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Privacy Notice

This Privacy Notice explains the types of personal information we collect and how we use, disclose and protect that information. Personal information is any information by which you as an individual can be identified and includes things like your phone number, email address, IP address, postal address and national insurance number.

In line with the General Data Protection Regulation (GDPR) you are entitled to request a copy of your personal data held by us and you may ask for it to be corrected or removed, unless we are legally obligated to store it. Bear in mind, sometimes we might not be able to help. For example, if the law tells us we can’t or it forms part of our journalistic output. To make such a request, please email trish@disabilityartsonline.org.uk with ‘DATA INFORMATION REQUEST’ in the subject line.

We understand that keeping your data safe is very important, which is why we have this privacy notice and a data security policy and procedure to provide a framework for our organisation to work to. If this notice doesn’t answer your questions please get in touch with us.

DAO (DisabilityArtsOnline) Ltd collects, stores and processes personal information for several different purposes:

  • Newsletter contacts so that we can email our weekly newsletter to people who are interested in disability arts;
  • Details of people who write for, or are featured on, Disability Arts Online;
  • Email correspondence;
  • Personal data of people who apply or participate in our talent-development programmes;
  • Staff and board data as required by law;
  • Financial accounts including copies of invoices sent to us, as required by law;
  • As part of Cookies which make browsing Disability Arts Online’s website(s) easier.

Newsletter Contacts

What information is being collected?

When you sign up to our mailing list we collect and store your email address. You may also provide your name, postcode and name of the organisation you are affiliated with.

Who is collecting it?

DAO (DisabilityArtsOnline) Ltd collects the data and is the data controller.

How is it collected?

We collect your details for the newsletter via our website and occasionally through other sign up opportunities.

How is it stored?

It is stored in the US by our data processor, Mailchimp, whom we have a data processing agreement with.

Why is it being collected?

We store this data for the purpose of sending you our newsletter.

On what basis is the data being stored and processed?

We store and process this personal data on the basis of legitimate interests. This means that if we think you might be interested in receiving the newsletter because you have expressed an interest in disability arts or our work specifically we may add you to the mailing list. There is always an opportunity to unsubscribe from the newsletter at the bottom of every issue.

How will it be used?

We will email you our newsletter. We will use the audience data analysis software within Mailchimp to better understand the geographical spread of our audience, as well as what content you choose to read, in order to improve our newsletter. The data will not be used for any other purpose.

Who will it be shared with?

We never share your personal data with any other organisation.

How long will it be stored for?

It will be stored indefinitely, or until you ask to unsubscribe.

People who write for, or are featured on, Disability Arts Online

What information is being collected?

Name, email address, sometimes a phone number and any biographical and professional information that you have offered to us for the purposes of publication.

Who is collecting it?

Disability Arts Online Limited is the data controller.

How is it collected?

There are several ways in which this data is collected:

1) Via online forms on the website.

2) Via email correspondence.

3) Via direct input by you when updating your profile on our Content Management System (CMS), WordPress.

How is it stored?

It is stored on our CMS which is hosted by our data processors Surface Impression and WordPress. Email correspondence is stored by Microsoft who are our data processors, through our Office 365 subscription. They provide GDPR compliance in their contractual commitments.

Why is it being collected?

We store this data to enable you to have an account and profile on Disability Arts Online.

On what basis is the data being stored and processed?

We store and process this personal data on the basis of legitimate interests. This means that we believe it is in your interests to be featured on Disability Arts Online. You have the right to remove your personal data at any time and you can do this by emailing joe@disabilityartsonline.org.uk where your request will be dealt with in a prompt manner. We reserve the right to keep any content commissioned by us published after your personal data has been removed, unless otherwise stated in a separate contract of agreement.

How will it be used?

A WordPress account will be created for you on our website. This means you can update your profile and we can assign content to that profile so that it is easily searchable. You have control over what information is available on your public profile and you can login and change it at any time.

We may occasionally use your contact details to let you know about changes we are making to the way we work, or to invite you to participate in opportunities.

Who will it be shared with?

We never share your data with any other organisation for marketing purposes. Only data processors with contracts will have access, including Surface Impression.

How long will it be stored for?

It will be stored indefinitely, or until you ask to be removed.

Email Correspondence

What information is being collected?

Your name, email address and any personal data you disclose as part of email correspondence.

Who is collecting it?

DAO (DisabilityArtsOnline) Ltd collects the data and is the data controller.

How is it collected?

It is collected via direct correspondence between you and a staff member.

How is it stored?

Email correspondence is stored by Microsoft who are our data processors, through our Office 365 subscription. They provide GDPR compliance in their contractual commitments.

Why is it being collected?

We store this data for the purpose of corresponding with you.

On what basis is the data being stored and processed?

We store and process this personal data on the basis of legitimate interests. We will only contact you if there is a legitimate business reason for doing so.

How will it be used?

We will use the data as part of our shared contacts database, in order that other members of staff at the organisation can contact you for legitimate business reasons.

Who will it be shared with?

Board members, staff and freelancers contracted to work on our behalf, and only for the period of that contract.

How long will it be stored for?

Email correspondence will be stored at our discretion. You may ask to have your personal data removed from our contacts database at any time by emailing any member of staff.

Personal Data of People who Apply or Participate in our Talent Development Programmes

What information is being collected?

Your name, contact details as provided by you, records associated with your participation in our programmes (which may include your intellectual property and details on access requirements). We will also collect diversity data which includes special categories of personal data as defined by GDPR (such as age, ethnicity, disability status, gender, sexuality) but this will be anonymised at the point of processing.

If you are being paid for work as part of this programme please also refer to the financial record section.

Who is collecting it?

DAO (DisabilityArtsOnline) Ltd collects the data and is the data controller.

How is it collected?

It is collected via direct written and verbal communications between you and staff members/freelance contractors. It is also collected via online forms.

How is it stored?

Email correspondence is stored by Microsoft who are our data processors, through our Office 365 subscription. They provide GDPR compliance in their contractual commitments.

We use Dropbox Business as our data processors to store records associated with your participation in our programmes. We have a data processing agreement with Dropbox, which ensures that the data we store with them is safe and secure. Data is stored in the US.

We use SurveyMonkey to store and process anonymised diversity data and feedback. Data is stored in the US.

Why is it being collected?

We collect your personal data to enable us to successfully deliver our talent development programmes and provide an accessible, high quality service.

We collect diversity data in order to understand if we are reaching and including people from the full range of diversity in contemporary society and to report this anonymised data to our funders.

On what basis is the data being stored and processed?

We store and process this personal data on the basis of legitimate interests. After participation in any of our programmes is finalised, we will only contact you if there is a legitimate business reason for doing so.

How will it be used?

Personal data will be used to contact you during the programme, monitor your progress and evaluate the effectiveness of the programme.

Who will it be shared with?

Staff members and freelancers contracted to work on our behalf, and only for the period of that contract.

How long will it be stored for?

It will be stored indefinitely, or until you ask for it to be removed.

Financial accounts including copies of invoices sent to us, as required by law

What information is being collected?

Name, address, contact details, bank account details, VAT identification numbers, National Insurance numbers, Unique Taxpayers References.

Who is collecting it?

DAO (DisabilityArtsOnline) Ltd collects the data and is the data controller.

How is it collected?

It is collected via email correspondence with staff members.

How is it stored?

Invoices and contact details are stored and processed by Xero, our cloud accounting software. Data is stored in the US.

Name and bank account details are stored and processed by Lloyds Bank Plc.

Email correspondence is stored by Microsoft who are our data processors, through our Office 365 subscription. They provide GDPR compliance in their contractual commitments.

We use Dropbox Business as our data processors to store financial records. We have a data processing agreement with Dropbox, which ensures that the data we store with them is safe and secure. Data is stored in the US.

Why is it being collected?

We store this data for the purpose of making and receiving payments.

On what basis is the data being stored and processed?

We store and process this data to comply with legal requirements.

How will it be used?

When we receive invoices we save a back-up copy in Dropbox and upload them to Xero. When a payment is made via Lloyds Business banking your name and account details are stored in their secure system as a payee.

Who will it be shared with?

Financial records on Xero are shared with Raedan, our accountants and contracted data processors.

How long will it be stored for?

As long as the law requires. If you no longer expect to be paid by Disability Arts Online you may ask for your details to be removed from the Lloyds Business Online Banking platform, by emailing finance@disabilityartsonline.org.uk

Cookies

What are cookies?

“Cookies” are small text files that are placed on your computer or phone by your web browser at the request of the websites that you visit. Cookies are used to make websites work more efficiently or more conveniently, as well as provide information to the site’s operators.

What cookies does this site set?

This site sets the following cookies:

PHPSESSID: A temporary cookie used to help the programming code of this website maintain settings/information for users as they move from page to page during a “session” of web browsing. The cookie is removed less than half an hour after the session finishes. The cookie only stores the ID number of the session, no private information is sought or retained.

Google Analytics: Cookies named “__utma”,”__utmb”,”__utmc” and “__utmz” are used by Google Analytics. Google Analytics is software provided by Google to website operators to help them measure the visitor traffic to the site. The information they track is anonymous and is not used to identify individuals. You can find out more about Google’s usage of information here.

Other cookies
Occasionally, specific functionality may set a cookie to retain your settings between visits to this site. These will only be used to remember a choice you have made, for example, remembering the accessibility settings you have set such high contrast.

How do I remove cookies?

If you do not wish to have cookies on your computer or phone you can choose to remove them, and/or to block them altogether. You can read more about cookies and how to manage them here.

Updates:

We may change this Privacy Policy at any time and from time to time. The most recent version of the Privacy Policy is reflected by the version date located at the bottom of this Privacy Policy. All updates and amendments are effective immediately upon notice, which we may give by any means, including, but not limited to, by posting a revised version of this Privacy Policy or other notice on the Website. We encourage you to review this Privacy Policy often to stay informed of changes that may affect you, as your continued use of the Website signifies your continuing consent to be bound by this Privacy Policy. Our electronically or otherwise properly stored copies of this Privacy Policy are each deemed to be the true, complete, valid, authentic, and enforceable copy of the version of this Privacy Policy which were in effect on each respective date you visited the Website.