Privacy Policy Devon Artist Network (hereafter DAN)

This privacy policy sets out the fair and lawful basis upon which we collect and process personal data.

Introduction

Devon Artist Network is committed to protecting the personal information that you share with us. The information you supply enables you to decide how you would like to hear from us, and helps us to tailor the information that you receive, providing us with a better understanding about the needs of our members and audiences so we can continue to deliver, develop and evaluate the membership offer, events, exhibitions and opportunities that interest you.

UK GDPR

The UK GDPR (UK General Data Protection Regulation) is a regulation which enhances and strengthens data protection within the United Kingdom. Devon Artist Network is legally obliged to comply with the provisions of Data Protection Act 1998 and has made changes and updated our policies to ensure we are compliant with the UK GDPR.

Data Protection Principles

Devon Artist network will comply with data protection law, which says that the personal information we hold about you must be:

Relevant to the purposes we have told you about and limited only to those purposes
Accurate and kept up to date
Kept only as long as necessary for the purposes we have told you about
Kept securely

The personal information we hold about you must be:

Used lawfully, fairly and in a transparent way
Collected only for valid purposes that we have clearly explained to you and not used

What Our Policy Covers

The personal information that we collect and how we collect it
Why we collect this information and how we use it
How we keep this information secure
How you can remove your personal information from our records
Rights to access personal information
Your Data Protection Rights
How to contact us
Further information on data protection

What Personal Information Do We Collect And How Do We Collect It?

Devon Artist Network collects your information when you join Devon Artist Network as a member (of whatever level and category). We will ask you to provide the following information about you for your membership account and additional information for your public-facing page on the DAN website:

Membership – Personal account data

Contact Information
Details of your name, telephone number, address, email address.
Payment – via PayPal. DAN stores no financial information other than payment
Receipt of confirmation

Artist/Supplier Data

Profile information
Details of your trading name / business name / pen name, telephone number, address, email address. (contact info may be different from membership data)
Medium(s) and genres(s) in which you work.
Image(s) you upload of your artwork, premises or services.
Data linked to each image such as medium, size and title
Social media, website links
Publicly available information such as biographies and artist statements

Our privacy policy provides a detailed account of the personal information that we collect, how we collect it, why we collect it and how we use it. It also details how we keep your information secure. We may update this policy from time to time, without notice to you, and our most up to date version will be available on our website.

By providing us with personal information, you consent to the collection and use of this information in accordance with this privacy policy. We will not keep your personal data for longer than is necessary.

In collecting personal information from you, our aim is to contribute to the smooth running and development of Devon Artist Network and to let you know about things that might be of interest to you. Information is largely collected through our website but it might also be over the phone, in person or via email. Devon Artist Network also monitors how our audience interacts with our website so that we can make sure it is functioning in a way that works best for when you are looking for information and to promote members artwork, including online exhibitions, artist fairs, workshops, training events, live events, and Devon Open Studios.

We might collect information when you:

Visit our website
Apply for a membership
Book a workshop or training event
Apply for a bursary
Apply for a competition or award
Attend an external event run by Devon Artist Network
Register for Devon Open Studios

Why We Collect This Information And How We Use It

This is information about you, including under any or all of the above Data categories, that you give us by filling in forms on the website or by entering exhibition events, promotions or corresponding with us by phone, email or otherwise. We will only use your personal information when the law allows us to. We might use your information in the following ways:

To maintain your DAN membership records and deliver your public page
To respond to your enquiry or interest in our services
To improve our products/services and promotion of members work
To comply with our legal and regulatory obligations, including health & safety and safeguarding.
To send you email newsletters, event invitations and promotional materials*
To operate an event/initiative for which you have submitted information**
To carry out administrative functions including managing applications, processing orders and managing participation in DAN exhibitions, competitions, Bursary and Award schemes.
To invite you to events.
To carry out our obligations under any contracts entered into between you and us.
To provide you with the services, products or information you engage with us for.
To handle complaints.
To conduct investigations and due diligence.
To undertake research.
To respond to or fulfil any requests, complaints or queries you make to us.
To conduct analysis and market research to better understand how we can improve our services, products or information.
To analyse the number and type of people who have used the Devon Artist Network services to demonstrate our impact, provide update reports, and to apply for funding.
To monitor website-use to identify visitor location, guard against disruptive use, monitor website traffic, personalise information which is presented to you.
To seek your views or comments on the services we provide.
To notify you of changes to our services

* Membership automatically activates subscription to the mailing list to receive

a newsletter, updates or other information about DAN including offers or events.

** The Open Studios event requires additional data and is run under a separate data policy, full details of which are available at time of registration. Registrants for Devon Open Studios will be asked for a number of details relating to the administration and publication of their Open Studio venues. We ask you to agree to this information being held. This information is held on a separate database from the DAN database, accessible only by the Coordinator of Devon Open Studios. It is held privately and in accordance with the DAN privacy policy. Only necessary information is shared with the Media and PR Officer and the Brochure Designer in order for them to carry out their roles as they relate to the event.

At the end of each annual event, all digital and paper-based information is disposed of confidentially.

By publishing your images on the DAN website you agree than DAN may use images to promote the organisation through social media or other publications to promote DAN. You retain full copyright and DAN will endeavour (but cannot guarantee) that you will be credited with the image whenever reasonably possible.

Do We Need Consent?

We do not need your consent if we use special categories of your personal information in accordance with our written policy to carry out our legal obligations. In limited circumstances, we may approach you for your written consent to allow us to process certain particularly sensitive data. If we do so, we will provide you with full details of the information that we would like and the reason we need it, so that you can carefully consider whether you wish to consent. We do not need your consent where the purpose of the processing is to protect you or another person from harm or to protect your well-being and if we reasonably believe that you need care and support, are at risk of harm and are unable to protect yourself.

Website

When you visit our website we collect an automatically generated IP (Internet Protocol) address. This is a code individual to the device being used which contains information about the geographical location of the device, the time and date of the visit, the pages of the website that were visited and the duration of the visit. This information is pseudonymised to protect your personal information and your privacy.

Cookies

We also use cookies (which are small text files stored in your browser) and cookie like software. These collect information that tell us how you use our Website as well as providing other Interests Information and Technical Information. This helps us make our Website relevant to your interests and needs. We may use a persistent cookie (a cookie that stays linked to your browser) to record your details so we can recognise you if you visit the Website again. You can choose to refuse cookies or set your browser to let you know each time a website tries to set a cookie.

Payments

All financial payments to DAN are made through PayPal and therefore benefit from the security protocols and protection of the industry leader. Payment information held by DAN is confined to confirmation of payment and the account/member that payment is linked to.

Digital data storage

All database info is stored exclusively within industry standard secure cloud systems.

Third party service providers

We employ the services of other trusted parties for dealing with certain processes necessary for our operations for collating e-newsletter responses and for online payments. We use secure Cloud based CRMs and accounts system for managing our Customer details and service records.

We will not sell or share DAN database information to third parties for any marketing purposes whatsoever. We may pass database information to our digital third party service providers, subcontractors and other associated parties for the purposes of completing tasks on our behalf such as updating the website.

When we use third party providers, we disclose only the information that is necessary to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own direct marketing purposes.

We will disclose your information if we are obliged or permitted by law to do so.

We will take all steps reasonably necessary and available to us to safeguard and ensure that your Personal Data is treated securely and in accordance with applicable laws.

We may also share Personal Data about you if we are required to do so in order to comply with any legal obligation or to protect our legal rights (or those of our clients).

Deletion of data

We are legally required to maintain the DAN database to the highest possible standard with up-to-date confirmation from members that they have approved the storage and DAN’s use of that data.

Members will be required at their annual renewal to confirm acceptance before they can renew.

Members who do not renew their membership will receive an extra month following the due date before ALL their data is completely deleted from the DAN database.

Your rights

At any time you have the right to request and view your personal data held by DAN. You can review your data at any time by logging in to your membership account.

You may request and be given your Personal Data in machine readable format, request rectification or removal of your Personal Data; and object to processing of your Personal Data and/or to have its processing restricted. You can withdraw your consent to receive email newsletters at any time.

We will store and process your Personal Data only for as long as your DAN membership is active or for us to perform the services/activities we are undertaking and to comply with our legal obligations.

Please note that our Website may, from time to time, contain links to and from third party websites. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies.

As you probably know, the transmission of information via the internet is not completely secure. Although we will do our best to protect your Personal Data, we cannot guarantee the security of your Personal Data once transferred to us; any transmission is at your own risk. Once we have received your Personal Data, we will use industry standard procedures and security features to try to prevent unauthorised access.

Contact Us

If you have queries relating to our processing of your Personal Data or this Policy, you should contact us in the first instance at [email protected] You may also raise complaints with the Information Commissioner who is the statutory regulator.

DEVON ARTIST NETWORK 2018

Ltd Company No. 06202878, 61 Green Lane, Redruth, England TR15 1LS

Further information

To find out more about UK GDPR and data protection laws, please visit the Information Commissioner’s Office at ico.org.uk

Disclaimer

Although every effort has been made to ensure the information in this policy is accurate at the time of publication, Devon Artist Network does not accept any liability for error or omission.