Privacy Policy
The Guards Museum Privacy Policy
Privacy and GDPR Policy
The purpose of this policy
By adopting this policy The Guards Museum aims to explain how and why we use your personal data, and is intended to help ensure that you remain informed and in control of your information.
About The Guards Museum
The Guards Museum tells the story of the five regiments of Foot Guards who have the honour and duty of protecting the Sovereign and the Royal Palaces from 1660 to the present day. The museum was originally founded as a teaching aid for new recruits to learn their Regimental heritage. Today we enable a diverse public audience to discover the multi-faceted nature of the soldiers’ operational lives, through the use of our rich collection which stretches back 380 years.
The terms ‘The Guards Museum’, ‘the museum’ or ‘we’ refer to The Guards Museum Trust which is a registered UK charity (number 278181).
The policy also applies to Guards Museum Enterprises Ltd, a private limited company operated by the Trust to support the museum.
Personal data
We collect ‘personal data’, which is information that identifies a living person, or which can be identified as relating to a living person.
When we talk about ‘you’ or ‘your’ in this policy we mean any living person whose personal data we collect.
What data we collect
We collect data you give when you communicate with us. For example we may hold:
• personal details (name, gender, date of birth, email, address, telephone etc.)
• family and spouse/partner or next of kin details
• financial information (such as credit/debit card or direct debit details)
• your response to an event or your intention to meet a Member of our staff
• details of the ways in which you wish to be contacted by us
The main purposes for which we collect and process the details of customers, visitors, enquirers, and donors are:
• to provide the service, goods or information that they have requested
• for administration purposes e.g. to administer donations
• to further our charitable aims, including fundraising activities
• to gather feedback
For example, we collect your personal information when you communicate with us regarding an event on our website, contact us regarding a research enquiry or give a donation to The Guards Museum.
This may include:
• Your name
• Billing/postal address
• Telephone number
• Email address
• Your attendance at Museum events
• Tickets you have bought from us
• Any donations you make to the museum.
How we store and use your data
Your data will be kept safe and secure. It will only be used for purposes which you have consented to or which are in the legitimate interests of the Guards Museum, as long as they do not impede your rights.
We will store your data for as long as legally required or as long as we feel is necessary to the Museum without impeding the rights of you as an individual. We always try to keep any data we hold on you as up to date as we are able to. We always aim to be clear when we collect personal data and not to do anything with it that you would not reasonably expect.
Your personal data is held by The Guards Museum. We will not share personal data with third party organisations for marketing purposes, but may occasionally outsource functions when we do not have the in-house capacity required, or where there is no other way to carry out a service you have agreed to, e.g. online donation. We will only share your data in these ways in order to carry out a process or contract which you have requested and if we are confident that these partner organisations are compliant with data protection legislation. We may also store information regarding if you attend an event at the Guards Museum, or if you contact us for any reason.
Third Parties
We may share anonymised data and statistics with other organisations, such as our funders, who use this to understand the impact of their support. We may also hold and analyse your data in order to continue to improve our understanding of our target audiences and of our supporters.
We may also collect your data from third parties where it is in your interest as an individual, e.g. from an external supplier relating to an event you are attending at the museum.
When you make a transaction with The Guards Museum we may need to contact you in order to fulfil our legal requirements for that contract. For example, if you purchase a ticket online, we will email you about your booking, including ticket confirmation or in the event of cancellation.
If you have previously supported the Museum, we may contact you about things which we feel are of interest to you or which, based on what we know about you, are in the interests of our charitable objectives to let you know about. This legitimate interest will constitute a lawful ground for contacting you about our services and activities, for example:
• If you have supported a fundraising appeal in the past we may contact you about future ones;
• If you are a frequent ticket buyer
You can tell us at any stage that you do not wish to receive such information and we will stop contacting you.
The website
With regard to each of your visits to our website we may automatically collect the following information:
• Technical information, including the Internet protocol (IP) address used to connect your device to the Internet, your login information, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform.
• Information about your visit, including the full Uniform Resource Locators (URL) clickstream to, through and from our site (including date and time), events or exhibitions you viewed or searched for, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), and methods used to browse away from the page.
• We may work closely with third parties (including, for example, business partners, sub-contractors in technical, payment services, advertising networks, analytics providers, search information providers, credit reference agencies) and may receive information about you from them.
• Our websites use local storage (such as cookies) in order to provide you with the best possible experience and to allow you to make use of certain functionality (such as being able to shop online). Further information can be found in our Cookies policy.
• Our websites contain links to other external websites. We’re not responsible for the content or functionality of any such websites. Please let us know if a link isn’t working by contacting [email protected]
• If a third party website requests personal data from you (for example, in connection with an order for goods or services), the information you provide won’t be covered by this privacy policy. We suggest you read the privacy notice of any other website before providing any personal information.
Job applicants, volunteers, current and former Museum employees
If you apply to work at the Guards Museum, we will use the information you supply to process your application and to monitor recruitment statistics. Where we want to disclose information to a third party, for example where we want to take up a reference or obtain a ‘disclosure’ from the Criminal Records Bureau, we will not do so without informing you beforehand unless the disclosure is required or otherwise permitted by law.
Personal information about unsuccessful candidates will be held for 12 months after the recruitment exercise has been completed. We retain de-personalised statistical information about applicants to help inform our recruitment activities, but no individuals are identifiable from that data.
Once you have taken up employment with the Museum, we will compile a file relating to your employment. The information contained in this will be kept secure and will be used for purposes relevant to your employment. Once your employment with the Museum has ended, we will retain the file in accordance with the requirements of our retention schedule.
Filming/photography by the Museum
Filming and photography may take place within the Museum during special events and other occasions, and visitors will be notified of this through the use of posters and verbal instructions.
Visitors will be asked to sign a consent form if they are to feature prominently in any recording made, and these consent forms will be retained according to the Museum’s retention schedule in a secure environment.
Your rights
You have many rights regarding your personal data.
• the right to know whether we hold your personal data and, if we do so, to be sent a copy of the personal data that we hold about you (a ‘subject access request’) within one month
• the right to have your personal data erased (though this will not apply where it’s necessary for us to continue to use the data for a lawful reason)
• the right to have inaccurate personal data rectified
• the right to object to your personal data being used for marketing or profiling
• we will always try to respond to any instructions you may give us about our handling of your personal information, there may be situations where we are unable to meet your requirements in full.
• if you’d like further information on your rights or wish to exercise them, please contact us at the address below
• should you wish to make a subject access request contact us at the address below
DigiTickets Privacy Policy
Policy Owner
This policy is owned and distributed by IT and Compliance manager of Digital Ticketing Systems Limited
Who we are
In this Privacy Policy, references to "we", "us", and "our"" are to Digital Ticketing Systems Limited (Company number 07044584). References to "our Website" or "the Website" are to *.digitickets.co.uk.
Digital Ticketing Systems Limited is the data controller responsible for the personal information collected through this Website.
Information We Collect
We may collect and process the following categories of personal information:
Information You Provide Directly
When you contact us, make a purchase, register for services, or complete forms on our Website, we may collect information such as:
- Name
- Postal address
- Email address
- Telephone number
- Purchase and booking information
- Any other information voluntarily provided by you
Payment Information
Payments made through our Website are processed by authorised payment service providers. We do not store your full credit or debit card details on our systems.
Our payment providers may process payment information and carry out fraud prevention and verification checks. Where international transfers are required, appropriate safeguards will be applied in accordance with applicable data protection laws.
Digital Ticketing Systems is PCI DSS v4.0.1 compliant and are annually assessed/certified.
Website Usage Information
When you visit our Website, we may automatically collect:
- IP address
- Browser type and version
- Device information
- Screen resolution
- Operating system
- Referral source
- Pages visited and actions taken on the Website
- Date and time of access
Marketing Preferences
If you choose to receive marketing communications, we will record your preferences and any interactions with our emails, including whether emails are opened or links are clicked.
Cookies and Similar Technologies
We use cookies and similar technologies to operate our Website, remember your preferences, analyse usage, and improve user experience. Further information is provided in our Cookie Policy below.
How We Use Your Information
We process personal information for the following purposes:
- To provide products and services you request
- To process transactions and fulfil orders
- To provide customer support and after-sales services
- To manage bookings and accounts
- To improve our Website, products, and services
- To ensure Website security and prevent fraud
- To comply with legal and regulatory obligations
- To send marketing communications where we have your consent or another lawful basis to do so
Lawful Basis for Processing
Under UK GDPR, we rely on one or more of the following lawful bases:
- Performance of a contract: to provide goods or services you have requested.
- Legal obligation: where processing is necessary to comply with legal requirements.
- Legitimate interests: to manage and improve our business, Website security, and customer experience.
- Consent: where required, including for certain cookies and marketing communications.
Where we rely on consent, you may withdraw it at any time.
Sharing Your Information
We may share your personal information with:
- Payment processors
- Hosting and IT service providers
- Delivery and fulfilment partners
- Marketing and communications providers
- Analytics and Website performance providers
- Professional advisers and auditors
- Regulatory authorities, law enforcement agencies, or courts where required by law
All third-party service providers are required to process personal information only on our instructions and in accordance with applicable data protection laws.
We do not sell personal information to third parties.
International Transfers
Where personal information is transferred outside the United Kingdom, we will ensure appropriate safeguards are in place, such as:
- Transfers to countries deemed to provide an adequate level of protection; or
- Approved contractual safeguards, such as the UK International Data Transfer Agreement (IDTA) or equivalent mechanisms.
Data Retention
We retain personal information only for as long as necessary to fulfil the purposes for which it was collected, including satisfying legal, accounting, regulatory, and reporting requirements.
Retention periods vary depending on the type of information and the purpose for which it is processed.
Cookie Policy
What Are Cookies?
Cookies are small text files stored on your device when you visit a website. They help websites function properly, remember preferences, improve performance, and provide analytics information.
How We Use Cookies
We use the following categories of cookies:
Strictly Necessary Cookies
These cookies are essential for the operation of the Website and cannot be disabled through our cookie management tools.
Cookie |
Purpose |
Duration |
|---|---|---|
PHPSESSID |
Maintains user session and shopping basket functionality |
Session / 24 minutes |
dtAnalyticsConsent |
Records cookie consent preferences |
1 year |
Analytics Cookies
These cookies help us understand how visitors interact with the Website so that we can improve performance and usability.
These cookies are only placed with your consent.
DigiTickets
Examples include:
- dtAnonymousID
Used to distinguish individual visitors and record their activity on the Website (pages viewed, events, approximate location, device and referral source) so we can analyse and report on how the Website is used. This data is collected against a randomly generated identifier stored in the cookie.
Google Analytics
Examples include:
- _ga
- _ga<container-id>
- _gid
- _gat_<tracker-name>
Used to distinguish individual visitors and record their activity on the Website (pages viewed, events, approximate location, device and referral source) so we can analyse and report on how the Website is used. This data is collected against a randomly generated identifier stored in the cookie, not your name or contact details.
Google Privacy Information:
https://support.google.com/analytics/answer/6004245
Microsoft Clarity
Examples include:
- _clck
- _clsk
- CLID
- ANONCHK
- MR
- MUID
- SM
Used to analyse user interactions and improve Website usability.
Microsoft Clarity Information:
Performance Monitoring Cookies
Performance monitoring tools help us identify technical issues and improve Website reliability.
Examples may include cookies used by services such as New Relic.
Managing Cookies
When you first visit our Website, you will be presented with a cookie banner allowing you to:
- Accept all cookies
- Reject non-essential cookies
- Choose your cookie preferences
You may change your preferences at any time through our cookie settings tool.
You can also manage cookies through your browser settings. Disabling certain cookies may affect Website functionality.
Your Data Protection Rights
Under UK GDPR, you may have the right to:
- Access your personal information
- Correct inaccurate information
- Request deletion of your information
- Restrict processing
- Object to processing
- Request portability of your data
- Withdraw consent where processing is based on consent
- Lodge a complaint with the Information Commissioner's Office (ICO)
For more information about your rights, visit:
https://ico.org.uk/
Automated Decision-Making
We do not generally make decisions producing legal or similarly significant effects using solely automated processing.
Where automated tools are used for fraud prevention, security monitoring, or service administration, appropriate safeguards will be applied in accordance with applicable data protection legislation.
Childrens Data
Our Website is not intended to knowingly collect personal information from children unless necessary to provide services requested by a parent, guardian, school, attraction, venue, or authorised organisation.
Where we process children's personal information, we take additional care to ensure appropriate protections are in place.
Contact Us
If you have any questions about this Privacy Policy or wish to exercise your rights, please contact:
Digital Ticketing Systems (t/a DigiTickets)
Sentio House, Pynes Hill, Exeter, Devon, EX2 5AZ
www.digitickets.co.uk/compliance-request
If you have concerns about how we use your personal information, you may submit a privacy complaint to us using the contact details above.
We will acknowledge your complaint and investigate it in accordance with applicable data protection legislation. We aim to respond without undue delay and within the timescales required by law.
If you remain dissatisfied with our response, you have the right to complain to the Information Commissioner's Office (ICO).
Other Websites
This Privacy Policy applies only to this Website. Links to third-party websites are provided for convenience only. We are not responsible for the privacy practices of those websites, and we encourage you to review their privacy policies before providing any personal information.
Last Updated: 25 August 2026
Our payments are processed using : Payyo
