ArtReach Privacy Statement January 2018
ArtReach (comprising of ArtReach (Trust) Ltd and its wholly owned subsidiary ArtReach (Events) Ltd) is committed to protecting your privacy and security. This statement explains how and why we use your personal data, to ensure you remain informed and in control of your information.
This Privacy Statement applies to anyone that ArtReach comes into contact with, including but not exclusively: members of the public, volunteers, artists, participants and staff. It includes information collected through the following websites:
ArtReach asks its supporters to ‘opt-in’ for marketing communications. This means you’ll have the choice as to whether you want to receive marketing via email.
You can decide not to receive communications or change how we contact you at any time. If you wish to do so please contact the Marketing and Communications Manager by emailing or telephone 0116 2616882 (Monday – Friday 9am – 5pm).
We will never sell your personal data, and will only ever share it with organisations we work with where necessary and if its privacy and security are guaranteed.
2. What information we collect
Personal data you provide We collect data you provide to us in the course of our usual operations. This includes information you give when joining or communicating with us. For example: Personal details (name, date of birth, email, address, telephone etc.) Financial information (for payment of invoices) Details of your interests and preferences for marketing purposes Medical and next of kin information when you register to volunteer with us or attend an event when this is necessary.
Information created by your involvement with the organisation Your activities and involvement with the company will result in personal data being created. This could include details of how you’ve helped us by volunteering, as an audience member or being involved in our events and activities.
Information we generate We conduct research and analysis on the information we hold, which can in turn generate personal data. For example, reporting demographics to a project funder.
Information from third parties We sometimes receive personal data about individuals from third parties. For example, if we are partnering with another organisation on a project. Also, as explained in Section 11, we may use third parties to help us conduct research and analysis on personal data (and this can result in new personal data being created).
We may collect information from social media where you have given us permission to do so, or if you post on one of our social media pages.
Sensitive personal data We do not normally collect or store sensitive data (such as information relating to health, beliefs or political affiliation) about the public, volunteers, artists, participants and staff. However, there are some situations where this will occur (e.g. if you volunteer or work with us and have an accident during one of our events). If this does occur, we’ll take extra care to ensure your privacy rights are protected.
Accidents or incidents If an accident or incident occurs on our property, at one of our events or involving one of our staff (including volunteers) then we’ll keep a record of this (which may include personal data and sensitive personal data). We may also be required to share this with the appropriate statutory bodies.
Volunteers If you are a volunteer then we may collect extra information about you (e.g. references, criminal records checks, details of emergency contacts, medical conditions etc.) This information will be retained for legal reasons, to protect us and you (including in the event of an insurance or legal claim) and for safeguarding purposes.
3. How we use information
We only ever use your personal data with your consent, or where it is necessary in order to:
Enter into, or perform, a contract with you; Comply with a legal duty; Protect your vital interests; For our own (or a third party’s) lawful interests, provided your rights don’t override these.
In any event, we’ll only use your information for the purpose or purposes it was collected for (or else for closely related purposes):
Marketing We use personal data to communicate with people, to promote the company and to share commission and work opportunities. This includes keeping you up to date with our news, updates, and fundraising information. For further information on this see Section 5.
Administration We use personal data for administrative purposes. This includes:
Maintaining databases of our volunteers, partners, artists and audiences; Performing our obligations under funding and partner contracts;
Fulfilling orders for services Helping us respect your choices and preferences (e.g. if you ask not to received specific or marketing material, we’ll keep a record of this).
Internal data analysis We carry out analysis of the data from our partners, audiences, participants, artists, staff and volunteers, to determine the success of our activities, better understand behaviour and responses and identify patterns and trends. This helps inform our work, enables effective reporting to funders and partners and makes the company a stronger and more effective organisation.
Anonymised data We may aggregate and anonymise personal data so that it can no longer be linked to any particular person. This information can be used for a variety of purposes, such as to identify trends or patterns within our existing audience base. This information helps inform our actions and improve our activities and services.
4. Disclosing and sharing data
We will never sell your personal data. If you have opted-in to communications, we may contact you with information about our partners, or third-party products and services, but these communications will always come from ArtReach and are usually incorporated into our own communications (e.g. email newsletters and social media posts).
Occasionally, where we partner with other organisations, we may share information with them (e.g. if you register to attend an event being jointly organised by us and another organisation). We’ll only share information when necessary and for the purposes that you have provided the data to us
ArtReach will ask its service users to “opt-in” for marketing communications.
This means you have the choice as to whether you want to receive these messages and what you would like to receive information on.
You can decide not to receive communications or change how we contact you at any time. If you wish to do so please contact or by telephoning 0116 2616882 (Monday – Friday 9am to 5pm).
What does ‘marketing’ mean? It includes news and information about:
Our organisation Volunteering opportunities Our events and activities Taking part in projects
When you receive a communication, we may collect information about how you respond to or interact with that communication, and this may affect how we communicate with you in the future.
6. Building profiles of supporters and targeting communications
This section explains how and why we use personal data to build profiles which enable us to understand our audiences and supporters, improve our relationship with them, and provide a better experience.
Analysis and grouping
We use profiling techniques to ensure communications are relevant and timely, and to provide an improved experience for our audiences. Profiling also allows us to target our resources effectively. We do this because it allows us to understand the background of the people who support us and helps promote activities and areas of our work that may interest them.
The profiling we carry out includes analysing our audiences to determine common characteristics and preferences. We do this by assessing various types of information including behaviour (e.g. previous responses) or demographic information (e.g. age or location). In doing this, we may use additional information from third party sources when it is available.
By grouping people together on the basis of common characteristics, we can ensure that group is provided with communications and information which are of most important to them. This helps prevent your inbox from filling up, and also means we aren’t wasting resources on contacting people with information which isn’t relevant to them.
7. Young People
Data Some of the activities we offer are aimed specifically at young people and to deliver these safely it is necessary for us to collect data.
When we collect and manage information from young people (under the age of 18) we aim to manage it in a way which is appropriate for the age of the child. The information is usually collected when young people attend our workshop activities (for example medical information for H and S purposes).
We won’t use young people’s personal data for marketing purposes and we won’t profile it.
Parental permission If your child is under 18 then we’ll need permission from you as their parent or guardian to complete evaluation information or for them to attend events or activities without parents or guardians or to be included in a photograph to be used by ArtReach for marketing purposes.
Information for parents We take great care to protect and respect the rights of individuals in relation to their personal data, especially in the case of children. If your child is under 18, we’ll only use his or her personal data with your consent.
8. How we protect data
We employ a variety of physical and technical measures to keep your data safe and to present unauthorised access to or use or disclose your personal information.
Electronic data and databases are stored on secure computer systems and we control who has access to information.
Where we store information ArtReach operations are based solely in the UK and we store our data within the European Union. Some organisations which provide services to us may transfer personal data outside of the EEA, however these transfers will be subject to adequate data protections.
How long we store information Under forthcoming data regulations, we will be required to make sure that we use and store information for so long as it is required for the purposed it was collected for. How long information will be stored for depends on the information in question and what it is being used for.
We will regularly review what information we hold and delete what is no longer required.
10. Keeping you in control
We want to ensure you remain in control of your personal data. Part of this is making sure you understand your legal rights, which are as follows:
the right to confirmation as to whether or not we have your personal data and, if we do, to obtain a copy of the personal information we hold (this is known as subject access request); the right to have your data erased (though this will not apply where it is necessary for us to continue to use the data for a lawful reason); the right to have inaccurate data rectified; the right to object to your data being used for marketing or analysis; and where technically feasible, you have the right to see personal data you have provided to us which we process automatically on the basis of your consent or the performance of a contract. This information will be provided in a common electronic format.
Please keep in mind that there are exceptions to the rights above and, though we will always try to respond to your satisfaction, there may be situations where we are unable to do so.
If you would like further information on your rights or wish to exercise them, please write to our Operations and Administration Manager, ArtReach, LCB Depot, 31 Rutland Street, Leicester, LE1 1RE or telephone 0116 2626882 (Monday – Friday 9am to 5pm)
Complaints If you wish to make a complaint you can contact ArtReach directly by emailing firstname.lastname@example.org.
If you are not happy with our response, or you believe that your data protection or privacy rights have been infringed, you can complain to the UK Information Commissioner’s Office which regulates and enforces data protection law in the UK. Details of how to do this can be found at www.ico.org.uk.
11. Cookies and links to other sites
Cookies Many websites place cookies whenever a user visits their site, in order to track traffic flows. Cookies are text files that identify your computer to the server. We do not use any third-party cookies on our websites.