Privacy Statement

Create Gloucestershire Privacy Statement

1.      What personal data do we collect and how do we use it?

2.      Publicly shared data

3.      Network Profile page amendment or removal

4.      Create Gloucestershire Newsletter Subscription

5.      External links

6.      Job/position applications

7.      Test Projects

8.      Legal Requirements

9.      Commercial disposal to third parties

10.  Data retention

11.  Amending our Privacy Statement

 

1.      What personal data do we collect and how do we use it?

We collect personal data from you when you register to join our database, receive newsletters or contribute materials to share with the network. This information is protected by UK data protection law. We will remind you how we use your data whenever you give us your details, and ensure you have a choice about what data you share.

We ask you to provide us with details such as name and email address — many fields on our registration form are optional but certain fields are mandatory. The data we collect from you is an important to understand where our network is operating and identify gaps, which is part of our role as a Sector Support Organisation. It also helps us to understand our site user base and allows us to send you information regarding site or Create Glos policy changes, such as modifications to our terms and conditions.

We do not share your personal information with third parties or send you Create Glos communication without your prior consent — you must actively give us your consent in order for us to process your personal data. 

Create Gloucestershire holds your details securely using tools that we have audited to ensure they meet our security standards.  If you want to change the way in which we communicate with you or stop communications from Create Gloucestershire you can do so at any time by

-          Clicking the unsubscribe link on our newsletter

-          By emailing hello@creategloucestershire.co.uk

 

2.      Publicly shared data:

The information included the Submit Form and for use to create a Network Profile page is shared publicly on the Create Gloucestershire website. You can choose what information you supply and how we share it on your behalf.

We use Squarespace to store this information and you can view Squarespace’s Privacy Policy here. squarespace.com/privacy/

We cannot guard against manual collection by third parties of the data published on this site.  You should be aware of the fact that publishing personally identifying information on the internet potentially puts you at risk of identity theft.  Please bear this in mind when adding content to the site. You can find more information about preventing identity theft on this website: 

 

3.      Network Profile page amendment or removal:

If you wish to amend or remove your profile from the Create Glos website you can do so at any time by emailing hello@creategloucestershire.co.uk    Your information will be deleted permanently within 1 week of making your request.  You are welcome to sign up again at a later date if you choose to.

Create Gloucestershire will remind you on an annual basis to review your profile page to ensure the information provided is accurate and up to date.  If you do not amend or confirm your profile during this annual review your page will be deleted.  You are welcome to request a new Profile page at a later date if you choose.

 

4.      Create Gloucestershire newsletter Subscription

When you sign up for our newsletter:

-          We will collect your name and email address

-          You agree the collection, storage and processing of this personal data by Create Gloucestershire, using MailChimp

-          Your personal data will be used to send you our irregular newsletter, which includes industry news, views and opportunities from Create Gloucestershire.  We will also use this data to send information about your subscription

-          We will confirm that the information we hold is accurate and up to date by contacting you annually to review your information and ensure that you still want to hear from us.

We use MailChimp to store email address and names in order to send Create Glos newsletters and to track interactions from those newsletters.  You can see MailChimp’s Privacy Policy here. mailchimp.com/legal/privacy/

Our newsletter opt-out policy:

You can opt-out from our newsletter at any time by clicking on the ‘unsubscribe’ link at the bottom of the newsletter or by emailing hello@creategloucestershire.co.uk

 

5.      External Links

www.creategloucestershire.co.uk contains links to other websites.  When you click on any of these links you are moving onto another site and that their terms, conditions and policies will apply when you are visiting their pages.  These terms and conditions may differ from those of Create Gloucestershire.

 

6.      Job applications

We may advertise a Create Glos job vacancy or other position with the company on our website which you can apply for.  Applications are requested via email, although hard copies can be sent if there is good reason to do so. If you apply for a job or position with Create Gloucestershire we collect personal data from you.  We also offer you the opportunity to complete an Equal Opportunities Monitoring Form which contains Special Characteristic data.

If sent electronically, the application form and CV you send are processed using Google (Gmail) and stored in Dropbox.

The Equal Opportunities monitoring form is sent to 1 member of the team – usually the Company Manager, as specified on the form.  The information you send on the Equal Opportunities form is optional.  The information is collated anonymously into an Excel spreadsheet and the form is then permanently deleted from Gmail.  No other tools are used to store this form if it is sent electronically.

If you send a paper copy of your application and Equal Opportunities form, the EO form is detached from your application before being collated and then shredded.

You can see Google’s Privacy Policy here.  policies.google.com/privacy

You can see Dropbox’s Privacy Policy here. dropbox.com/en_GB/privacy

7.      Test Projects

Create Gloucestershire ‘tests’ projects to gain new insights and learning to support the arts, culture and creative sector in Gloucestershire.  If you take part in one of our test projects we may collect your name, email address and occasionally your phone number in order to keep in touch with you through the duration of the project.  This personal data will only be used in connection with the specific project.  You may be invited to contribute to the learning gained from the project via a survey during or after the project is complete.  Surveys are often anonymous but on occasion may request personal data or special characteristics data if the test programme requires it.  If this is the case, we will be clear about why we are asking for this data, give you the choice about what data you share and confirm how we will use and protect your information.

Surveys are stored using Survey Monkey.  You can see Survey Monkey’s Privacy Policy here. surveymonkey.com/mp/legal/privacy-policy/

8.      Legal Requirements

Create Glos may be required to disclose your user data by a court order or to comply with other legal requirements. We will endeavour to inform you of this requirement wherever possible, unless we are legally restricted from doing so.

 

9.      Commercial disposal to third parties

Create Glos does not sell, rent or distribute any personally identifying data from our users to third parties for commercial purposes without your prior consent. 

The company works in partnership to deliver its test projects.  As such it may help to share personal data with partner organisations.  In this case, you will be given the right to choose whether or not you wish your personal data to be shared with a partner and will be given detailed information about how your data will be protected within the partnership arrangements.  Data protection obligations and agreed data sharing protocols are also detailed within the Partnership Agreement between Create Gloucestershire and the Test Project Partner. 

 

10.  Data retention

Any personal data that we process for any purpose shall not be kept for longer than is necessary for that purpose. We will take steps to regularly audit the data we hold with a view to removing any data which is no longer necessary for that purpose. 

You may instruct us to provide you with any personal data we hold about you; this may be subject to the supply of appropriate evidence of your identity.

 

11.  Amending our Privacy Statement

We may update this policy from time to time by publishing a new version on our website. You should check this page occasionally to ensure you are happy with any changes to this policy.

If you have any questions about the Policy or would like to change your communication preferences contact us hello@creategloucestershire.co.uk

 

Privacy Statement updated May 2018