Privacy Policy

Arts Richmond Privacy Policy

Updated January 2022

Arts Richmond is an independent registered charity (Registered in England and Wales, No. 251359) that represents the voluntary arts sector across the London Borough of Richmond upon Thames, and promotes events in support of local arts and cultural activity. In the course of our work we collect and hold personal data. This Privacy Policy tells you more about when and why we collect this kind of information, how we use it and how we keep it secure. 

Arts Richmond is committed to protecting the personal data we hold in line with the requirements of the General Data Protection Regulation (GDPR) 2018. We recognise that is it your data and we treat it with respect. 

This Privacy policy will be reviewed annually and updated as necessary to take account of any changes in our work or in regulations. The most up to date version will always be available on our website www.artsrichmond.org.uk 

We collect personal data from members, volunteers, supporters and others involved or interested in our work. We use it to keep you informed about our events, as well as volunteering opportunities. 

Members 

When you join Arts Richmond as a member or an affiliate you fill in a form to provide us with your contact details (name, email address, phone number and address). We hold these details in a secure database so that we can keep you informed about our events, by email and by sending you our monthly newsletter through the post if you would like us to. 

If you decide to end your membership, or your membership has lapsed for any reason, we will delete all your data after a period of one (1) year. 

Volunteers 

If you volunteer with us we will ask for your contact details (name, email address, phone number and bank details - the latter if you are claiming expenses) so that we can let you know important information about your role, and so we can let you know about other events or volunteering opportunities you might be interested in. You are able to unsubscribe from updates not directly relevant to your volunteering role by contacting us directly via email at info@artsrichmond.org.uk at any time.

Event attendees 

If you book an Arts Richmond event, including our Showcoach trips, your booking details (name, address, telephone number and email) will be kept so that we can let you know about other events and Arts Richmond news which may be of interest to you. You are able to unsubscribe from these updates at any time by contacting us directly via email at info@artsrichmond.org.uk 

Your payment information will be processed by a third party provider for the specified event, and will not be stored on Arts Richmond databases. If a refund is required for any reason as outlined via our Terms and Conditions for the event, this will be processed via the original payment method, and if this is not available we will request your preferred refund method for this purpose only.

For anyone signing up to our mailing list, either through our website or through a physical event, your Name and Email address will be imported into MailChimp, which manages our newsletter list(s). At any point you can choose to unsubscribe from our mailings, which means you will not receive any further mailings from us unless you choose to amend your preferences (please contact us at info@artsrichmond.org.uk to let us know your preferences).

Donors 

If you make a donation to Arts Richmond, we are required to keep a record of your contact details so that we can claim Gift Aid when applicable. If you make no further donation, your contact details will be deleted from our databases after a six (6) year period. 

Sharing your personal data 

We will never share any of your information with any other third parties, unless we have your express, written permission to do so in conjunction with specific promotional activities and/or a competition in partnership with another organisation. This information will usually be gathered via specific forms via our website and/or at an event, (where this will be made very clear), and will only be stored by us for this purpose and for the period specified (usually no more than 30 days from the end of the promotion and/or competition).

We will never share your personal data with a third party for marketing purposes. We may however share your details if required to do so by the police, a regulatory or government authority in the course of an official investigation.

The type of personal information we collect via our website, why, & what we do with it:

‘Cookies’ are small files placed on your browser or computer by web servers when you first visit a site that wants to store information. We use cookies to ensure the proper functioning of our site, as well as to track the interaction of visitors with our site so that we can understand how our site is used and continue to improve our user experience. 

Via our website we collect anonymised browser data (including demographics and interest data) through Google Analytics cookies, which are stored for up to 36 months (although Arts Richmond will not be able to identify you via this information). If you are happy for Google to track to this information please click to ‘Accept’ cookies when you first visit our site. You can find out more about this kind of tracking via Google here >>

At any time you can select to ‘Decline’ cookies if you would rather Google Analytics did not access information via your browser. If you accept cookies and then change your mind at a later date, you can also delete them at any time.

How we ensure the security of personal data 

Arts Richmond is committed to protecting the personal information you entrust to us. We recognise that it is your decision whether or not to provide us with personal information. We treat it with respect and do everything we can to keep it safe and secure. 

We have appropriate security systems in place that ensure the information we have about you is protected from unauthorised access and improper use.

We keep your information only for as long as is necessary to fulfil our legal obligations or as set out in this privacy notice. 

Your Data Protection Rights

Under data protection law, you have rights including:

l Your right of access - You have the right to ask us for copies of any of your personal information we hold.

l Your right to rectification - You have the right to ask us to correct any personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. 

l Your right to erasure - You have the right to ask us to erase (delete) your personal information in certain circumstances. 

l Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances. 

l Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances.

l 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, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at info@artsrichmond.org.uk if you wish to make a request.

How you can check or update the personal data we hold about you 

You can contact us at any time to check what personal data we hold for you or to make changes to it. It is your right to know what personal information we hold about you and if necessary, have it corrected. 

Specifically you can: 

l ask to see a copy of the personal data we hold for you 

l ask us to change or update any or all of the details we hold for you

l request no further communications via a specific channel, for example via email, telephone or post

l tell us to stop contacting you altogether 

l ask us to delete your details, which we will do unless we are required to keep them for legal reasons 

If you have any questions or concerns about the personal information we may have about you, please contact the Data Controller at info@artsrichmond.org.uk 

Depending on the information requested, for security purposes we may require additional identification from you before acting on your request. 

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at info@artsrichmond.org.uk or in writing to our office address.

If you are unhappy with how we have used your data, or if, having contacted us, you do not receive the service to which you are entitled, you can also complain to the supervisory authority, the Information Commissioner’s Office (ICO):            

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

ICO Helpline number: 0303 123 1113

ICO website: https://www.ico.or