Arts Territory Exchange Privacy Policy. May 2018 (updated April 2019).

The Arts Territory Exchange is committed to protecting and respecting your privacy. For the purposes of the General Data Protection Regulations (GDPR) and any subsequent UK legislation covering similar data protection legistlation the Data Controller is The Arts Territory Exchange (aTE) which opperates in a not for profit capacity.

This Policy outlines why we collect personal information about individuals and how we use that information. It explains the legal basis for this and the rights you have over the way your information is used. This Policy covers Arts Territory Exchange in relation to the collection and use of the information you give us. The policy may sometimes be ammended - any major changes will be advetised or made clear to you on the website or in an e mail. Please contact Gudrun Filipska gudrun@artsterritoryexchange.com if you have any questions about how your data is used.

What sort of personal information we collect and why: The type and amount of information we collect depends on why you are providing it. We hold data on people, who do, or might do, the following:•Visit our website site and fill out a form or engage with us at one of our events where we might offer opportunity to sign up to a mailing list•Take part in our programmes of exhibitions, events and activities where we might offer opportunity to sign up to a mailing list.•Take part, or apply to take part in our artist programmes including residencies and seminars.•Buy goods or services from us which may include our tutorial programme or our online shop when it launches.•Support us financially and in other ways through our Donarbox donation system or through crowdfunding campaigns on Indiegogo.•Work, or apply to work at aTE should opportunities arrise.•We only collect the information that’s necessary to carry out our work, provide the particular service you’ve asked for and to keep you informed. Personal information might include:•Prefix, first name, maiden name, last name, username, or similar identifier, name of partner/spouse/next of kin, marital status, title, date of birth, gender and preferred gender pronoun.•Address,(only if needed for delivery etc) city or places of residence, email address and telephone numbers.•Financial information (only if relevant ie if you are making a request for a membership to be vaived due to financial hardship). Name, email, address and payment information to process payments to us. In the cases where we collect data on people who are under 18 - for our aTE Junior education programme for example - we will describe exactly the uses to which the data will be put at the time of collection. We use online information and cloud-based systems including Eventbrite, Mailchimp,Paypal,Sage pay, DonarBox

When we collect information: From you when you give it to us directly: You may provide your details when you ask us for information or when you are applying for an opportunity, Your information may be collected by a system that we use to collect this information e.g. Mailchimp, but we ensure these organisations are GDPR compliant.

How we use the information: We will use your personal information in several wayswhich reflect the legal basis applying to the processing of your data. These may include:•Sending information to you about the Arts Territory Exchange should you have consented to recieving it.•Processing applications for opportunities and membership.•Providing you with the event or opportunity you have booked for or successfully applied for, or bought (when our online shop launches).•Processing any payment due to or from us.•Processing donations, including processing for Gift Aid purposes.•Organising volunteering activity you have told us you want to be involved in.•Sending you communications with your consent that may be of interest including marketing information about our activities, opportunities, campaigns and appeals asking for donations and other fundraising activities for which we seek support.•Sending you postal communications about events you may be interested in(we may very very occasionally do this).•Maintaining our organisational records and ensuring we know how you prefer to be contacted.•To allow us to use photography, audio or film recording of you in the purposes to which you have agreed- In regard to aTE Junior and the Arts Award we will ask parents to sign a form consenting for their child to be photographed.

The use of your information for the purposes set out above is lawful because one or more of the following applies:•Where you have provided information to us for the purposes of requesting information or receiving information, we will proceed on the basis that you have given consent to us using the information for that purpose, based on the way that you provided the information to us, for example when we send out an e mail relating to whether or not an artist has been accepted onto the programme we proceed on the basis that you have given us consent on the original application form to use your personaldata to send these to you. You may withdraw consent at any time by emailing us at Gudrun@artsterritoryechange.com. This will not affect the lawfulness of processing of your information prior to your withdrawal of consent being received and actioned.•Where you have provided information either on your allergies/or medical conditions,or emergency contact information where you are a parent/guardian of a participant in a workshop,we have obtained your consent that we can hold this information on you or your child through a tickbox on the form.•Where the purpose of our processing is the provision of information to you, we may also rely on the fact that it is necessary for your legitimate interests that we provide the information or service requested, and given that you have made the request, would presume that there is no prejudice to you in our fulfilling your request.•We also rely on the fact that it is necessary for your legitimate interests that we process the personal data you have provided in applications for artistic opportunities as you have applied for these, process the personal data you have provided when you register for an event, residency or other artistic opportunity you are attending as an artist, contributor or audience member. We hold contact information on our Advisory Board members so that we can fulfil our obligations to send out relevant information activities/ events and exhibitions so they may be informed of the progress of our organisation.

How we keep yourinformation safe: We understand the importance of security of your personal information and take appropriate steps to safeguard it:• All our systems are password protected with some data access appropriately restricted to a select number of people. Application passwords are only available to those that require access.•We always ensure only authorised persons have access to your information and that everyone who has access is appropriately trained to manage your information.•We destroy any personal data (paper and electronic) that is no longer required either because it is after the date that we need to keep it or because we just can't justify holding it (this includes electronic files).

Who else has access to your information?: Third parties who provide processing services, for example Paypal, Mailchimp and Donerbox. We select our third-party service providers very carefully. We provide these third parties with the information that is necessary to provide the service and we will have an agreement in place that requires them to operate with the same care over data protection or in the case of large service providers we have gained assurance that they are acting in accordance with GDPR.•Third parties if we run an event or programme in conjunction with them (we will let you know how your data is used when you register for these events or programmes).•Analytics and search engine providers that help us to improve our website and its use. Although analytics information is anonymised.Owing to matters such as financial or technical considerations the information you provide to us may be transferred to countries outside the European Economic Area (EEA). We meet our obligations under GDPR by ensuring that the information has equivalent protection as if it were being held within the EEA by ensuring that there are appropriate safeguards in place with any third parties processing your data outside the EEA. We may also disclose your personal information if we are required to do so under any legal obligation and may use external data for the purposes of fraud prevention and credit risk reduction, or where doing so would not infringe your rights, but is necessary and in the public interest. Other than this, we will not share your information with other organisations without your consent. In regards to our ‘Residency by Correspondence’ programme the Arts Territory Exchange will share your e mail address and general location with a prospective correspondence parner - you will have agreed to this in the original application form through a compulsory tick box. The e mail you recieve from us entitled ‘Pairings Confirmation letter’ will also have the following disclaimer at the bottom of the page…

* Although the Arts Territory Exchange seeks to find a suitable match through their database of applicants based on artist portfolios and locations we cannot guarantee that each match will be a success socially or creatively. If you would like to be re-paired please come back to the exchange and we will endeavour to find you a new partner. The Arts Territory Exchange and Gudrun Filipska cannot be held responsible for what takes place in your exchanges after you have swapped postal addresses and cannot be held accountable for actions of exchange members. You exchange Postal addresses freely after your pairing has been made. The Arts Territory Exchange does not hold full Address information of any of its members and will never give out information to potential exchange partners except for general location (country/state/area).

Keeping your information up to date: If your contact details change, let us know by contacting us at Gudrun@artsterritoryexchange.com. In the event of a data breach we will inform all the relevant individuals and report the incident to the ICO and the Charity Commission.Regarding our (and most websites) use of “Cookies”(“Cookies” are small pieces of information sent by a web server to a web browser, which enable the server to collect information from the browser). We use cookies to enhance your experience and to anonymously collect data about your visit to the website. They are stored on your hard drive to allow our website to recognise you when you visit. If you prefer not to receive cookies, you can adjust your internet browser to refuse cookies or to warn you when cookies are being used. This site will work more efficiently if receipt of cookies is enabled but it will still operate correctly if you disable cookies.Children’s Information; We appreciate that web users can be of of all ages. Where appropriate we will ask for consent from a parent or guardian to collect information about children (under 16s).How long we keep your information for: We will hold your personal information for as long as it is necessary for the relevant activity. Where we rely on your consent to contact you for direct marketing purposes, we will treat your consent as lasting until you have informed us that you wish to no longer hear from us.If you ask us to stop contacting you with info or fundraising materials, we will keep a record of your contact details and limited information needed to ensure we comply with your request.

Your rights: You have the right to request details of the processing activities that we carry out with your personal information through making a Subject Access Request. Such requests have to be made in writing. To make a request contact us at Gudrun@artsterritoryexchange.com.You also have the following rights: which were brought in under the GDPR in May 2018:•The right to request rectification of information that is inaccurate or out of date.•The right to erasure of your information (known as the “right to be forgotten”).•The right to restrict the way in which we are dealing with and using your information.•The right to request that your information be provided to you in a format that is secure and suitable for re-use (known as the “right to portability”).•Rights in relation to automated decision making and profiling including profiling for marketing purposes. All our e newslatters will have an opt out button at the bottom. All of these rights are subject to certain safeguards and limits or exemptions. To exercise any of these rights, you should contact us.

Changes to this Privacy Policy: This Policy may be changed from time to time and we will advertise this on our website, if we make any significant changes we will contact you directly by e mail. Do please check this Policy each time you consider giving your personal information to us.This Policy was last updated on the 26th April 2019.