1. Your personal data – what is it?
Personal data means any information which relates to you or identifies you as an individual.
2. What type of personal information do we collect?
The following is all the types of personal information we may collect about you; however, not all of these will apply to all customers:
• Email address
• Telephone number
Please note that we do not retain any sensitive information about you, whether date or birth, financial information or information relating to such matters as health, race and ethnicity, religious belief and political opinions or sexual preferences. We do occasionally request information about the age or ethnicity of our audiences via our feedback forms but this information is solely for the purposes of monitoring our success at reaching out to diverse audiences and the information concerned is fully anonymised and only used in the form of generic statistics, usually with funders and sponsors of the charity.
We may collect this information in a variety of ways. Primarily we collect this information from feedback forms completed by you or from business cards or written responses provided by you to the charity, or directly from those who volunteer for the charity. We may collect information through other interactions with you, such as when you contact us by email or when you purchase a ticket for one of the charity’s live events. From time to time we may also contact you to confirm the information we hold about you.
Your data will be stored securely in a range of places including our IT systems and in locked filing cabinets.
3. Who are we?
The Rimbaud and Verlaine Foundation is the data controller (contact details below). This means it decides how your personal data is used and for what purposes.
4. How do we use your personal data?
We may use your personal data to:
5. What is the legal basis for processing your personal data?
We must have a legal basis for processing any data. In our case we rely on your consent to be a member of the charity’s membership database, a consent which has been freely given by you, and on the legitimate interest we have in communicating with you about the events and activities of the charity.
We need to process data in order to operate as an arts organisation and a charity and to stay in touch with you, our customers and supporters. As a registered charity we exist to promote the arts and education, and particularly to provide opportunities for younger people and for those suffering social deprivation.
6. Sharing your personal data
We will never sell your information to a third party. We do occasionally need to share your information with third parties to accomplish the charitable goals stated above and to promote other events and activities sympathetic to our mission as an arts organisation and a charity.
Third parties with whom we may share personal information include other arts organisations with whom we are operating in partnership in relation to a specific event or activity and agents and sub-contractors of the charity tasked with performing specific tasks to improve or facilitate our operations and the service we provide to our customers and supporters.
We will only share the minimum information necessary for the partner, agent or sub-contractor to perform their duties and will not transfer your data to them other than for the limited purposes of these duties. Nor will be transfer your data outside the European Union without your express permission.
7. Children’s information
The charity does not normally process children’s information and, as far as it is aware, all of those on its database are adults.
8. How do we keep your information safe?
We understand the importance of security of your personal information and take appropriate steps to safeguard it. We have internal polices and controls in place to make sure that your data is not lost, accidentally destroyed, misused or disclosed and is not accessed except by our employees in the proper performance of their duties. We regularly review our IT operations to ensure security and that our approach is fit for purpose.
Where we engage third parties to process data on our behalf we do so on the basis of written instructions, are under a duty of confidentiality and are obliged to implement appropriate technical and organisational measures to ensure the security of data. We ensure that these third parties comply with the GDPR
9. Automated Decision Making
We do not use automated decision making.
10. How long do we keep your personal data?
We shall keep data for a maximum period of 10 years unless we have evidence of your continuing interest in the charity and its events and activities.
11. Your rights and your personal data
Unless subject to an exemption under data protection legislation, you have the following rights with respect to your personal data:
• The right to request a copy of your personal data which the Rimbaud and Verlaine Foundation holds about you; Please contact firstname.lastname@example.org if you want access to any of your personal data.
• The right to request that the Rimbaud and Verlaine Foundation correct any personal data if it is found to be inaccurate or out of date;
• Because we rely on your consent as your legal basis to process your personal data, you have the right to withdraw your consent and ask for your data to be deleted at any time.
12. Further processing
If we wish to use your personal data for a new purpose, not covered by this Privacy Statement, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.
13. Who do you contact?
To exercise all relevant rights, queries or complaints please in the first instance contact the Rimbaud and Verlaine Foundation at email@example.com or 07739 937809.
14. How can you complain?
If you are not happy with the way your information is being handled please contact us in the first instance on firstname.lastname@example.org or on 07739 937809.
15. Changes to this policy