Association of Independent Museums Privacy Policy

This page sets out the details of the Association of Independent Museums’ privacy policy in relation to information collected about you.


Who we are

Association of Independent Museums (AIM)

Correspondence address:

AIM Postal

PO Box 181



We are a Charity Registered in England No: 1082215, registered company number 1350939.


What information do we collect about you?

 We collect the personal data that you may volunteer as part of joining AIM, registering interest in our programmes, booking for events, e-newsletter sign ups, grant applications, donations, surveys and job or volunteering applications.

Personal information we collect may include:

  • your name, title, gender;
  • postal address, email address and phone number;

We will also collect and hold information about any contact you have with us as a member, when making an enquiry or using our services, and may consist of details of:

  • ticket purchase and event registration / attendance;
  • dietary and access preferences or requirements
  • contact preferences;
  • gift information and Gift Aid status;
  • details of correspondence sent to you, or received from you;
  • employment information and professional activities;
  • grant applications you have made to AIM;
  • involvement with AIM’s activities and programmes
  • any other information provided by yourself at the request of AIM.

When we ask you to provide your personal information we will let you know why we are asking, and how we will use your data, by directing you towards this notice.


What we do with your information

Depending on your relationship with AIM, and the preferences you have indicated,

data we hold may be used by us for the following purposes:

  • Send you promotional, marketing or fundraising information by post, telephone or electronic means. These types of communications can include:
  • Informing you of other products, services or events related to AIM, such as conferences, grant programmes, or offers.
  • News and updates about AIM and the wider museum sector, such as viaAIM Bulletin magazine and the AIM e-newsletter.
  • Other relevant communications based upon your relationship with AIM.
  • Data screening and cleansing, to check if we have accurate contact details for you – seeHow we update your information for further information.
  • To send you surveys, and for market research purposes.
  • Tools may be used to monitor the effectiveness of our communications with you, including email tracking, which records when an e-newsletter from us is opened and/or how many links are clicked within the message. The data from this tracking is generally used in an aggregated and anonymised form.

You can opt out of any / all of our communications at any point simply by contacting

There are some Membership communications that we are required to send regardless of your contact preferences. These are essential communications, deemed necessary to fulfil our contractual obligations to you. This would include things like Member benefits such as AIM Bulletin magazine and renewal reminders, Gift Aid confirmation letters, Direct Debit confirmations and advanced notices, thank you letters and querying returned mail or bounced Direct Debit payments with you.


How we update your information

We continuously review records of supporters to ensure your data is as accurate as possible. We may consult alternative sources in order undertake these checks, such as:

  • Companies House and other company information databases;
  • Charity Commission and Office of the Scottish Charity Regulator (OSCR) registers;
  • Any other publicly available sources.


Who we might share your information with

From 2018 AIM will share your membership information with the Charity Finance Group in order to enable AIM members to access the benefits of associate membership of the Charity Finance Group which will be available from June 2018. The Charity Finance Group will ensure that they look after your data in accordance with the law and the agreement we have with them about how they may use your data.

Besides this special relationship between AIM and the Charity Finance Group, we do not disclose personal data to any third parties or external organisations, other than data processors carrying out work on our behalf. Examples of such data processors would be mailing houses for the sending of our Bulletin magazine, bulk email distribution services. Any such companies are acting as approved data processors for AIM, and we retain full responsibility for your personal data. Data processors will act only on our instructions.

We may occasionally need to transfer your personal information overseas, for instance to our bulk email distributor. Where this is necessary, this may be to countries or territories around the world. We are required to ensure any transfers of data will be done securely, in accordance with best practice, and the General Data Protection Regulations.

Your personal data will never be sold or passed to any third party for any other purpose.

We do share data we do not deem to be personal with some carefully screened and selected third parties. This non-personal data is the names and postal addresses of museums in our membership (but not the names or contact details of any individuals). This is shared with other AIM members, AIM’s Associate Member suppliers and with not-for-profit organisations that offer support services to museums and heritage organisations.

The personal contact details you give us when attending an event may be shared with other delegates at the event, but at the point of booking you will have the opportunity to opt out of having your details shared in this way if you wish.


How we keep your information secure

All our employees and data processors, who have access to, and are associated with the processing of personal data, are legally obliged to respect the confidentiality of our visitors’ and supporters’ personal data.


How can I access the information about me, and correction of information?

You can ask us if we are keeping any personal data about you and you can also request to receive a copy of that personal data – this is called a Subject Access Request.

To make a Subject Access Request you will need to provide adequate proof of identity such as a copy of your passport, birth certificate or driving licence before your request can be processed.

Please try to be as clear as possible about the information you are seeking.

Once we have received your Subject Access Request, the agreed fee and proof of identity, you will receive a response from us within one month and you will be able to get copies of any information we hold on you. However, exemptions to disclosure may apply in some circumstances.

Subject Access Requests should be sent to:

AIM Postal

PO Box 181




At any time you may request that we delete or correct your personal information. If you wish to correct any information on you held by AIM, simply contact



In order to make the AIM website easier to use and improve our service, we sometimes place small amounts of information on your computer. These are known as cookies and they are used by most major websites. You can find out more about use of AIM website cookies here.


Changes to our privacy notice

We regularly review our privacy notice, and may make changes time to time. Any changes made will be posted to this page, and will apply from the time we post them. This privacy notice was last changed on 28 November 2017.


How to contact us

If you have any comments on our privacy notice, or information we hold about you please contact us:


Contact Us

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