At the Coventry City of Culture Trust we are committed to protecting your personal information and being transparent about what information we hold about you. This policy gives you a clear explanation about how we collect and use the information we gather from you directly and from third parties.
We’re here to share all the brilliant cultural events that Coventry has to offer and are not in the business of selling, renting or trading email lists with other companies and businesses for marketing purposes.
Using personal information allows us to develop a better understanding of our supporters and in turn to provide you with relevant and timely information about the work that we do. As a charity, it also helps us to engage with potential donors and supporters as well as informing the important conversations we have with artists, community groups and the wider general public.
We use your information in accordance with all applicable laws concerning the protection of personal information.
If you have any questions or queries on this policy, please contact the Jen Marscheider at Coventry City of Culture Trust or email: firstname.lastname@example.org.
Who we are
We’re Coventry City of Culture Trust, a charity which is funded by public and private organisations including various trusts, foundations and individual donors and supporters. Our registered charity number in England and Wales is 1165639, we’re registered as a company in England and Wales under registration number 09808960.
How we receive your information, what we track, third parties and sensitive data.
We collect various types of personal information in several ways which we’ll outline below. Personal information means any information that may be used to identify you. For the most part this will be collected from the information you give us when you sign up to our mailing list, where we’ll store your name and email address. We’ll also store information about your interactions with us. For example, when we send you a mailing we store a record of this, and in the case of emails we keep a record of which ones you have opened and which links you have clicked on.
Occasionally we’ll receive information about you from third parties. For example, we may use third party research companies to provide general information about you, compiled using publicly available data. General Data Protection Regulation recognises that certain categories of personal information are more sensitive such as health information, race, religious beliefs and political opinions. We’re not after that information unless there is a clear reason for doing so.
We understand that your time is valuable, as such we don’t want to bombard you with emails asking you to consent to the processing of your personal data for the likes of postal or email marketing communications that will be of legitimate interest to you as a Coventry City of Culture follower. We run necessity and balancing tests to ensure that there is no overriding prejudice to you by using your personal information in this way. For any situations where the content is not of legitimate interest, we will instead ask for your explicit consent before using your personal information in that specific situation.
We aim to communicate our city of culture news and events with you in ways that you find relevant, timely and respectful. To do this we use data that we have stored about you, such as what events you have booked for in the past, as well as any preferences you may have told us about.
We use our legitimate organisational interest as the legal basis for communications by post and email. In the case of postal mailings, you may object to receiving these at any time using the contact details at the end of this policy. In the case of email, you have to opt-in to receiving our newsletter on the website, but we always provide the opportunity to unsubscribe at any point. Alternatively, we can unsubscribe you from the mail list, just email email@example.com.
Other processing activities
In addition to marketing communications, we also process personal information in the following ways that are within our legitimate organisational interests:
- We may analyse data we hold about you to ensure that the content and timing of communications that we send you are as relevant to you as possible.
- We may analyse data we hold about you in order to identify and prevent fraud.
- In order to improve our website we may analyse information about how you use it and the content and ads that you interact with.
- We may use profiling techniques or third-party wealth screening and insight companies to provide us with information about you that will help us to communicate in a relevant way with you, in particular when we are approaching you about potential philanthropic support. Such information is compiled using publicly available data about you.
In all the above cases we will always keep your rights and interests at the forefront to ensure they are not overridden by your own interests or fundamental rights and freedoms. You have the right to object to any of this processing at any time. If you wish to do this, feel free to use the contact details at the end of this policy. Please bear in mind that if you object this may affect our ability to carry out tasks above that are for your benefit.
There are certain circumstances under which we may disclose your personal information to third parties such as theatres, art centres or tourism organisations where it is necessary for them to be able to provide you with products or services that you’ve requested. The only other instance is where we are under a duty to disclose your personal information in order to comply with any legal obligation (for example to government bodies and law enforcement agencies).
Coventry City of Culture Trust follows the guidelines outlined in the General Data Protection Regulations of 2018 and as such will ensure that any personal data from contracts and correspondence will be stored safely and lawfully processed. We will hold the details you supply in hard copy form until the end of the Financial Year in which your event plays and for seven years within our Finance Department, and then the information will be destroyed. We will hold it in e-form on our secure database indefinitely, only using such details for legitimate business reasons, you may request to have your contact information amended or removed at any time.
Cookies are small text files that are automatically placed onto your device by some websites that you visit. They are widely used to allow a website to function as well to provide us, the website operators with information on how the site is being used, and most importantly, how we can improve our site for our users.
Updating Your Personal Information and Unsubscribing
You are entitled to access the personal information that we store. We store your contact details, provided that you have given them to us with explicit consent, until such a point where you tell us you would no longer like us to contact you. With regards to the newsletter this will be when you unsubscribe. If it is regarding postal data, this will be when you ask us to remove you from the mailing list.
It is your right to request the stored personal information Coventry City of Culture Trust holds. If there are aspects of your record that are inaccurate or that you would like to remove you can contact us using the contact details at the end of this policy. We’ll amend or delete the data at your request.
Any objections you make to any processing of your data will be stored against your record on our system so that we can work with you to provide a better service.
Security of your personal information
We have put in place appropriate safeguards (both in terms of our procedures and the technology we use) to keep your personal information as secure as possible. We will ensure that any third parties we use for processing your personal information do the same.
We will not transfer, process or store your data anywhere that is outside of the European Economic Area.
Contact details and further information
Coventry City of Culture Trust
Herbert Art Gallery and Museum,
Updated May 2018.
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