Privacy Policy

We are committed to protecting your personal information and being transparent about what information we hold about you.

This privacy policy sets out how the Contemporary Visual Arts Network East Midlands (CVAN EM) uses and protects any information that you give us when you engage with us. We may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This policy is effective from 17 February 2022.

Using personal information allows us to provide you with relevant and timely information about our work and develop a better understanding of our audiences.

The Contemporary Visual Arts Network East Midlands (CVAN EM) is hosted by New Art Exchange – Registered charity no. 1121755, Company no. 04899786. Registered in England and Wales.

The purpose of this policy is to give you a clear explanation of how CVAN EM collects and processes your information. This policy applies to the nine CVAN regions.

We use your information following all applicable laws concerning the protection of personal information. This policy explains:

  • What information we may collect about you
  • How and why we may use that information
  • In what situations we may disclose your details to third parties
  • Our use of cookies to improve your use of our websites
  • Information about how we keep your personal information secure, how long we maintain it and your rights to be able to access it
  • If you have any queries about this policy, please contact

Collection of Information by CVAN EM

CVAN EM collects information about individuals who engage with us by: booking a place at an event; uploading information to our website; subscribing to our mailing list; providing feedback on events. This information is collected online using: our website (see WordPress’ Privacy Policy), MailChimp (see MailChimp’s Privacy Policy), Eventbrite (see Eventbrite’s Privacy Policy) and Survey Monkey (see Survey Monkey’s Privacy Policy).

What information do we collect?

CVAN EM may collect ‘personal data’ – information about an individual who can be identified by it.  This information may include your:

  • Name
  • Email address
  • Postcode (only the first three characters)
  • Information contained in or relating to any communication that you send to us through our website – including the communication content and metadata associated with the communication and any information gathered on a form e.g. when you upload an event, opportunity or review

WordPress, which may record IP addresses in the course of providing web services to CVAN EM. Your data may also be available to WordPress to enable us and them to carry out analysis and research on demographics, interests and behaviour of our users to help us gain a better understanding of them to enable us to improve our services. Information on WordPress’s Privacy Policy can be read at:


We will ask you to consent to our use of Cookies when you first visit our website. Cookies collects information about your computer and about your visits to and use of this website (including your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths). Information on our Cookie policy can be found here.

How do we use this information?

We may use this information to:

  • Process your event booking
  • Provide you with information about CVAN EM events, opportunities and any changes being made to the organisation or website, through regular newsletters
  • Respond to any queries about CVAN EM
  • Ask that you complete an Equal Opportunities Monitoring form
  • Ask for feedback on an event you may have taken part in or a service you may have received

This information is only used by CVAN EM and helps with the planning and implementation of our activities, compiling our evaluation and funding reports, and reviewing the services we provide. We are aware of the importance of handling this data securely and has systems in place to ensure this happens. CVAN EM will only communicate with you information that you have requested to receive, which may include details of events and opportunities. You can stop receiving these communications at any time by opting out (please see the ‘How can I opt out?’ section below).

What procedures in place to safeguard this information?

CVAN EM safeguards this information by using secure passwords on all devices on which information is held; keeping digital and paper records locked away, controlling access to the information, holding backup files should data be lost due to flood or fire etc.; making staff aware of their responsibilities. We follow procedures in the storage and disclosure of the information given to us, to prevent unauthorised access, misuse, alteration or loss of information under our control. Any breach of this Policy will result in the implementation of a disciplinary procedure.

Who has access to this information?

Access is limited to CVAN EM staff and only when they need your details to provide the service required by you. We will not sell or rent your information to third parties, this includes not sharing your information with third parties for marketing purposes. Information is collected by our third-party service providers for the purposes of completing tasks and providing services to you on our behalf. For example, MailChimp manages our mailing list and is used to send our e-newsletter. However, when using third party service providers, we disclose only the personal information that is necessary to deliver the service, they keep this information secure, in line with our privacy policy and do not use it for their own direct marketing purposes. When using our secure online booking system, your booking is processed by Eventbrite, a third party service provider. They specialise in the secure online capture and processing of credit/debit card transactions and CVAN EM does not see your card details at any stage. Whilst we take appropriate measures, both technical and organisational, to safeguard your personal data you provide us, we cannot guarantee that transmissions over the internet are completely secure, therefore, the transfer of personal data via the internet is at your own risk.

Sharing Information with New Art Exchange

We share some of the data that we collect with our host New Art Exchange (NAE). We do this in order to improve our understanding of our audiences and their behaviours as well as our methods for engaging with them, and to contribute to NAE’s reporting to Arts Council England in compliance with its NPO funding agreement. The data that we would share would be about your use of our website, engagement with our social media, your attendance at our events, where you have travelled from to attend our in-person events (the first three characters only of your postcode).

All this data will be anonymised and will therefore not constitute personal data. It would be shared with NAE’s Data Protection Officer/Admin and Communications Officer. It would be subject to the same principles as all other data, as outlined elsewhere in this policy, as well as to the rigorous procedure set out in NAE’s Privacy Policy.

Information being transferred outside of Europe

The information which you provide to us may be transferred to countries outside the European Union. For example, we use MailChimp (based in USA) as a platform for emailing contacts. Please find their privacy policy here These countries may not have similar data protection law to the UK. By submitting your personal data, you’re agreeing to this transfer, storing and processing.

How we keep this information on file?

CVAN EM will hold your personal information on our systems for as long as is necessary to fulfil the purpose for which it was obtained. Due to the change in data law, from May 2018 we will regularly ask you to confirm you wish to stay on our mailing list. We plan this to take place a minimum of every three years after you first opted in. You can opt out at any time – see below.  Should you wish to unsubscribe from our mailing list, we may still hold your personal data on our database to the extent permitted by law.

How can you opt out?

You can choose whether or not you wish to receive information from us, we will not make contact with you unless you have opted in. If you no longer want to receive direct communications from us, then you can change your preferences or completely unsubscribe in one of two ways:

  • Click the ‘unsubscribe’ or ‘change preferences’ link at the bottom of emails sent to you
  • Email and we will process your request within 7 days.

We will not contact you for marketing purposes by email, phone or text message unless you have given your prior consent. If you have not consented to receive newsletters, we may still contact you in relation to an event booking, where that is necessary to fulfil that service to you. We will respond to your request to modify or delete information within 28 days.

Your rights

Under Article 17 of the GDPR individuals have ‘the right to be forgotten’, meaning they have the right to have personal data erased. You are legally entitled to access, modify, correct, revoke your consent and delete any data we hold relating to you and that you have the legal right to forbid this data being presented to any third parties. You have the right to ask for a copy of the information CVAN EM holds about you at any time. Please use the contact details below if you would like to receive a copy. Please note identification must be presented to verify your identity, before the information is provided by CVAN EM. The accuracy of your information is also important to us. If you change your email address, or any other information we hold is inaccurate or out of date, please email us at:

Links to other websites

This Privacy Policy applies solely to information and data collected by CVAN EM. Our website may contain links to other websites run by other organisations over which we have no control, so we encourage you to read the privacy statements on the other websites you visit. We are not responsible for the privacy policies and practices of other sites even if you access them using links from our website. In addition, if you were referred to our website from a third-party site, we cannot be responsible for the privacy policies and practices of the owners and operators of that third-party and recommend that you check the policy of that third-party site.

We operate a number of social media pages including Facebook, Twitter 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. 

Those aged 17 or under

We are concerned to protect the privacy of children aged 17 or under. If you are aged 17 or under, please get your parent/guardian’s permission beforehand whenever you provide us with personal information.


By using our website, you’re agreeing to the terms and conditions of this policy. This policy will be reviewed regularly and updated as necessary to reflect best practice in data management, security and control and to ensure compliance with any changes or amendments made to the Data Protection Act.


If you wish to make a complaint about us or the treatment of your data, please contact CVAN EM in the first instance.

Contact Us

If you have any questions about this Privacy Policy please contact:

Colette Griffin, Regional Director, Contemporary Visual Arts Network East Midlands, New Art Exchange, 39-41 Gregory Boulevard, Nottingham, NG7 6BE

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