We are committed to protecting your personal information and being transparent about what information we hold about you.
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
- 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 email@example.com.
Collection of Information by CVAN EM
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:
- 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
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?
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).
Information being transferred outside of Europe
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 firstname.lastname@example.org 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.
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: email@example.com.
Links to other websites
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.
Colette Griffin, Regional Director, Contemporary Visual Arts Network East Midlands, New Art Exchange, 39-41 Gregory Boulevard, Nottingham, NG7 6BE