Core Arts Data Protection, Privacy and Cookies Policy
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 firstname.lastname@example.org
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 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
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.
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.
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.
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 . email@example.com 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/: