We are committed to protecting your personal information and being transparent about what information we hold about you. Using personal information allows us to develop a better understanding of our audiences and in turn to provide you with relevant information about the work that we do.
The purpose of this policy is to give you a clear explanation of how we collect and use the information we collect from you directly. Under data protection and privacy laws, we are responsible for making sure your personal information is being processed lawfully, fairly and responsibly. This policy explains:
- which information we might collect about you, for what purpose and under what legal basis
- where we store your information and how long we keep it
- your rights under data protection and privacy laws
- how you can control what marketing communications you receive from us
- information about cookies your devices may receive when using our website
If you have any questions please contact us at firstname.lastname@example.org
Who we are
Cement Fields is:
- a registered charity, No. 1122498
- a company incorporated in England and Wales with registration number 6272178 with registered office at School of Arts, Jarman Building, University of Kent, Canterbury CT2 7UG
The information we collect
The personal information we collect from you includes:
- your name, your contact information such as your address, email address and telephone number
- your date of birth, where applicable
- financial information you provide when you make a payment to us or we make a payment to you, such as your bank details or debit/credit card details, although we don’t store debit/credit card details
- transaction information, such details about purchases and registrations you make through our site or when you buy from related third party sites, such as Eventbrite, and billing details
- your declaration as to whether you are a taxpayer so that we can claim Gift Aid, if applicable
- information about your computer/mobile device and your visits to and use of this website, including your IP address, your browser type and language, and your geographic location
- your email address and subscription preferences when you sign up to our mailing list including how you use our emails – for example, whether you open them and which links you click on
- information about you that you give us in person, by filling in forms on our site or by corresponding with us by phone, e-mail, post or otherwise
- the content you post on our social media channels (text, images, photographs, messages, comments or any other kind of content)
How we collect your information
We collect information about you in the following ways:
- when you make an enquiry, make a donation, register for or attend an event or activity, or otherwise provide us with personal information
- when you use, view or engage with our digital platforms, including our website, social media channels and email marketing
- when you supply us with a service or we supply you with goods or a service
- when you sign up to our mailing list
- when you apply to a job, opportunity or open call
How we use your information
The purpose of collecting your personal information is to:
- keep you informed about our programme – events, festivals, artist opportunities, workshops, learning and schools and young people projects, and other campaigns, where you have consented to be contacted
- to process donations from you
- to deliver products or services to you
- to manage records and processes internally, such as record keeping of enquiries, feedback or complaints
- to invite you to participate in voluntary surveys or research
- manage, maintain and improve our website for you and others
- personalise and otherwise improve your experience of our website
- comply with legal and regulatory obligations (for example to government bodies and law enforcement agencies)
- to ensure that the content and timing of communications that we send you are as relevant to you as possible
- in order to identify and prevent fraud
- if you apply to any of our open calls or submit an application to create new work at our festival/s, we may hold your data and application
- return any open calls or application submissions and, where applicable, to offer you further opportunities
- contact you with relevant job opportunities, where applicable
You have the right to object to how we process your data at any time. If you wish to do so, please contact us at email@example.com. Please bear in mind that if you object this may affect our ability to carry out tasks above that are for your benefit.
Sensitive personal data
Data Protection law recognises that certain categories of personal information are more sensitive such as health information, race, religious beliefs and political opinions. We do not usually collect this type of information about our audiences unless there is a clear reason for doing so. For example, we may collect health information about participants taking part in workshops to ensure accessibility.
Our legal basis for processing your information
We are required to outline the legal basis on which we process your personal data.
Where we believe it is of legitimate interest to you, or us, to process your data, we will. We will not use your personal information for activities where our interests are overridden by the impact on you. For example, where collection and use of your information would be excessively intrusive.
We may need to collect, process and disclose personal information to comply with a legal obligation. For example, where we are ordered by a court or regulatory authority, or we are legally required to hold donor transaction details for Gift Aid or accounting/tax purposes.
We may collect and process personal information in the course of performance of a contract. For example, if you agree to work for us, make a purchase from us or make a donation to us, we need to be able to process your information for the purpose of meeting our contractual obligations such as contacting you by email or telephone in the case of the cancellation of an event.
In many instances, we will rely on obtaining your consent to our use of your personal information in a certain way. For example, asking for your consent to use your personal information to send you direct marketing information. For any situations where the above are not appropriate, we will instead ask for your explicit consent before using your personal information in that specific situation.
Where we store your information
We will never sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so.
The information that we collect from you may be transferred to, and stored, outside the European Economic Area (“EEA”) and it may also be processed by staff operating outside the EEA, who work for us or for one of our suppliers:
- our marketing email provider, Mailchimp
- our donations payment system for transactions, PayPal
- our e-commerce, Big Cartel
- our payment system, via our bank account, or accounting software Xero,
- our payroll provider Omega services
- our pension scheme administrator, NEST
- our staff HR system, CharlieHR
- our web host, Zen
- our social media management software, HootSuite
- our staff only office software and systems, Microsoft Office 365 and Google Drive (G-Suite)
- our audience research tool, Audience Agency’s Audience Finder on behalf of Arts Council England
- our criminal record checks, Disclosure and Barring Service (DBS), with UKCRBS
- our visa and immigration processes and checks including sponsorship for staff, artists and suppliers alike, UK Visas & Immigration
Unfortunately, the transmission of information via the Internet (including via email) is not completely secure and we cannot guarantee the security of your data transmitted to us – therefore any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
There are certain circumstances under which we may disclose your personal information to third parties. When it is necessary for a third party to be able to provide you with products or services that you’ve requested. For example, you have booked a ticket to an event that we are producing in partnership with another organisation. Your information, however, will only be used in relation to the specific activity or event and we will always ask for your explicit consent before sharing data with our partners.
How long we keep your information
We will only keep the information we collect about you for as long as required for the purposes set out here or as required to comply with any legal obligations to which we are subject.
Some personal information may be retained by us in archives for statistical or historical research purposes although we will do this in a manner that complies with data protection law. Personal information that we no longer need is securely disposed of and/or anonymised so you can no longer be identified from it.
We aim to communicate with you about the work that we do in ways that you find relevant, timely and respectful. If you have agreed to be contacted with marketing communications, we may use your personal information to send you the latest information about our programme – events, festivals, artist opportunities, workshops, learning and schools and young people projects – as well as information about products, services and events that we are involved in providing. To do this we may use the data that we have stored about you, such as what events you have booked for in the past, as well as any preferences you may have told us about.
While you are opted in to receive marketing communications, we will store records of what communications we have sent you and how you have engaged with them. If you opt-out, we will store only enough to ensure that we do not contact you against your wishes.
Even if you have opted out of marketing communications, we may still need to contact you if you carry on dealing with us, including:
- to provide you with information you need in order to participate in an activity or event you have registered for
- to process a donation you make
If you no longer wish to receive marketing communications from us, please contact us at firstname.lastname@example.org, click on the unsubscribe link in an email from us, or use the contact details at the end of this policy.
Security of your personal information
We put in place appropriate safeguards (both in terms of our procedures and the technology we use) to keep your personal information as secure as possible. Where possible, we will not transfer, process or store your data anywhere that is outside of the European Economic Area.
Cookies are text files placed on your computer by a website when you use it to collect standard internet log information and information about the behaviour of visitors to that website. For more information on cookies, visit www.aboutcookies.org or www.allaboutcookies.org
A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us. You can choose to accept or decline cookies. Some internet browsers will enable you to decline cookies, although some of our website features may not function as a result, and the websites listed above can help you remove cookies from your browser.
Privacy policies of other websites
You have the right to request:
- a copy of all personal data we hold about you in a portable format
- that we correct, complete or remove information you think is inaccurate or incomplete
- that we delete the information we hold about you, suspend or restrict its processing or object to its processing
If you would like to exercise any of these rights, please contact us at email@example.com. If you make a request, we have one month to respond to you.
If you have any concerns about how we handle your personal information, you have the right to make a complaint to the Information Commissioner’s Office (ICO), which regulates and supervises the use of personal data in the UK. See their website for more details: https://ico.org.uk/concerns/handling/
How to contact us
Marketing and Communications Coordinator / Data Protection Officer
School of Arts, Jarman Building, University of Kent, Canterbury CT2 7UG