Visitors to our website
When someone visits www.sortandsurvive.co.uk we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. You can find more information on how cookies are used on this website in the Cookies Policy below.
If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.
Links to other websites
This privacy notice does not cover the links within this site linking to other websites. Those sites are not governed by this Privacy Policy, and if you have questions about how a site uses your information, you’ll need to check that site’s privacy policy.
Changes to this privacy policy
We keep our privacy notice under regular review.
Cookies Policy
We use a system of classifying the different types of cookies which we use on the website, or which may be used by third parties through our websites. The classification was developed by the International Chamber of Commerce UK and explains more about which cookies we use, why we use them, and the functionality you will lose if you decide you don't want to have them on your device.
What is a cookie?
Cookies are text files containing small amounts of information which are downloaded to your personal computer, mobile or other device when you visit a website. Cookies are then sent back to the originating website on each subsequent visit, or to another website that recognises that cookie. Cookies are useful because they allow a website to recognise a user's device.
How long are cookies stored for?
Persistent cookies - these cookies remain on a user's device for the period of time specified in the cookie. They are activated each time that the user visits the website that created that particular cookie.
Session cookies - these cookies allow website operators to link the actions of a user during a browser session. A browser session starts when a user opens the browser window and finishes when they close the browser window. Session cookies are created temporarily. Once you close the browser, all session cookies are deleted.
Cookies do lots of different jobs, like letting you navigate between pages efficiently, remembering your preferences, and generally improve the user experience.
You can find more information about cookies at www.allaboutcookies.org and www.youronlinechoices.eu.
Cookies used on the website
A list of all the cookies used on the website by category is set out below.
Strictly necessary cookies
These cookies enable services you have specifically asked for. These cookies are essential in order to enable you to move around the website and use its features, such as accessing secure areas of the website.
Performance cookies
These cookies collect anonymous information on the pages visited. By using the website, you agree that we can place these types of cookies on your device. These cookies collect information about how visitors use the website, for instance which pages visitors go to most often, and if they get error messages from web pages. These cookies don't collect information that identifies a visitor. All information these cookies collect is aggregated and therefore anonymous. It is only used to improve how the website works.
Functionality cookies
These cookies remember choices you make to improve your experience. By using the Website, you agree that we can place these types of cookies on your device. These cookies allow the Website to remember choices you make (such as your user name, language or the region you are in) and provide enhanced, more personal features. These cookies can also be used to remember changes you have made to text size, fonts and other parts of web pages that you can customise. They may also be used to provide services you have asked for such as watching a video or commenting on a blog. The information these cookies collect may be anonymised and they cannot track your browsing activity on other websites.
Third party cookies
These cookies allow third parties to track the success of their application or customise the application for you. Because of how cookies work we cannot access these cookies, nor can the third parties access the data in cookies used on our site.
SSL certificate
Sort & Survive’s website has a Secure Sockets Layer certificate, the encryption code process that sits on the hosting space of the website. The purpose is to securely encrypt all the details that are entered into any forms or fields on a website.
Enquiry and contact forms
Details are not stored in the website’s SQL database unless stored encrypted. If details are sent to Sort & Survive by e-mail, the e-mail service provider adheres to GDPR rules and the e-mail is stored and sent according to GDPR secure methods.
An enquiry is explicit to that instance. The user’s details are not added to any marketing database unless the user has expressly agreed to it using a separate tick box.
Sort & Survive does not print out e-mails with enquiry details. It does not use a CRM database, create a user account automatically or use payment gateways. Sort & Survive does not use pre-ticked boxes to automatically sign the enquirer up to a newsletter and will always use an unsubscribe link.
Connected email
Whilst not strictly website-related, all e-mail services and the storage of e-mail from all site users are stored in accordance with DPA (Data Protection Act) & GDPR guidelines. E-mail data is stored securely on a desktop computer and not shared on other devices using remote storage. Sort & Survive uses anti-virus applications and regularly updates them and deletes unnecessary e-mails completely.
We use Google Services to provide us with email and storage solutions. Google is committed to contractually complying with GDPR processes. Google tools sort through spam email, preventing phishing emails from entering our inbox, and they use multi-factor authentication to provide an extra layer of security for all information stored by Sort & Survive Ltd.
Data Retention policy
Sort & Survive stores personal data for two years unless data relates to business accounting, finance or taxation in which case data is retained for seven years.
Social media account connection
Sort & Survive usually uses formal connections rather than social media accounts to make contact with website users. Any data that is gathered directly from people on social media sites is handled in accordance with the GDPR privacy guidelines. This privacy policy also covers third-party data controllers, including people using SSO (Single Sign-on) for logging into sites also using their social media account logins for convenience. Sort & Survive will not use any customer details or connections on its social media pages to promote the business unless it has their consent to do so.
This privacy notice tells you what to expect us to do with your personal information, where we store data and how long for, and how we operate privacy on our website currently and how we plan to in the future.
Contact details
What information we collect, use, and why
Lawful bases and data protection rights
Where we get personal information from
How long we keep information
Sharing information outside the UK
How to complain
Contact details
07802 292 316 sophie@sortandsurvive.co.uk
What information we collect, use, and why
We collect or use the following information to provide and improve products and services for clients:
- Names and contact details
- Addresses
- Occupation
- Usage data (including information about how you interact with and use our website, products and services)
- Employment details (including salary, sick pay and length of service)
- Information relating to compliments or complaints
- Website user information
We collect or use the following personal information for the operation of client or customer accounts:
- Names and contact details
- Addresses
- Purchase or service history
- Information used for security purposes
- Marketing preferences
We collect or use the following personal information updates or marketing purposes:
- Names and contact details
- Addresses
- Purchase or account history
- Profile information
- Website and app user journey information
We collect or use the following personal information for research or archiving purposes:
- Names and contact details
- Addresses
- Purchase or client account history
We also collect or use the following information for research or archiving purposes:
- Racial or ethnic origin
- Religious or philosophical beliefs
We collect or use the following personal information to comply with legal requirements:
- Name
- Client account information
- Contact information
- Any other personal information required to comply with legal obligations
We collect or use the following personal information for recruitment purposes:
- Contact details (eg name, address, telephone number or personal email address)
- Employment history (eg job application, employment references or secondary employment)
- Education history (eg qualifications)
We collect or use the following personal information for dealing with queries, complaints or claims:
- Names and contact details
- Purchase or service history
- Correspondence
Lawful bases and data protection rights
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website. Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:
- Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right here.
- Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right here.
- Your right to erasure - You have the right to ask us to delete your personal information. You can read more about this right here.
- Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. You can read more about this right here.
- Your right to object to processing - You have the right to object to the processing of your personal data. You can read more about this right here.
- Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. You can read more about this right here.
- Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right here.
If you make a request, we must respond to you without undue delay and in any event within one month. To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
Our lawful bases for the collection and use of your data
Our lawful bases for collecting or using personal information to provide and improve products and services for clients are:
- Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
- Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
- Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are: 1. Gaining access to certain museum sites or stores often requires liaising with staff over the phone to ensure security of the site at all times throughout the visit. Calling staff also allows us to give notice of arrival as museum staff usually don’t have work phones so they often voluntarily give their personal mobile numbers. Identifying by name the member of staff who will let us into a museum store or building makes the operation more secure for the client, because they consent to give this information and we know exactly who to look for. 2. When working with clients, we may choose to stay in touch in case future opportunities arise at the museum. This often involves exchanging mobile numbers and names. We want to make getting in touch as easy as possible for the client to get in touch. 3. When attending professional development workshops, conferences, museum tours, seminars, discussions, among others, we may speak to other people from the museum and heritage sector. We may be asked or be offered their name or personal contact details such as telephone number to meet for coffee to discuss potential future projects. They may share knowledge or advice on particular projects or be able to share business contacts to help Sort & Survive provide better advice or services.
Our lawful bases for collecting or using personal information for the operation of client or customer accounts are:
- Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
- Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
- Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are: 1. Identifying by name the member of staff who will let us into a museum store or building makes the operation more secure for the client, because they consent to give this information and let us know who to look for. Arranging where to meet a part time member of staff who does not have constant access to their work email means that occasionally we need to call to liaise. When working with clients, we may choose to stay in touch in case future opportunities arise at the museum. This often involves exchanging mobile numbers and names. We want to make getting in touch as easy as possible for the client to get in touch. When attending professional development workshops, conferences, museum tours, seminars, discussions, among others, we may speak to other people from the museum and heritage sector. We may be asked or be offered their name or personal contact details such as telephone number to meet for coffee to discuss potential future projects. Our specialist knowledge could be of help to a particular project that we did not yet know about. They may share knowledge or advice on particular projects or be able to share business contacts to help Sort & Survive provide better advice or services.
Our lawful bases for collecting or using personal information for information updates or marketing purposes are:
- Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
- Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Our lawful bases for collecting or using personal information for research or archiving purposes:
- Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
- Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are: 1. To curate exhibitions, produce reports or to create publications in collaboration with organisations such as museums, churches and heritage organisations. The collaborating organisation will outline a brief that will inform a piece of work. We will conduct research into the subject with participants who consent in writing to the use of their words on the given project. 2. Before using their words a draft will be sent back to them to sign off. Their words will be anonymised to protect their identity. This work and any similar work is defined through contractual agreement with the given institution, and will often be linked to the collaborators’ organisational goals. All participants must sign consent forms outlining exactly what the interview will entail, what data we collect, how it will be used and how long it will be retained, and storage of data will comply with GDPR.
Our lawful bases for collecting or using personal information to comply with legal requirements:
- Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
- Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Our lawful bases for collecting or using personal information for recruitment purposes are:
- Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
- Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
- Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are: 1. Sort & Survive Ltd is contracted by museum and heritage organisations to deliver heritage projects. Some projects require extra staffing, for example a collection relocation project may require extra hands for the delivery phase in order to pack museum objects to museum standards of best practice. Sort & Survive will help organisations to write job specs and review CVs as we have experience recruiting staff in previous jobs, but we only help when we hold managerial responsibilities over the new recruits. 2. If Sort & Survive design or help to design the job spec then we are in the best position to review applications on behalf of the heritage organisation or museum. It is in the interest of the organisation for us to take this work upon ourselves when they may not have much time or expertise to do so. It will be formally agreed that Sort & Survive will take on this work in writing.
Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:
- Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
- Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
- Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are: 1. An example of when an individual using a personal email address may email us with a query is when working with churches. Some churches may use voluntary staff who may not have organisational emails, so their name, number or personal email may be collected for operational purposes. If a small independent museum reaches out to us for cataloguing or documentation advice, or advice on accreditation, but does not have business contact information, it is in their interest that we respond to that email in order to give advice on best practice. If, when conducting research, a participant has a query about their words that Sort & Survive transcribed, they may reach out using a personal email address. It is in the interest of their data rights for us to respond to that email and hold that email address until they have a solution to their query. 2. Sort & Survive sole trade was once a personal organizing company targeting private individuals. While this is no longer the case (we now work exclusively with museums) the old business email is linked to the new business email. If a previous client reaches out to us, it is in their interest for us to let them know that we no longer provide personal organisation services.
Sharing information outside the UK
Where necessary, we may transfer personal information outside of the UK. When doing so, we comply with the UK GDPR, making sure appropriate safeguards are in place. For further information or to obtain a copy of the appropriate safeguard for any of the transfers below, please contact us using the contact information provided above.
Organisation name: Google
Category of recipient: Digital storage provider
Country the personal information is sent to: USA
How the transfer complies with UK data protection law: Addendum to the EU Standard Contractual Clauses (SCCs)
Where we get personal information from:
- Directly from you
- Previous employment
- Suppliers and service providers
How to complain:
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice. If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO. The ICO’s address: Information Commissioner’s Office Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF Helpline number: 0303 123 1113 Website: https://www.ico.org.uk/make-a-complaint