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Privacy Policy

This image shows a man wearing a trench coat and black hat standing on a balcony. He is also wearing a giant pair of angels wings.

General Privacy Policy 

1) Introduction 

Art Reach Trust 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 Art Reach 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:  

  • www.artreach.org.uk 

Key principles of our Privacy Policy 

Art Reach asks all 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 using the ‘unsubscribe’ option at the bottom of our marketing communications or by contacting our marketing team by emailing hello@artreach.org.uk or telephoning 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.  

We aim to be clear when we collect your data and not to do anything you wouldn’t reasonably expect.  

If you sign up to our mailing list, book tickets, apply to be a volunteer, respond to an event or project survey, or give a donation, we usually collect your name and contact details. Where it is appropriate (and you have the right to decline to give this information) we may also ask for your age, gender, ethnicity, information relating to your health, or, if making a donation, why you have decided to donate to us. 

2) What information we collect 

We collect data you provide to us in the course of our usual operations, such as at our events and festivals, workshops and through delivery of our consultancy services.  

This includes information you give when joining or communicating with us, such as 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, and medical and next of kin information when you register to volunteer with us or attend an event when this is necessary. 

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. 

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. 

We may occasionally video record or take photographs at our events and will seek individual permission from those present to be included. Photographs where you are included ‘incidentally’ is not considered to be personal data. 

Information from third parties: 

We sometimes receive personal data about individuals from third parties, such as partnering with another organisation on a project where there are agreements in place which guarantee Art Reach’s security and safeguarding of personal information.  

3) Data Retention Policy 

We will regularly review what information we hold and delete what is no longer required. The retention period for different types of data varies depending on the information in question and its intended use. Generally, we will retain personal data for as long as necessary to fulfil the purposes outlined in this policy and comply with legal obligations. 

4) 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, or for our own (or a third party’s) lawful interests, provided your rights don’t override these. 

Marketing: We use personal data to communicate with people, promote the company, and share commission and work opportunities. 

Administration: We use personal data for administrative purposes, including maintaining databases, fulfilling orders for services, and respecting your choices and preferences. 

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 and identify patterns and trends. 

5) Data Breach Response Plan 

In the event of a data breach, we have procedures in place to assess and mitigate the impact of the breach, notify affected individuals and authorities as required by law, and take steps to prevent future breaches. If you suspect your data has been compromised, please contact us immediately. 

6) Data Processing Agreement 

We have agreements in place with third-party processors to ensure they comply with data protection regulations and adequately protect users’ data. These agreements outline the responsibilities of the processor regarding the handling and security of personal data. 

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 that 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 health and safety purposes). 

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 Art Reach 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 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. 

9) Storage 

Art Reach operations are based solely in the UK, and we store our data within the European Union. Our data is stored on secure and password-protected sites.  

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. 

Under forthcoming data regulations, we will be required to ensure that we use and store information for as 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. 

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: 

Security of your personal information 

We will put in place appropriate safeguards (both in terms of our procedures and the technology we use) to keep your personal information as secure as possible. We will ensure that any third parties we use for processing your personal information do the same. We will not transfer, process, or store your data anywhere that is outside of the European Economic Area. 

How to make a request to access your data 

You have a right to request a copy of the personal information that we hold about you and to have any inaccuracies in this data corrected. Please use the contact details at the end of this policy if you would like to exercise this right. If you would like further information on your rights or wish to exercise them, please write to our Executive Director, Art Reach, LCB Depot, 31 Rutland Street, Leicester, LE1 1RE or telephone 01162 626 882 (Monday – Friday 9am to 5pm). 

How to make a complaint 

Members of the public or partners may raise issues with the management of Art Reach about the organisation’s work. Issues that may give rise to a complaint may include, but are not limited to:  

  • the quality of service offered by Art Reach  
  • the behaviour of staff or others working as part of Art Reach  
  • Health and Safety 
  • Equal Opportunities 
  • Discrimination 

Complaints will be accepted in whatever form they are made, and the proceedings and records of all complaints will be kept confidential. 

If you would like to make a complete, please write to our Creative Director, Art Reach, LCB Depot, 31 Rutland Street, Leicester, LE1 1RE or email hello@artreach.org.uk or telephone 01162 626 882 (Monday – Friday 9am to 5pm). 

11) Cookies and links to other sites 

Cookies: We use cookies for statistical analysis, embedding videos from YouTube or Vimeo, embedding feeds from Facebook or Twitter, and using social sharing plugins such as Addthis. You can withdraw your consent and remove or block cookies at any time using the settings in your browser, but in some cases, this may impact your ability to use our website. By using this site you are agreeing to the use of cookies as described. 

Links to other sites: Our website contains hyperlinks to other websites. We are not responsible for the content or functionality of any of those external websites. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and these sites are not governed by this privacy statement. You should exercise caution and read the privacy policy of any website before providing any personal information. 

Social Media: We operate a number of social media pages (including Facebook, Twitter, YouTube, and Instagram). Although this policy covers how we will use any data collected from those pages, it does not cover how the providers of social media websites will use your information. Please ensure you read the privacy policy of the social media website before sharing data and make use of the privacy settings and reporting mechanisms to control how your data is used. 

12) Changes to this Privacy Policy 

We’ll amend this Privacy Policy from time to time to ensure it remains up-to-date and accurately reflects how and why we use your personal data. The current version of our Privacy Policy will always be posted on our website. 

This Privacy Policy was last updated May 2024.  

If you’d like to learn more or talk to us about our privacy policy and your data please contact hello@artreach.org.uk 

If you consider that we have not acted properly when using your personal information, you can contact the Information Commissioner’s Office at www.ico.org.uk