Core Arts Data Protection, Privacy and Cookies Policy

We want everyone who supports us, or who comes to us for support, to feel confident and comfortable with how any personal information you share with us will be looked after or used. This Privacy Policy sets out how we collect, use and store your personal information (this means any information that identifies or could identify you).
The Core Arts Privacy Policy may change so please remember to check back from time to time, this is version 1 and was last updated on the 27^th March 2018. Where we have made any changes to this Privacy Policy, we will make this clear on our website or contact you about any changes.
We are committed to treating you with respect and openness as outlined in our supporters promise

1. Who we are

Here at Core Arts we are committed to protecting your personal information and making every effort to ensure that your personal information is processed in a fair, open and transparent manner.
We are a “data controller” for the purposes of the Data Protection Act 1998 and (from 25 May 2018) the EU General Data Protection Regulation 2016/679 (“Data Protection Law”). This means that we are responsible for, and control the processing of, your personal information.
For further information about our privacy practices, please contact our Data Protection Officer by:

Writing to Core Arts, 1 St Barnabas Terrace, Homerton, London E9 6DJ
Calling us on 0208 510 9990
Emailing to mail@corearts.co.uk

2. How we collect information about you

Everything we do, we do to ensure that we can help people experiencing a mental health problem get both support and respect. We want to make sure you receive the communications that are most relevant to you, be it through visiting our website or receiving emails, post or phone calls. We want to make sure you receive the best attention when you are referred to our services, book on a tour, become a member or make a donation.
We collect information from you in the following ways:
When you interact with us directly: This could be if you are referred as a client to our services, ask us about our activities, register with us for training or an event, make a donation to us, ask a question about mental health, apply for a job or volunteering opportunity or otherwise provide us with your personal information. This includes when you phone us, visit our website to make a referral or an appointment, or get in touch through the post, or in person.
When you interact with us through partners or suppliers working on our behalf: This could be if you access our service through the Mental Health Network which is delivered through trusted Mind organisation as the gate keepers. Or the Hackney Learning Trust who are our partners for the education courses.
When you interact with us through third parties: This could be if you provide a donation through a third party such as Just Giving or one of the other third parties that we work with and provide your consent for your personal information to be shared with us.
When you visit our website: We gather general information which might include which pages you visit most often and which services, events or information is of most interest to you. We also use “cookies” to help our site run effectively. There are more details below – see ‘Cookies’.
We use this information to personalise the way our website is presented when you visit to make improvements and to ensure we provide the best service and experience for you. Wherever possible we use anonymous information which does not identify individual visitors to our website.

3. Information we collect and why we use it

Personal Information

Personal information we collect includes details such as your name, date of birth, email address, postal address, telephone number and credit/debit card details (if you are making a payment, purchase or donation), as well as information you provide in any communications between us. You will have given us this information whilst making a donation, registering for an event, placing a request on our website or any of the other ways to interact with us.

We will mainly use this information:

To process your donations or other payments, to claim Gift Aid on your donations and verify any financial transactions.
To provide the services or goods that you have requested.
To update you with important administrative messages about your referrals, donation, event or services or goods you have requested.
To comply with the Charities (Protection and Social Investment) Act 2016 and follow the recommendations of the official regulator of charities, the Charity Commission, which require us to identify and verify the identity of supporters who make major gifts so we can assess any risks associated with accepting their donations.
To keep a record of your relationship with us.
Where you volunteer with us, to administer the volunteering arrangement.

If you do not provide this information, we will not be able to process your referral, donation, sign you up for a particular event or provide goods and services you have requested.

We may also use your personal information:

To contact you about educational opportunities at the centre
To invite you to participate in surveys or research.
To inform you on class changes, timetable changes and holiday dates.

Sensitive Personal Information

If you share your personal experience, we may also collect this health information. If you provide us with any Sensitive Personal Information by telephone, email or by other means, we will treat that information with extra care and confidentiality and always in accordance with this Privacy Policy.
You can of course decide if you want to remain anonymous, if you are happy to share your personal details with staff members or if you would like us to share your story with the media or other parties as part of our work telling people’s personal stories about mental health (for example, on Core Arts website, facebook, instagram and twitter accounts).

A special note about the Sensitive Personal Information we hold

Data Protection Law recognises that some categories of personal information are more sensitive. Sensitive Personal Information can include information about a person’s health, race, ethnic origin, political opinions, sex life, sexual orientation or religious beliefs.
If you are referred to our service you will need to provide during enrolment details of a sensitive nature to activate your membership and qualify for joining Core Arts as a client.

We will only use this information:

For the purposes of dealing with your referral, enquiry, training, and quality monitoring or evaluating the services we provide.
We will not pass on your details to anyone else without your express permission except in exceptional safeguarding circumstances. Examples of this might include anyone reporting serious self-harm or posing a threat to sharing serious issues such as physical abuse or exploitation.
Where you have given us your express consent or otherwise clearly indicated to us (for example, by submitting your case studies or creative works for publication and publicity) that you are happy for us to share your story, then we may publish it on our website or in other media. Permission will always be asked before any names are added to our publicity otherwise the works will be anonymized so the general public will not be able to identify our clients.

4. Profiling:

Core Arts does not undertake any profiling with any data.

5. Legal basis for using your information

In some cases, we will only use your personal information where we have your consent or because we need to use it in order to fulfil a contract with you (for example, because you have been referred as a client to our services).
However, there are other lawful reasons that allow us to process your personal information and one of those is called ‘legitimate interests’. This means that the reason that we are processing information is because there is a legitimate interest for Core Arts to process your information to help us to achieve our vision of ensuring that everyone experiencing a Mental Health problem gets both support and respect.
Whenever we process your Personal Information under the ‘legitimate interest’ lawful basis we make sure that we take into account your rights and interests and will not process your personal information if we feel that there is an imbalance.
Some examples of where we have a legitimate interest to process your Personal information are where we may contact you about your membership, or about our work via post, use your personal information for data analytics, conducting research to better understand who our members and supporters are, improving our services, for our legal purposes (for example, dealing with complaints and claims), or for complying with guidance from the Charity Commission.

6. Marketing

We will only contact you about our work and how you can support Core Arts by phone, email or text message, if you have agreed for us to contact you in this manner.
However, if you have provided us with your postal address we may send you relevant information that will be of importance to your experience as a member of Core Arts. If you are a donor we may send you information about our work and how you can support Core Arts by mail unless you have told us that you would prefer not to hear from us in that way or via our email newsletter which you will have actively signed up for.
You can update your choices or stop us sending you these communications at any time by clicking the unsubscribe link at the bottom of the relevant communication.

7. Sharing your Information

The personal information we collect about you will mainly be used by our staff (and trained volunteers/ Interns ) at Core Arts so that they can best support you.
We will never sell or share your personal information with organisations so that they can contact you for any marketing activities. Nor do we sell any information about your web browsing activity.
Core Arts may however share your information with our trusted partners who work with us on or on our behalf to deliver our services, but processing of this information is always carried out under our instruction. We make sure that they store the data securely, delete it when they no longer need it and never use it for any other purposes.
Some examples of where we may share your information with our partners who help us to process donations and claim Gift Aid.
We enter into contracts with these service providers that require them to comply with Data Protection Laws and ensure that they have appropriate controls in place to secure your information.

Legal disclosure

We may disclose your information if required to do so by law (for example, to comply with applicable laws, regulations and codes of practice or in response to a valid request from a competent authority); or, in order to enforce our conditions of sale and other agreements.

8. Keeping your information safe

We take looking after your information very seriously. We’ve implemented appropriate physical, technical and organisational measures to protect the personal information we have under our control, both on and off-line, from improper access, use, alteration, destruction and loss.
Unfortunately the transmission of information using the internet is not completely secure. Although we do our best to protect your personal information sent to us this way, we cannot guarantee the security of data transmitted to our site.
Any debit or credit card details which we receive in our office are passed securely to Sage Pay our payment processing partner, according to the Payment Card Industry Security Standards

9. How long we hold your information for

We only keep it as long as is reasonable and necessary for the relevant activity, which may be to fulfil statutory obligations of your referred membership with our service.

10. Your rights

You have various rights in respect of the personal information we hold about you – these are set out in more detail below. If you wish to exercise any of these rights or make a complaint, you can do so by contacting our Supporter Services team at Core Arts . mail@orearts.co.uk or ring 02085109990.
You can also make a complaint to to the data protection supervisory authority, the Information Commissioner’s Office, https://ico.org.uk/:

Access to your personal information: You have the right to request access to a copy of the personal information that we hold about you, along with information on what personal information we use, why we use it, who we share it with, how long we keep it for and whether it has been used for any automated decision making. You can make a request for access free of charge. Please make all requests for access in writing, and provide us with evidence of your identity.
Right to object: You can object to our processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes. Please contact us as noted above, providing details of your objection.
Consent: If you have given us your consent to use personal information (for example, for marketing), you can withdraw your consent at any time.
Rectification: You can ask us to change or complete any inaccurate or incomplete personal information held about you.
Erasure: You can ask us to delete your personal information where it is no longer necessary for us to use it, you have withdrawn consent, or where we have no lawful basis for keeping it.
Portability: You can ask us to provide you or a third party with some of the personal information that we hold about you in a structured, commonly used, electronic form, so it can be easily transferred.
Restriction: You can ask us to restrict the personal information we use about you where you have asked for it to be erased or where you have objected to our use of it.
No automated-decision making: Automated decision-making takes place when an electronic system uses personal information to make a decision without human intervention. You have the right not to be subject to automated decisions that will create legal effects or have a similar significant impact on you, unless you have given us your consent, it is necessary for a contract between you and us or is otherwise permitted by law. You also have certain rights to challenge decisions made about you. We do not currently carry out any automated decision-making.
Please note, some of these rights only apply in certain circumstances and we may not be able to fulfil every request.

11. Cookies

What Are Cookies

‘Cookie‘ is a name for a small file, usually of letters and numbers, which is downloaded onto your device, like your computer, mobile phone or table when you visit a website.
They let websites recognise your device, so that the sites can work more effectively, and also gather information about how you use the site. A cookie, by itself, can’t be used to identify you.
For more general information on cookies see the Wikipedia article on HTTP Cookies.

How We Use Cookies

We use cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you come to our website and also allows us to improve the user experience.

The cookies we use:

Strictly necessary cookies
are essential for you to move around our website and to access some of the features, for example like accessing your account.
Performance cookies
collect anonymous information about how you use our site, like which pages are visited most.
Geotargetting cookies
are used to work out what country you are in from the information supplied by your browser when you click on a web page.
Anonymous analytics
tell us whether or not you have visited the site before. This allows us to track how many individual users we have, and how often they visit the site.
Registration cookies
let us know whether you are signed in or not. Our servers use these cookies to work out which account you are signed in with, and if you are allowed access to a particular service. These cookies will usually be deleted when you log out however in some cases they may remain afterwards to remember your site preferences when logged out.
When you submit data to through a form such as those found on referral pages or comment forms, cookies may be set to remember your user details for future correspondence.
This site offers newsletter or email subscription services and cookies may be used to remember if you are already registered and whether to show certain notifications which might only be valid to subscribed/unsubscribed users.
Third Party Cookies
This site uses Google Analytics which is one of the most widespread and trusted analytics solution on the web for helping us to understand how you use the site and ways that we can improve your experience. These cookies may track things such as how long you spend on the site and the pages that you visit so we can continue to produce engaging content.
For more information on Google Analytics cookies, see the official Google Analytics page.
We also use social media buttons and/or plugins on this site that allow you to connect with your social network in various ways. For these to work the following social media sites – including facebook, twitter, instagram, soundcloud, youtube – will set cookies through our site which may be used to enhance your profile on their site or contribute to the data they hold for various purposes outlined in their respective privacy policies.
No cookies, please
Most web browsers allow some control of most cookies through the browser settings.
To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.aboutcookies.org or www.allaboutcookies.org.
To opt out of being tracked by Google Analytics across all websites visit http://tools.google.com/dlpage/gaoptout.

12. Third party links

You might find links to third party websites on our Website. These websites should have their own privacy policies which you should check. We do not accept any responsibility or liability for their policies whatsoever as we have no control over them.

13. Monitoring

Your communications with our teams (including by telephone or email) may be monitored and/or recorded for training, quality control and compliance purposes to ensure that we continuously improve our customer service standards.

Core Arts Supporter Promise

Core Arts only exist because of the amazing support of people like you

We want you to know that we really value your support, whether that’s through taking action, giving up your time, being a member, fundraising on our behalf, making a gift in your will, supporting our events or donating. We are committed to treating you with respect and openness, so this is our promise to you:

Our communications with you

We hope you’ll want to hear more about our work. We’ll always be clear with you about how we’ll communicate with you.
If you tell us you’d rather not be contacted, or you’d rather we didn’t contact you in a certain way, we’ll act on your wishes.
You can change your mind about what you receive from us at any time.

Our fundraising

Fundraising is really important to us and we are proud of what it helps achieve. We will constantly review our fundraising practices to make sure they are fair, sensitive and appropriate.

About your donation or the money you’ve raised

Your donation will be used responsibly to help people with mental health problems get support and respect. We will keep administration costs to a minimum without jeopardizing the quality of Core Arts work, so as much of your donation as possible will be spent directly on our life-changing work.
We’ll answer any question you have about how your donation is spent and clear financial accounts are available.
We might turn down a donation if we feel that accepting it would damage our independence or reputation. If we do, we’ll explain why.

Our use of your personal details

We use carefully selected suppliers to help us deliver our communications and services and we will keep any personal information safe, only using your details to contact you in the ways you’ve agreed to.
We will always respect your right to privacy and adhere to laws around the use of data.
When necessary, we may share data with our own carefully regulated and monitored external suppliers, for processing purposes. We will ensure their use of the data is in line with our own data protection policies and not kept or used by them for any other purposes.

Suppliers we work with

We will only work with professional organisations that meet our high standards.
We’ll train, monitor and regulate our external suppliers to meet our standards. We will act quickly if they do not meet the high standards we set

Our accountability to you

You can can contact us with feedback or to make a complaint if you are unhappy with anything we have done while communicating with you.
We will respond honestly and promptly to your questions and complaints
Thank you!