Privacy policy

Purpose of Policy

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 patrons and in turn to provide you with relevant and timely information about the work that we do. It also helps us to engage with potential donors and supporters.

The purpose of this policy is to give you a clear explanation about how we collect and use the information we collect from you.

We use your information in accordance with all applicable laws concerning the protection of personal information including The Data Protection Act 2018 and the General Data Protection Regulation. This policy explains:

• What information we may collect about you
• Legal basis for processing personal data
• How 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 website
• Information about how we keep your personal information secure, how we maintain it, and your rights to be able to access it

If you have any queries about this policy, please contact the Data Protection Officer at artsdepot, Helen Draper, by emailing datacontroller@artsdepot.co.uk

Who we are

artsdepot is an award-winning cultural hub welcoming over 154,000 people each year. We present a programme of performances, events, exhibitions, and creative learning and participation opportunities, support artist development, and offer spaces for hire.

artsdepot is a registered charity (no. 1083893), a registered company (no. 05247364) and is an Arts Council England National Portfolio Organisation.

Information collection

We collect various types of information and in a number of ways:

Information you give us

For example when you register on our website, buy tickets or make a donation, we’ll store personal information you give us such as your name, email address, postal address and telephone number. We will also store a record of your purchases and donations.

Information about your interactions with us

For example, when you visit our website, we collect information about how you interact with our content. When we send you a mailing we store a record of this, and in the case of emails we keep a record of which ones you have opened and which links you have clicked on.

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 patrons unless there is a clear reason for doing so. As an example, we collect health information about participants in our programme of classes and courses.

Legal basis

There are three bases under which we may process your data:

Contract purposes

When you make a purchase from us or make a donation to us, you are entering into a contract with us. In order to perform this contract we need to process and store your data. For example, we may need to contact you by email or telephone in the case of cancellation of a show, or in the case of problems with your payment.

Legitimate business interest

In certain situations we collect and process your personal information for purposes that are in our legitimate organisational interests in delivery our services. However, we only do this if there is no overriding prejudice to you by using your personal information in this way. We describe below all situations where we may use this basis for processing.

With your explicit consent

For any situations where the two bases above are not appropriate, we will instead ask for your explicit consent before using your personal information in that specific situation.

How we use personal data

We hold and process personal data for the following purposes (use of processed personal data & legal basis for processing personal data are listed):

• When you buy a ticket to a show or event – Contractual, legitimate interest
• When you wish to participate in an event – Contractual, legitimate interest
• When we need to update about your purchase – Contractual
• Communication to you by newsletters and publications – Legitimate interest, consent
• When you apply for paid or voluntary position – Contractual, legitimate interest
• When you supply goods and services to us – Contractual, legitimate interest
• When you receive goods or services from us – Contractual, legitimate interest
• When you visit our website or use our WiFi – Legitimate interest, consent
• When you give us a donation or grant – Contractual, consent
• When you complete one of our surveys – Legitimate interest
• Analysis of data for audience development – Legitimate interest

In all of the above cases we will always keep your rights and interests at the forefront to ensure they are not overridden. You have the right to object to any of this processing at any time. If you wish to do this, please use the contact details at the end of this policy. Please bear in mind that if you object, this may affect our ability to carry out tasks above that are for your benefit.

Third parties

There are certain circumstances under which we may disclose your personal information to third parties. These are as follows:

• To our own service providers who process data on our behalf and on our instructions (for example our ticketing system software provider). In these cases we require that these third parties comply strictly with our instructions and with data protection laws, for example around security of personal data.
• Where we are under a duty to disclose your personal information in order to comply with any legal obligation (for example to government bodies and law enforcement agencies).
• To specific named visiting companies (‘Partner Companies’) whose performances you have attended. In these cases we will always ask for your explicit consent before doing so.

artsdepot is a fundraising organisation that uses publicly available records to research potential donors from within our audience database, we occasionally collaborate with third parties who help analyse our records to identify potential supporters. If you wish to be excluded from this type of research please inform our data protection officer – contact details are at the bottom of this page.

Cookies

Cookies are small text files that are automatically placed onto your device by some websites that you visit. They are widely used to allow a website to function (for example to keep track of your basket) as well as provide website operators with information on how the site is being used.

We use cookies to keep track of your basket as well as to identify how the website is being used and what improvements we can make.

We use Google Analytics including Demographics and Interest Reporting. If you would prefer your data not to be used for these purposes, you can opt out here.

Your debit and credit card information

If you use your credit or debit card to purchase from us or to make a donation, we will ensure that this is carried out securely and in accordance with the Payment Card Industry Data Security Standard.

Maintaining your personal information

We store your personal information indefinitely such that for any subsequent purchases you make we are able to link them back to a single unique record that we hold for you on our system.

If there are aspects of your record that are inaccurate or that you would like to remove, you can usually do this by logging in to your account through our website. Alternatively please use the contact details at the end of this policy.

Any objections that you make to any processing of your data will be stored against your record on our system so that we can comply with your requests.

Security of your personal information

We will 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. We will ensure that any third parties we use for processing your personal information do the same.

We will not transfer, process or store your data anywhere that is outside of the European Economic Area.

Your rights to your personal information

You have a right to request a copy of the personal information that we hold about you and to have any inaccuracies in this data corrected. Please use the contact details at the end of this policy if you would like to exercise this right.

Contact details and further information

Please get in touch with us if you have any questions about any aspect of this privacy policy, and in particular if you would like to object to any processing of your personal information.

Data Protection Officer – Helen Draper
artsdepot, 5 Nether Street, Tally Ho Corner, North Finchley, London, N12 0GA
Email: datacontroller@artsdepot.co.uk

Updated: September 2023