How We Use Your Personal Data
Sharing Your Personal Data
Any questions you have regarding this policy should be directed to Leana Sherwood-Lincolnshire One Venues, Project Manager via email (firstname.lastname@example.org) telephone (07738118511) or post:
Lincolnshire One Venues
Centre for Culture and Creativity, College of Arts
University of Lincoln
Lincolnshire One Venues (LOV) is a multi-venue arts network who deliver creative participation and engagement programmes across Lincolnshire. LOV are supported by The Centre for Culture and Creativity within the College of Arts at The University of Lincoln, who are the accountable body for the network.
As the accountable body for the network the University of Lincoln acts as the main data controller for your information. The Data Controller means the person or organisation who decides the purposes for which and the way in which any personal data is processed.
How do we collect information from you?
We obtain information about you when you use our website, if you contact us about products and services or if you register to receive our newsletters. Lincolnshire One Venues offer various services to the public and we collect information in order to safeguard children and young people. For example we retain emergency contact details and medical information for the young people we engage with in order to provide a safe and effective service. We collect information about you if you apply for an activity or opportunity in order to process the information appropriately.
What information do we collect?
Personal Data is any information that relates to you and we collect information about you when you engage with our programme, this will include (but is not limited to) Title, First and Last Name, Address including postcode, Date of Birth, Telephone Number, Email Address, School, Social Media ID, Location Data and Online Identifier e.g. Cookies. Sensitive Personal Data refers to Personal Data and also includes information concerning racial or ethnic origin, political or religious beliefs and genetic and biometric data.
When you visit www.lincolnshireonevenues.com we used a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. This information is anonymised in a way which does not identify anyone. Any requests to collect personal data through the website will be clear and transparent with users choosing to opt-in.
Why we collect your Personal Data
We are a multi-venue arts network that provide opportunities to participate in arts and cultural activities across the county. We collect Personal Data to allow us to carry out this service safely and effectively. We will use your information to:
- Process an applications to join one of our programmes
- Process an application for a role within the organisation
- Monitor attendance on our programmes
- Comply with Safeguarding Policies in relation to working with Young People and Vulnerable Adults
- Provide analysis to funding bodies and partners who support the programme
- Licensing requirements for performances involving children and young people
Retention of your Personal Data
Lincolnshire One Venues only retains your Personal Data for as long as it is necessary to fulfil business needs or legal obligations. If you are no longer actively engaged in a project with us your data will be retained for no longer than one year.
When we consider that your Personal Data is no longer needed it will be securely deleted or destroyed. Basic information that does not identify you may be retained for evaluation purposes.
How we keep your Personal Data Secure
We have put in appropriate measures to safeguard your data. Paperwork is kept in a secure office space and electronic copies of Personal Data is kept on University of Lincoln laptops which have encryption software. We will ensure that any third parties we use for processing your data (e.g. External evaluators) will comply with the same regulations.
We will never sell or rent your Personal Data to third parties.
Children and Young People’s Personal Data
Lincolnshire One Venues delivers a Young People’s Programme that champions youth voice in our venues and is committed to engaging young people in arts activities. In order to comply with safeguarding practices and best practice it necessary for us to collect data on children and young people under 18 and their carers.
It is very important to us that young people are aware of the risks of sharing personal data and we will never request data from young people under the age of 18 without permission from parents.
We us the same lawful basis to process data for young people under 18.
How We Use Your Personal Data
Personal Data is requested and processed by Lincolnshire One Venues on a lawful basis either to fulfil contractual obligations, because you have provided consent to share information with us or because it is our legitimate business interests.
Your data may be processed by us on the basis of contractual obligation if you undertake freelance or employment opportunities with us we will process your information to comply with our legal obligation.
Our direct marketing communications via email and electronic messenger are processed using consent as a lawful basis. When you opt-in to our marketing communication you agree to receive targeted information about activities, news and events.
You have the option to opt-out of receiving communications at any time by contacting Leana Sherwood (Project Manager for Lincolnshire One Venues). Please see section 1 for full contact details.
Processing your data on the basis of legitimate interests means we can contact you if there is a genuine and legitimate reason to that does not harm your rights. Legitimate interests may include but is not limited to:
- Sending you information about opportunities to engage with an activity
- Processing data to analyse patterns of engagement within the programme
- Documenting positive engagement with the programme
Sharing Your Personal Data
Third Party Usage
We will never sell or rent your Personal Data to third parties but there may be circumstances where we may disclose your information to third parties, this is limited to:
- When we have your consent to do so
- When we use a third party ‘Data Processor’, such as the University of Lincoln acting on behalf of Lincolnshire One Venues
- Anonymised data sent to funding bodies for research and evaluation
- When it is shared with other departments of University of Lincoln including our subsidiaries
- In exceptional circumstances we may be asked to share your information with police or other investigators if it would prevent or detect crime or safeguard a person’s wellbeing. Each instance will be judged on its own merit and any sharing of information will be done within the law.
Transferring your information outside of Europe
If you use our services while you are outside the EU, your information may be transferred outside the EU in order to provide you with those services. Our website host uses a US based site to provide backups for our online data, which is also GDPR compliant.
Cookies are used on our website to allow us to share information between our social media platforms and store data to improve speed and security of the site. If the settings on your browser that you are using to view this website are adjusted to accept cookies we take this, and your continued use of our website, to mean that you are fine with this.
You can choose not to accept cookies when you enter our website but this may impact the functionality of your experience.
Your Rights Regarding Your Personal Data
You have a number of rights relating to your personal information. These include:
You have the right to request a copy of any personal information we hold about you. If you would like a copy of any of your information please contact the Information Compliance team on the details below. The team will process your request within a month.
If you have provided information on the basis of your consent or for a contract then you can request a digital copy so you can send it to another organisation. To request a copy please contact the Project Manager on the details below. The team will process your request within a month.
If any of the information we hold about you is incorrect or incomplete then please let us know. You have the right to have your information corrected so that we hold accurate records about you.
This is also known as the right to be forgotten. You can request that your personal information is erased if it is no longer necessary for LOV or the University to keep it, or you withdraw consent that you have previously provided, or you object and there is no overriding grounds to keep it or if it is unlawful to continue to keep it.
You can request that the use of your personal information is limited to storage only and that we use it for no other purpose. This applies where you contest the accuracy of the personal information we hold, or our use of the information is unlawful, or we no longer need the information except in relation to legal claims, or you object to the use of your data and we need to verify whether or not our purpose for keeping it overrides the grounds of your objection.
How to Complain or Withdraw
If you feel we have let you down in relation to your information rights or you wish to withdraw your Personal Data then please contact Leana Sherwood-Lincolnshire One Venues, Project Manager, full contact details can be found in section 1.
You can also make complaints directly to the Information Commissioner’s Office (ICO). The ICO is the independent authority upholding information rights for the UK. Their website is ico.org.uk and their telephone helpline number is 0303 123 1113.