Our contact details
Name: Data Protection Officer
E-mail: info@kirkstallarttrail.co.uk
Website: kirkstallarttrail.co.uk
The type of personal information we collect
We currently collect and process the following information:
- Personal identifiers, contacts and characteristics (for example, name and contact details, or photographs)
- Financial identifiers (for example, bank details if we are funded to pay an external artist, or you have paid us)
We do not collect any ‘special categories of data’ (personal data revealing racial or ethnic origin; political opinions; religious or philosophical beliefs; trade union membership; genetic data; biometric data (where used for identification purposes); data concerning health; a person’s sex life; and concerning a person’s sexual orientation), nor do we collect any ‘criminal offences data’ (personal data relating to criminal convictions and offences or related security measures).
We have links on our website to third parties, we do not have control over any data you share with them.
How we get the personal information and why we have it
Most of the personal information we process is provided to us directly by you for one of the following reasons:
- When you fill out a Contact Form
- When you subscribe to receive updates
- When you fill out an application to one or more of our activities
- When you enter a competition
- When you visit our website and accept the use of cookies – please see our cookie statement for further information
- When we enter into a contract with you
How we use your information
We use the information that you have given us in order to carry out the various activities Kirkstall Art Trail wish to pursue and only for the activities for which you have signed up for. We may share this information with funding providers, where we have permission from you to do so, and this will be made clear when you initially give us your consent.
Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:
(a) Your consent. You are able to remove your consent at any time. You can do this by contacting info@kirkstallarttrail.co.uk. If you have given us consent to:
- Send you updates by e-mail
- To use your name and/or photograph on our website and social media
(b) We have a contractual obligation. Where we have entered into a contract with you as an artist, venue or as a volunteer.
(c) We have a legitimate interest. Where we need your information to undertake our activities, or participation in surveys that can help us to improve our service.
How we store your personal information
Your information is securely stored.
- We have a secure website, with an SSL certificate. There is only one administrator and the website is not open to comments or membership. We use Friendly Captcha which is GDPR-Compliant Bot Protection to protect our website from spam. It is consent first.
- We use a third party, Mailchimp, to send out newsletters. Mailchimp is a data secure website.
- We use a third party, CuratorSpace, for artists to apply for the Art Trail, which is a secure website.
- We use Outlook, which is a secure email client.
All accounts are protected with a strong password. Your personal data is important to us, and we have strict data management protocols in place
How long do we retain your data?
We keep personal identifiers and contact information for up to 2 years following the end of any participation you have signed up for, this is to conduct any charitable evaluations (unless you request for it to be disposed of earlier).
If you have consented to sign up to our mailing list, then we keep this information until you choose to end this consent. We will then dispose your information by securely deleting it from our database. If you unsubscribe through the newsletter, sent via Mailchimp, your details will be automatically deleted from that database.
We review the data we hold annually and destroy any data that has passed its retention date.
Your data protection rights
Under data protection law, you have rights including:
Your right of access – You have the right to ask us for copies of your personal information.
Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing – You have the the right to object to the processing of your personal information in certain circumstances.
Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us at info@kirkstallarttrail.co.uk if you wish to make a request.
How to update information we may hold
If you have changed your personal information (for example, email address), and wish to update with us, please contact us at info@kirkstallarttrail.co.uk
How to complain
If you have any concerns about our use of your personal information, you can make a complaint to us at info@kirkstallarttrail.co.uk.
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office,
Wycliffe House,
Water Lane,
Wilmslow,
Cheshire,
SK9 5AF.
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk
Review
The policy was last reviewed on 16 July 2024