At Disability Arts Online (DAO), we understand that your privacy is important to you and you care about how your personal information is used. We are committed to protecting the privacy and security of the information you share with us.
We want our Privacy Notice to be accessible to everyone. If you would like it presented in a different way, please contact us, and we will work with you to find the best format.
What is a privacy notice?
A privacy notice explains what personal information (also called personal data) we collect about you, how and why we collect it, how we use it and how you can manage it.
Personal data is any information that can be used to identify you, such as your name, address, phone number or picture. Some particularly sensitive personal data is called special category data. This includes your race or ethnicity, religious or philosophical beliefs, sexual orientation, gender, and information about your health. Personal data also includes information regarding any criminal activity, allegations, investigations, and proceedings, and is known as criminal convictions data.
Who are we?
Disability Arts Online (DAO) is a registered charity (1180274) and company limited by guarantee, registered in England and Wales (05788574).
DAO supports disabled creatives and strives to improve accessibility in the arts sector.
Our website is: https://disabilityarts.online. You can find out about our work, this website’s accessibility, and much more.
Who looks after your information?
DAO is the data controller of the personal data you share with us. A data controller is in charge of all the personal data collected about you. DAO has appointed a Data Protection Officer who makes sure that we follow the law and handle your personal data with care.
If you have any questions about this privacy notice, please contact our Data Protection Officer in the following ways:
- Email: [email protected]
- Telephone: 07751175389
- Post: Disability Arts Online, C/o Lighthouse, 28 Kensington Street, Brighton, BN1 4AJ
We kindly request that you only use our postal address if necessary, as it may cause delays in our response time.
Why do we collect your information?
DAO always follows data protection laws when using your personal data. In most circumstances, we will use your personal data for the following reasons:
- To fulfil a contract that we have, or will, enter into with you.
- When it is necessary for our legitimate interests (it benefits our work but does not conflict with your interests or rights).
- When you have provided consent.
- To comply with a legal obligation.
Sometimes, we collect special categories of sensitive personal data that require higher levels of protection. We only collect, store, and use special category data when absolutely necessary. Usually, we will only process special category data if we have your explicit consent. We regularly assess how we process such data and the risks involved to ensure we meet all the necessary extra conditions. If you would like more information about these conditions, please contact us.
How do we collect your information?
DAO will collect your personal data from direct communication with you. You may provide your name, contact information or financial details when you fill in forms or contact us.
DAO will collect your personal data as you use our website using automated technologies.
DAO may receive your personal data where it is publicly available or from third parties. A third party is an individual or organisation not directly involved in DAO’s activities. For example, DAO receives your sales information from Eventbrite when you buy a ticket for one of our events.
What happens if we can’t collect your information?
If you do not provide DAO with the personal data we require (for example, because of a contract we have with you) we may not be able to provide you with the response, product or service you have requested.
If this is the case, we will promptly contact you to provide an update on the situation and suggest possible solutions.
How do we protect your information?
We have a variety of security measures in place to maintain the safety of your personal data. Any personal data we hold about you is stored and processed under our data protection policy. If you would like to see a copy of our data protection policy, please email: [email protected].
DAO is registered with the Information Commissioner’s Office, which monitors and regulates how organisations use your information. We follow UK data protection laws and the UK General Data Protection Regulation (GDPR). The GDPR provides legal guidelines that organisations must follow to protect your rights when processing personal data.
We take all necessary steps to limit access to your personal data. If someone accesses, uses, changes or shares your data without permission, we will contact you and the relevant authorities as soon as possible, as required by law.
We may need to make some changes to our privacy notice to keep it up to date with the latest laws and guidance. We encourage you to check this privacy notice for changes whenever you visit our website. This version was updated on 8 May 2024.
How long do we keep your information?
We review how long we keep personal data on a regular basis.
We will only keep your personal data for as long as it is necessary for the relevant activity, legal reasons or as agreed to in any contracts you have with us.
Will your information be shared?
There may be situations in which we need to share your personal data.
In rare cases where we need to share your sensitive personal data, we will take extra precautions, ensure necessary conditions are met and notify you before doing so.
We will not sell or rent your personal data to third parties.
Sometimes we need to share your personal data with:
- trusted partner organisations or advisors who work with us,
- third parties who provide services for us.
In these situations, we put a contract in place to ensure that your personal data is properly protected and treated in accordance with the requirements of data protection laws. We only allow third party service providers to process your personal data for specific reasons, and they are not permitted to use your personal data for their own purposes.
Some third parties that we work with are based outside the UK. These organisations may have to follow different laws and requirements in their countries. Whenever we transfer your personal data out of the UK, we make sure that it is protected by the applicable privacy laws.
Where we have a legal obligation, we may need to share your information with HM Revenue & Customs, the Charity Commission, and other authorities.
What are your rights?
The GDPR gives you certain rights over your personal data. You have the right to be told how we use your information, and you also have the right to ask us:
- to see the information we hold about you,
- to change your information if it is not correct,
- to use your information in certain ways,
- to transfer your information to you or a third party,
- to not process or delete your information.
You can withdraw consent at any time where we are relying on it to process your personal data. However, if any processing happens before you withdraw your consent, it will still be considered lawful.
To make a request about your personal data, please email [email protected] or call 07751175389. We aim to respond to your requests as quickly as possible, but no later than one month from the date we receive it. If your request is more complex or you have made multiple requests, we will notify you if it may take us longer than one month to respond. However, you will receive a response within an additional two months.
We always strive to meet your requests to share or delete your information. However, there may be situations where we cannot do so due to legal obligations. If this happens, we will contact you and explain why we are unable to meet your request.
If you believe that the information we hold about you is inaccurate or incomplete, please contact us as soon as possible. We will quickly make the necessary corrections to your information. If you have an account on our website, you can see, edit, or delete your personal information at any time by logging in to your account.
How do you make a complaint?
We always aim to use your data in the best possible way, but we understand that you may have some concerns. If you are not satisfied with how we have used your data, please let us know by following our Feedback and Complaints Procedure and we will do our best to address your concerns. However, if you are still unhappy, you have the right to complain to the Information Commissioner’s Office (ICO).
- The ICO’s address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
- ICO helpline number: 0303 123 1113
- ICO website: https://www.ico.org.uk
Ways we use your information
Contacting us
If you contact us directly, we will use your name and contact details to respond to you. We will continue to hold your data if you have been in contact with us and we believe we have a legitimate interest in keeping you informed of our work.
Receiving our newsletter
If you sign up for DAO’s newsletter, we will ask for your name, organisation name and email address. This will be used to send you the newsletter approximately every week.
We also ask for your postcode so that we can track the location of our online audience to ensure that we are reaching a wide range of people, and are meeting our charitable objectives.
This information is held because you have given your consent for us to use this data. Your consent can be withdrawn by using the unsubscribe link on each newsletter or by contacting us directly.
Submitting listings on our website
If you submit a listing on our website you will need to provide contact details for yourself, your organisation (if applicable) and the information you would like to be included in your listing.
If you request a paid premium listing, we will process financial information and transaction details. This is in order to supply the purchased service and keep the required records of payments made. The legal basis for this processing is the performance of a contract between you and us.
Leaving comments on our website
To leave a comment on our website, you will be asked to provide your name and email address. If you submit a comment, you will be consenting to the information it contains to be published, including any special category data.
We collect the information you entered in the comment form for moderation purposes and to prevent spam and inappropriate use of our website. We do this to protect our users and maintain a safe online environment.
Completing our surveys
When we undertake surveys, we analyse how our audience uses our products and services so we can develop and improve them.
The data collected in our surveys is anonymous unless you disclose personal information in your answers.
Occasionally, depending on the nature of the survey, we ask for and process your name and contact details so that we have the option to ask you for extra information, or clarification, if needed.
Applying to have, or having, your work on our website, including commissions
If you apply to have work published or commissioned, DAO will collect your contact information such as name, address, email address, phone number, social media, and any biographical and professional information that you have provided, including any photos or text.
We will collect your information via your website account, direct email, online application forms (sometimes through a third party service provider), or an alternative accessible format. We process this personal data on the basis of legitimate interests and the contract to publish your work. If we commission your work, we will use your financial information to process your payment.
Applying for, or participating in, our talent development programmes
If you apply to participate in our talent development programmes, DAO will collect your contact information such as name, address, email address, phone number, and any biographical or professional information that you have provided. We will also ask for access requirements and emergency contact details to ensure our service is accessible and to protect your wellbeing. We may sometimes ask for sensitive personal data to be provided in anonymous surveys for reporting purposes.
We will collect your information via your website account, direct email, online application forms (sometimes through a third party service provider), or an alternative accessible format. We store and process your personal data on the basis of legitimate interests. After participation in our programmes is finalised, we will only contact you if there is a legitimate business reason for doing so.
Applying for our employment opportunities
We collect personal information provided by you on your application. This includes your name, contact details, details associated with your application such as your qualifications, skills, experience and employment history. We also ask whether you identify as D/deaf, disabled and/or neurodivergent, and whether you have access requirements for which we will make reasonable adjustments during the recruitment process. Processing data from applicants allows us to manage the recruitment process and assess your suitability for the role.
We will also collect equal opportunities monitoring information which includes special categories of personal data which is anonymised before it is processed. Processing equal opportunities data enables DAO to understand the diversity of people applying for jobs and target under-represented communities for future recruitment.
Once a conditional job offer is made we also collect and process references and any data relating to criminal convictions in order to meet our organisational policies and legal requirements.
Requesting our training and consultancy services
If you request our training/consultancy services, DAO will collect your (or your organisation’s) contact information such as name, address, email address, phone number, and any biographical or professional information that you have provided. We will also ask for access requirements and emergency contact details to ensure our service is accessible and to protect your wellbeing.
We will collect your information via direct email, online application forms, or an alternative accessible format. We store and process your personal data on the basis of legitimate interests and the performance of a contract with you. If you have paid for our service, we will process financial and transaction details to keep accurate records of the service that you purchased.
Attending our events
If you sign up to an online event run by us or our partners, you enter into a contract with us. We will collect your name, email address and any information we need to help you during the event. When we have a data sharing agreement in place, we will share this with the person or company running the event to make your experience as positive as possible, to keep you safe and ensure it is accessible to everyone.
We will use your name and contact details to get in touch with you and give you information about the event. If you have purchased a ticket, we will process financial information and transaction details. This is in order to supply the purchased service and keep accurate records of transactions.
Making a donation
If you make a donation to DAO, we will process the financial and transaction details to keep records relating to the donation. We will also process any contact details provided to thank you, process Gift Aid and for other administrative reasons relating to your donation. We may also use personal data to carry out due diligence in accordance with the law and our internal controls and policies regarding the acceptance or refusal of donations.
Using our website
We use cookies to find out which website content is most useful and make website improvements. A “cookie” is a piece of information that is stored on your computer which records how you move around a website. Cookies allow websites and applications to store your preferences in order to help with your overall website experience.
We may use cookies to:
- Analyse information about how many people use the website and what pages they tend to visit.
- Store information about your preferences to present you with information you will find more relevant and interesting.
- To recognise when you return to our website. We may show you relevant content, or provide functionality you used previously.
We use Google Analytics to track your movements through our website. For more information about Google’s cookies, please visit their websites: Google: Advertising Privacy FAQ and Google: Safeguarding your data.
Cookies do not provide us with access to your computer or any information about you, other than what you have chosen to share with us.
If you do not want our website to store cookies on your computer or device, you can block or remove them. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly. You can read more about cookies and how to manage them here.
Other useful information
DAO will use your personal data only for the specific purposes for which we have collected it, unless we have a reasonable basis to use it for another compatible purpose. If we need to use your personal data for another purpose, we will notify you and explain the legal basis which allows us to do so.
We might analyse (or use outside services, including Artificial Intelligence (AI), to analyse) your personal information so that we can better understand the characteristics and needs of our audience. With this information, we can develop and improve our services. If we enter data into AI systems, it will be anonymous, so you cannot be identified, and we will strictly adhere to data protection guidelines and laws.
Links on our website
Our website contains links to other websites that we think you will find interesting or helpful. Please note that we have no control of sites outside the https://disabilityarts.online domain. Clicking on these links may allow organisations to collect or share data about you. If you provide information to a website to which we link to, we are not responsible for its protection and privacy. Always be careful when submitting data to websites. We encourage you to read the website’s privacy notice fully.
We value the security and integrity of our website and welcome any feedback about linked sites.