About this policy
Carpenter’s Wharf Studios is committed to protecting the personal information that you share with us. We want to maintain the trust that our artists, visitors and supporters have in the project especially when using our website or being contacted by us directly through the Carpenter’s Wharf Studios and Anderson Foundation website.
This policy describes how we use your personal data when you use our website (https://www.carpenterswharfstudios.co.uk/) or when we provide services to you. We have provided this policy to ensure that you understand what personal data we may collect and hold about you, what we may use it for and how we keep it safe. You have legal rights to access the personal data that we hold about you and to control how we use it which are also explained.
Who we are and how you can contact us
We are Anderson Foundation (registered charity number 1063380, registered office at Springfield Lodge, Colchester Road, Springfield, Chelmsford, Essex, CM2 5PW).
You can contact us in writing at the above address or by emailing firstname.lastname@example.org—- If you would like to speak to us, please call us on 01245 399 999.
What our Policy covers:
- The personal information that we collect
- Why we collect this information for art applications and how we use it
- How we keep this information secure
- How you can remove your personal information from our records
- Rights to access personal information
- Further information on data protection
What personal data we collect about you
- personal data that you provide to us. There are lots of ways in which you may share your personal data with us, for example, you may complete the contact form and apply forms on our website post on social media sites that we run, or contact us by telephone, email, or in person in connection with services that you would like to buy, or have already bought, from us, or events you attend or are invited to. The personal data that you provide to us may include your name, address, e-mail address, phone number and art and exhibition related images, copyright to you that you upload during application process.
- personal data that we receive from third parties.If we work with other businesses or art forums these parties may collect personal data about you which they will share with us. For example, we may have your name and contact details passed to us by the company or individual by whom you are invited to a gallery exhibition, workshop or residency related event.
- personal data about your use of our website. This is technical information and includes details such as your browser type and version, time zone setting, browser plug-in types and versions, operating system and platform, as well as details of how you navigated to our website and where you went when you left, what pages you viewed or searched for, page response times, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs).
What we use your personal data for
We use your personal data in the following ways:
- personal data that you provide to us is used to:
- process and respond to any enquiries you make
- provide you with the information and services that you request from us
- provide you with marketing information in accordance with your marketing preferences.
- manage and administer our business
- review and improve our service
- personal data that we receive from third parties is combined with the personal data that you provide to us and used for the purposes described above.
- personal data about your use of our website is used to:
- administer our website and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes
- to improve our website to ensure that content is presented in the most effective manner for you and for your computer or mobile device
- as part of our efforts to keep our site safe and secure
- to measure or understand the effectiveness of advertising we serve to you and others, and to deliver relevant advertising to you
- to make suggestions and recommendations to you and other users of our site about services that may interest you or them
When we need your consent to use your personal data
Whilst we always want you to be aware of how we are using your personal data, this does not necessarily mean that we are required to ask for your consent before we can use it. In the day to day running of our business we may use your personal data without asking for your consent because:
- we are entering into and carrying out our obligations under a contract with you
- we need to use your personal data for our own legitimate purposes (such as the administration and management of our business and the improvement of our services) and our doing so will not interfere with your privacy rights
In exceptional circumstances we may wish to use your personal data for a different purpose which does require your consent. In these circumstances we will contact you to explain how we wish to use your data and to ask for your consent. You are not required to give consent just because we ask for it. If you do give consent you can change your mind and withdraw it at a later date.
Personal data you are legally obliged to provide
You are not under a legal obligation to provide us with any of your personal data but please note that if you elect not to provide us with your personal data we may be unable to provide our services to you.
Your rights to know what personal data we hold and to control how we use it
You have a legal right to know what personal data we hold about you – this is called the right of subject access. You can exercise this right by sending us a written request at any time. Please mark your letter “Subject Access Request” and send it to us by post or email using the details set out in the Who we are and how you can contact us page at www.andersonfoundation.co.uk.
You also have rights to:
- prevent your personal data being used for marketing purposes.
- have inaccurate personal data corrected, blocked or erased
- object to our using your personal data in ways that are likely to cause you damage or distress
- restrict our use of your personal data
- require that we delete your personal data
- require that we provide you, or anyone that you nominate, with a copy of any personal data you have given us in a structured electronic form such as a CSV file
You can find full details of your personal data rights on the Information Commissioner’s Office website at ww.ico.org.uk.
Automated decision making and profiling
We do not make use of automated decision making or profiling.
When we will share your personal data with others
We share your data with the following people in the day to day running our business:
- Other companies that are associated with Anderson Foundation and Carpenter’s Wharf Studios
- Any business partners, suppliers and sub-contractors we work with to provide you with services that you have requested from us
- We may also share your personal information with third parties on a one-off basis, for example, if:
- we sell or buy any business or assets (including our own), in which case we will disclose your personal data to the prospective seller or buyer of such business or assets
How we keep your personal data safe
We take every care to ensure that your personal data is kept secure. The security measures we take include:
- Only storing your personal data on our secure servers
- ensuring that our staff receive regular data security awareness training
- Keeping paper records to a minimum and ensuring that those we do have are stored in locked filing cabinets on our office premises
- Maintaining up to date firewalls and anti-virus software to minimise the risk of unauthorised access to our systems
- Enforcing a strict policy on the use of mobile devices and out of office working
- Only authorising access to our systems to members of staff who have been training in data protection
Unfortunately, sending information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of personal data sent to our website; you send us personal data at your own risk. Once we have received your personal data, we will use strict procedures and security features (some of which are described above) to try to prevent unauthorised access.
How we use your personal data for marketing
We will add your details to our marketing database if:
- you make an enquiry about our services
- you buy our services
- you attend an event hosted by us
- you make a pledge/donation to the charity
- you have told a third party that you would like them to pass us your contact details so that we can send you updates about our services
We may send you marketing communications by email or post.
You can ask us to only send you marketing communications by particular methods (for example, you may be happy to receive emails from us but not by post, you may ask us not to send you any marketing communications at all.
You can check and update your current marketing preferences at any time by calling or emailing us at email@example.com
We never share your personal data with third parties for marketing purposes. We will only share your personal data with third parties for marketing purposes if you provide us with your consent to do so by ticking a box on a form we use to collect your personal data.
When we will send your personal data to other countries
We do not transfer your personal data outside of the EU.
How long we keep your personal data
We only keep your personal data for as long as we actually need it. In practice this means that we will keep:
- name and contact details for 12 years
Please note that we may anonymise your personal data or use it for statistical purposes. We keep anonymised and statistical data indefinitely, but we take care to ensure that such data can no longer identify or be connected to any individual
If your social media settings on platforms such as Facebook and Instagram allow, we may have permission to use information which you have shared on such sites to advertise the Gallery and Residency activities to you. This information is pseudonymised and Carpenter’s Wharf Studios has no direct access to your personal information from these sites.
Photography & Filming
We regularly photograph the project’s activities to use for marketing, and artist publicity purposes – images provide a great way of giving the public and our supporters a better understanding of what we do. We will require verbal and written consent from artists taking part in all workshops/studios before a session is photographed. We may also ask for consent in the form of student contracts or release forms. Most of our public events are photographed professionally and by attending the event you agree to be photographed.
The gallery and studio residency might use images for the following hard copy and digital marketing purposes:
- Books or publications
- Online advertising
- Printed advertising
- Social media
- Outdoor advertising
Should you wish for a photograph of yourself to be removed from our online platforms (for example our website or social media) please email firstname.lastname@example.org and include the location in which we can find the image. Please note that any print material cannot be revoked once published (where consent was previously given).
How you can make a complaint
If you are unhappy with the way we have used your personal data please contact us to discuss this by emailing email@example.com
You are also entitled to make a complaint to the Information Commissioner’s Office which you can do by visiting www.ico.org.uk. Whilst you are not required to do so, we encourage you to contact us directly to discuss any concerns that you may have and to allow us an opportunity to address these before you contact the Information Commissioner’s Office.
We regularly review the personal data that we hold, and pro-actively remove data when we think that there is no longer a legitimate interest in the gallery and residency affairs.
How we keep this policy up to date
We will review and update this policy from time to time. This may be to reflect a change in the services we offer or to our internal procedures or it may be to reflect a change in the law.
The easiest way to check for updates is by looking for the latest version of this policy on our website (https://www.carpenterswharfstudios.co.uk) or you can contact us to ask us to send you the latest version of our policy.
Each time we update our policy we will update the policy version number shown at the end of the policy and the date on which that version of the policy came into force.
This is policy version V1 which came into effect on April 2019.
Although every effort has been made to ensure the information in this policy is accurate at the time of publication, Carpenter’s Wharf Studios does not accept any liability for error or omission.