Arts Taunton is committed to protecting your privacy and security. This policy explains how and why we use your personal data, to ensure you remain informed and in control of your information.
From 25 May 2018, Arts Taunton will ask its supporters to “opt-in” for marketing communications. This is due to a change to the rules which govern how we can communicate with you and a new regulation on personal data (the General Data Protection Regulation) coming into force in May 2018. Therefore we are introducing a new approach that relies on you giving us your consent about how we can contact you. This means you’ll have the choice as to whether you want to receive these messages.
You can decide not to receive communications or change how we contact you at any time. If you wish to do so please contact Supporter Services by emailing email@example.com writing to Arts Taunton, C/O Milsted Langdon Winchester House, Deane Gate, Taunton, Somerset TA1 2UH
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.
Any questions you have in relation to this policy or how we use your personal data should be sent to firstname.lastname@example.org or in writing to Arts Taunton, C/O Milsted Langdon Winchester House, Deane Gate, Taunton, Somerset TA1 2UH
1. About Us
Your personal data (i.e. any information which identifies you, or which can be identified as relating to you personally) will be collected and used by Arts Taunton (charity no. 1174014 in England with data controller number A8233144.
2. What Information We Collect
Personal data you provide
We collect data you provide to us. This includes information you give when registering for an event, placing an order or communicating with us. For example:
· personal details (name, email, address, telephone etc.) when you join as a donor or supporter;
· whether donations are gift-aided.
· details of your interests and preferences (such as campaigns, the ways you support us).
Information created by your involvement with Arts Taunton
Your activities and involvement with Arts Taunton will result in personal data being created. This could include details of how you’ve helped us by volunteering or being involved with our activities.
If you decide to donate to us then we will keep records of when and how much you give.
Information we generate
We conduct research and analysis on the information we hold, which can in turn generate personal data. For example, by analysing your interests and involvement with our work we may be able to build a profile which helps us decide which of our communications are likely to interest you. Section 6 (Research and profiling) contains more information about how we use information for profiling and targeted advertising.
Information from third parties
We sometimes receive personal data about individuals from third parties. For example, if we are partnering with another organisation (e.g. you provide your information to another charity we’re collaborating with on a project). Also, as explained in Section 11 (Cookies and links to other sites), 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.
Occasionally, we may collect information about certain supporters (e.g. particularly well known or influential people) from public sources. This could include public databases (such as Companies House), news or other media. We don’t do this to everyone, and it is the exception not the rule.
Sensitive personal data
We do not normally collect or store sensitive personal data (such as information relating to health) about supporters. However there are some situations where this will occur (e.g. if you volunteer with us or if you have an accident at 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 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).
If you are a volunteer (whether for specifically Arts Taunton, or if you are helping us for other reasons – for example you work for another organisation which is running an event with us) 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 (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 the 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):
We use personal data to communicate with people, to promote Arts Taunton and to help with fundraising. This includes keeping you up to date with our news, updates, campaigns and fundraising information. For further information on this please see Section 5 (Marketing).
We use personal data for administrative purposes (i.e. to carry on our charity work). This includes:
receiving donations (e.g. direct debits or gift-aid instructions);
maintaining databases of our volunteers and supporters;
helping us respect your choices and preferences (e.g. if you ask not to receive marketing material, we’ll keep a record of this).
Internal research and analysis
We carry out research and analysis on our supporters, donors and volunteers, to determine the success of campaigns and appeals, better understand behaviour and responses and identify patterns and trends. This helps inform our approach and make Arts Taunton a more effective organisation. Understanding our supporters, their interests and what they care about also helps us provide better communications.
Supporter research and profiling
We evaluate, categorise and profile personal data in order to tailor materials, services and communications and prevent unwanted material from filling up your inbox. This also helps us understand our supporters, improve our organisation and carry out research. Further information on profiling can be found in Section 6 (Research and profiling).
4. Disclosing and Sharing Data
We will never sell your personal data. If you have opted-in to marketing, we may contact you with information about our partners, or third party products and services, but these communications will always come from Arts Taunton and are usually incorporated into our own marketing materials (e.g. newsletters).
We may share personal data with subcontractors or suppliers who provide us with services. However, these activities will be carried out under a contract which imposes strict requirements on our supplier to keep your information confidential and secure.
Occasionally, where we partner with other organisations, we may also share information with them (for example, if you register to attend an event being jointly organised by us and another charity). We’ll only share information when necessary.
From May 2018 Arts Taunton will ask its supporters to “opt-in” for most communications. This includes all our marketing communications (the term marketing is broadly defined).
This means you’ll have the choice as to whether you want to receive these messages.
You can decide not to receive communications or change how we contact you at any time. If you wish to do so please contact email@example.com or in writing to Arts Taunton, C/O Milsted Langdon Winchester House, Deane Gate, Taunton, Somerset TA1 2UH
What does ‘marketing’ mean?
Marketing does not just mean offering things for sale, but also includes news and information about:
our charity work;
volunteering opportunities and how you can help;
appeals and fundraising (including donations etc.);
our events and activities;
taking part in projects.
When you receive a communication, we may collect information about your response or interaction with that communication, and this may affect how we communicate with you in future.
Newsletters and magazines
You can choose to unsubscribe from general marketing communications.
As a charity, we rely on donations and support from others to continue our work. From time to time, we will contact members and supporters with fundraising material and communications. This might be about an appeal we’re running, or to suggest ways you can raise funds.
As with other marketing communications, we’ll only contact you specifically about fundraising if you’ve opted into to receiving marketing from us (and you can, of course, unsubscribe at any time).
We may use third parties (known as affiliate marketers) to carry out fundraising on our behalf. For example, we may use an affiliate to call supporters (who have agreed to be contacted by phone) about a campaign or appeal.
6. Research and Profiling
This section explains how and why we use personal data to build profiles which enable us to understand our supporters, improve our relationship with them, and provide a better supporter experience.
Analysis and grouping
We analyse our supporters 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).
By grouping people together on the basis of common characteristics, we can ensure that group is provided with communications, products, and information which is 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.
Profiling to help us understand our supporters
We profile supporters in terms of financial and practical support. For example, we keep track of the amount, frequency and value of each person’s support. This information helps us to ensure communications are relevant and timely.
If, based on information that has been provided to us (such as geographical location, demographics, or previous donations), it appears an individual might be willing and able to provide more support we may contact them to see if they wish to do so.
On occasion, we may also combine information about particular supporters with external information (such as directorships listed on Companies House, or news about an individual which has featured in the media) in order to create a more detailed profile about a particular individual.
We collect information on preferences and interests so that we know what material you are mostly likely to be interested in.
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 recruiting new supporters, or to identify trends or patterns within our existing supporter base. This information helps inform our actions .
7. Young People
Marketing and fundraising
We won’t send marketing emails, letters, calls or messages to under 18 year-olds.
We won’t use young people’s personal data for marketing purposes and we won’t profile it.
8. How We Protect Data
We employ a variety of physical and technical measures to keep your data safe and to prevent unauthorised access to, or use or disclosure of your personal information.
Electronic data and databases are stored on secure computer systems and we control who has access to information (using both physical and electronic means).
Of course, we cannot guarantee the security of your home computer or the internet, and any online communications (e.g. information provided by email or our website) are at the user’s own risk.
Where we store information
Arts Taunton’s operations are based 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, but we’ll only allow them to do if your data is adequately protected.
For example, some of our systems use Microsoft and Google products. As US companies, it may be that using their products result in personal data being transferred to or accessible from the US. However, we’ll allow this as we are certain personal data will still be adequately protected (and at the time of composing this policy both have registered commitment to comply with the GDPR).
How long we store information
We will only use and store information for so long as it is required for the purposes it was collected for. How long information will be stored for depends on the information in question and what it is being used for. For example, if you ask us not to send you marketing emails, we will stop storing your emails for marketing purposes (though we’ll keep a record of your preference not to be emailed).
We continually 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 profiling; and
where technically feasible, you have the right to 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 contact firstname.lastname@example.org or in writing to Arts Taunton, C/O Milsted Langdon Winchester House, Deane Gate, Taunton, Somerset TA1 2UH We can provide you with a template subject access form which includes guidance on how to make your request (and will help us respond more quickly). Please contact us for a copy of this.
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
Our website uses local storage (such as cookies) to provide you with the best possible experience and to allow you to make use of certain functionality. Should you wish to view our site without the cookies being installed you can do so by changing the settings in your browser. None of the cookies we use collect information which can identify you.
Links to other sites
Our website contains hyperlinks to many other websites. We are not responsible for the content or functionality of any of those external websites (but please let us know if a link is not working by using the ‘Contact us’ link at the top of the page).
When purchasing goods or services from any of the businesses that our site links to, you will be entering into a contract with them (agreeing to their terms and conditions) and not with ArtsTaunton.