Privacy Policy

This Privacy Policy relates to ACEarts processing of data across the whole organisation. Data is collected on this website through your use of web forms and our newsletter sign ups and through this website’s use of cookies which is detailed in our Cookie policy. We process data in compliance with the General Data Protection Regulation (GDPR) which applies in the UK and across the EU from May 2018.

The privacy and data security of our visitors, members, stakeholders is important to us at ACEarts. Through our communications, events and activities we aim to build strong and meaningful relationships with our members and stakeholders. We carry out research to better understand our artists’ and supporters’ relationship with the Guild and to help us identify their interests, needs, and potential for supporting the Guild.

In order to deliver these opportunities, services and products in a bespoke manner and to ensure each individual receives relevant information, ACEarts processes the personal data of our artists and supporters. This helps to ensure that they are getting the most relevant and appropriate communications from us for their interests and purposes.

If anyone has any questions about how we process their personal data or if they wish to opt-out of certain types of processing or communications, they should contact us by email at hello@acearts.co.uk or by telephone on 01458 273008.

What Personal Information We Hold:

Depending on your relationship and interactions with ACEarts, the personal data we hold and process may include:

• Current and previous contact details including name, address, phone number and email addresses

• Communication preferences

• Personal data provided for specific purposes (e.g. disability and dietary preferences when attending events)

• Records of workshops, talks and events attended

• Records of communications and interactions we’ve had with individuals

• Records of financial transactions including event payments, shop purchases, online shop purchases, donations, Friend and Membership payments, invoices, records of artists’ sales and Gift Aid declarations

• For regular donors, Friends or Members paying via Direct Debit, details of Direct Debit instruction including bank account details

• Contracts for Employees, Artists and Exhibitors

• Individuals’ employment information, or voluntary positions held

• Interests – (e.g where visitors have stated an interest in a particular craft form or maker)

• Cookie and Google Analytics Data

• CCTV footage of visitors to the gallery.

• In the case of Members and Exhibitors, biographical information, education history, craft specialism and history of craft practice

• In cases where we believe an individual may be able to further our strategic aims through providing support we may record a person’s ability and willingness to make donations, including our assessment of their capacity to give and whether particular donations or funding appeals may be of interest to them (this is assessed through publicly available information)

• An individual’s history of philanthropy and other giving, including donations to ACEarts and/or other organisations and other support that you provide.

How we collect and store this data:

In most cases the information we hold has been provided to us by you. For example, through filling in mailing forms on our website or on paper, while registering for an online account with our shop, filling in Artists applications and Friend subscription forms, providing us with financial information to complete transactions or by corresponding with us by telephone, letter, email, face-to-face or otherwise.
In some instances we may record information on you that we have collected from publicly available sources, such as targeted internet searches, and may search the following websites (either directly or using search engines) in order to obtain and maintain the accuracy of data we hold. Examples of such publically available sources include:

• Companies House and other business-related resources for UK companies

• Craft Council Directory and other Craft membership organisations

• University websites, staff and lecturer directories.

• Wikipedia

• Charity Commission and other internet sources for not for profit organisations

• LinkedIn, to check business details

• Press sources (e.g. newspaper articles and databases) which may include media monitoring (e.g. Google alerts)

The information we get from other organisations may depend on your privacy settings on these websites. We recommend that these settings are checked regularly.
As part of standard fundraising practice, if an individual is preparing to donate a significant gift to ACEarts we will carry out due diligence research to ensure that donations are consistent with our values.

Sensitive Personal Data:

In the case of employees, volunteers, exhibitors and artists, ACEarts asks for equality monitoring information including ethnic origin, any disabilities, sexuality, age and gender at the time of an application for a post, or exhibition contract. We do this in order to fulfil our duties as an equal opportunities employer. This is defined as sensitive data. If an individual chooses to provide such data, they give consent for tACEarts to use this data in an anonymous and aggregated form, for statistical purposes. These records are kept in strict confidence and will not be released to third parties without explicit consent.

Sharing with External Parties

ACEarts do not sell personal data to third parties or share it for any commercial purposes. We also will not permit third parties to sell on the data we have shared with them, under any circumstances. We will not usually share information with external parties, except in the following circumstances:

• When you have given us permission to do so:

• Where we are required to do so by law

• To third parties engaged by ACEarts as approved data processors to provide our services.

When transferring data to third-party processors, we make sure that data processing agreements are in place. If non-European Economic Area data processors are used, we will ensure that appropriate privacy safeguards are in place.

Security Measures

We take the security of data very seriously and have measures in place to protect Personal Information from loss, misuse and unauthorized access, disclosure, alteration and destruction, taking into account the risks involved in the processing and the nature of the Personal Information.
Data we collect is regularly reviewed and updated to ensure accuracy. As many of our supporters, artists and exhibitors have a life-long relationship with ACEarts data may be kept indefinitely. If data is no longer needed for the purpose it was collected it will be reviewed and either securely destroyed or kept for archival purposes due to future public interest in the Guild as an important community organisation.

Subject access requests

All individuals who are the subject of data held by ACEarts are entitled to:

• Ask what information the Charity holds about them and why

• Ask how to gain access to it

• Be informed how to keep it up to date

• Be informed how the Charity is meeting its data protection obligations

Subject Access Requests should be submitted by email to ACEarts. On receipt of a Subject Access Request ACEarts will respond within 30 days of the request being made.

The right to be forgotten

In certain circumstances, subjects have the right to be deleted from our database.
Requests to have data deleted from our records should be submitted electronically to the Data Protection Officer. He will ensure that the relevant personal data is removed from all ACEarts electronic storage systems, and that any relevant hard copy files are either redacted or destroyed.

Changes to our Privacy Policy

We regularly review our privacy policy. We will publish on our website any changes we make to this privacy statement and notify you by other communication channels where appropriate.