has been published in articles/newspapers (we use Factiva, a Global news database).

We also carry out due diligence in respect of major donations. See our Ethical Sponsorship and Donations Acceptance Policy.

Our communications with you as a donor, patron or potential supporter

We are committed to communicating with donors, patrons, and potential supporters using an approach that is right for you. This means we carefully manage the communications we send you to ensure that we are contacting you in the most relevant way.

If you are an email subscriber see What this means for our email and postal subscribers.

If you have agreed to receive email invitations to events from the Development team, you can change your email preferences at any time by:

• logging into our email preference centre using the email address to which our emails are sent and indicating which type of emails you want to receive from us;
• indicating that you do not wish to receive our emails by clicking the ‘unsubscribe’ link at the end of our marketing emails or via the email preference centre; or
• contacting us at dataprotection@nationalgallery.org.uk.

If you have provided us with your postal address, we may send you direct mail about our work or invitations to our events, unless you have told us that you do not want to receive such information via this channel. You may change your direct mail preferences by contacting us at dataprotection@nationalgallery.org.uk

We will not sell your personal information to any third parties or external organisations.

Sharing your information with our supporting charities

Donations from our patrons are paid, at the option of the donor, to either the NGT or AFNGL. Other donations for the support of the Gallery may also be paid, if the donor wishes, to either the NGT or AFNGL. Where necessary, we may share data of patrons (and other donors) with the NGT or AFNGL, to enable those organisations to collect and process donations and deal with any associated tax issues in relation to those donations.

Sharing information with our travel agency

If you book onto a patrons' trip we may share information, which you provide to us (to enable us to facilitate the booking) with Heritage Travel or another agency, through whom your booking will be made.