Allendale Creative Artists Community Interest Company (ACACIC)
Privacy and Security Policy (January 2022)
Our contact details
Name: Allendale Creative Artists Community Interest Company
Address: Allendale Forge Studios and Gallery, Market Place,
Allendale, Hexham NE47 9BD
Phone Number: 01434 683975
E-mail: email@allendaleforgestudios.co.uk
The type of personal information we collect
When you become a shop member: We collect the information we need to
enable us to contact you and process any payments from sales of your
products (e.g. Name, address, bank details, etc.)
When you become a studio tenant: We currently collect and process the
needed to approve and manage your lease agreement (e.g name, address,
phone number, email address, etc.)
When you become an artist member: We collect the information we need to
contact you and process your payments (e.g. name, address, bank details,
phone number and email address)
When you apply to hold an exhibition: We collect the information we need to
contact you and process your payments (e.g. name, address, bank details,
phone number and email address)
When you apply to rent Studio 11: We collect the information we need to
contact you (e.g. name, address, phone number and email address)
When you apply to be a volunteer: We collect the information we need to
contact you (e.g. name, address, phone number, e-mail address)
When you sign up for our Monthly newsletter: We collect you name and
email address. This information is only used to send you our Monthly
Newsletter emails. You can unsubscribe at any time.
January 2022
How we get the personal information and why we have it
Most of the personal information we process is provided to us directly by
you for one of the following reasons:
- You apply to become a shop member
- You apply to become a studio tenant
- You apply to become an artist member
- You apply to become an exhibitor
- You apply to volunteer at ACACIC
- You apply to rent Studio 11
- You subscribe to receive our Monthly Newsletter via email.
We use the information that you have given us in order to contact you, pay
you, charge you.
We may share this information with our bank in order to pay / charge you.
Under the General Data Protection Regulation (GDPR), the lawful bases we
rely on for processing this information are:
a) Your consent. You are able to remove your consent at any time.
You can do this by contacting email@allendaleforgestudios.co.uk.
b) We have a contractual obligation.
How we store your personal information
Your information is securely stored on line or in files in a locked office. All
reasonable technical and physical steps have been taken to ensure the
safety of your information.
We keep personal details for as long as your relationship with us either as a
member of a studio hirer lasts or as long as the law demands. We will then
dispose of your information by deleting your data from our electronic files
and destroying any paper records through confidential shredding.
Our website and digital services
This section explains how we collect and use personal information when you use our website, contact us online or subscribe to our mailing list.
Our website is built using WordPress and the Avada theme and is hosted by Fasthosts Internet Limited. We do not currently take bookings, payments or credit/debit card details through the website.
Information you provide through our website
If you contact us using a form on our website, we may collect information including your:
- name;
- email address;
- subject of your enquiry; and
- any information you choose to include in your message.
We use this information to receive, respond to and manage enquiries submitted through our website.
Information submitted through our contact form is sent to us by email and may also be stored securely within the website’s WordPress database. This allows us to manage enquiries and maintain appropriate records of correspondence.
We will not automatically add you to our marketing or mailing list simply because you have contacted us. Where you wish to receive news and updates from us, you will be asked to subscribe separately.
Our lawful basis for processing information submitted through our contact form is normally our legitimate interest in responding to enquiries and communicating with people who contact us. In some circumstances, processing may also be necessary in order to take steps at your request before entering into an agreement with you.
We keep enquiry information only for as long as reasonably necessary for the purpose for which it was provided, including dealing with subsequent correspondence and maintaining appropriate records.
Mailing list and email communications
You can choose to subscribe to our mailing list to receive news, information about activities, exhibitions, events and other updates from us.
We use Mailchimp to manage our mailing list and send these communications. Mailchimp is operated by The Rocket Science Group LLC, part of Intuit.
When you subscribe, information such as your name and email address, together with information about your subscription preferences, may be transferred to and stored within our Mailchimp account.
Our lawful basis for sending these communications to individual subscribers is your consent. Subscribing to our mailing list is optional and is separate from submitting a general enquiry through the website.
You can withdraw your consent at any time by using the unsubscribe link included in our marketing emails. You can also contact us directly if you would like us to remove you from the mailing list.
Mailchimp may record information about the delivery and use of our emails, including whether an email has been opened and whether links within an email have been clicked, where these tracking features are enabled. We may use this information to understand how people engage with our communications and to help us improve them.
Mailchimp is based in the United States and personal information processed through Mailchimp may therefore be transferred outside the United Kingdom. Mailchimp maintains measures intended to provide appropriate safeguards for international transfers of personal information in accordance with applicable data protection legislation.
Further information about how Mailchimp processes personal information is available in Mailchimp’s privacy information.
We will normally retain your details on our mailing list until you unsubscribe, ask us to remove your information, or we otherwise determine that it is no longer appropriate to retain it. We may retain limited information about an unsubscribe request where necessary to ensure that we respect your preference not to receive further marketing communications.
Website hosting
Our website is hosted by Fasthosts Internet Limited.
As part of providing website hosting and related technical services, Fasthosts may process information associated with visits to the website. This can include technical information contained in server logs such as IP addresses, browser information, dates and times of access, pages or resources requested and information relating to the security and operation of the website.
We use this information where necessary to operate, maintain and protect our website, investigate technical problems and help prevent malicious or fraudulent activity.
Where personal information is processed for these purposes, we rely on our legitimate interests in maintaining a secure and reliable website.
Website analytics
We use Google Analytics to help us understand how visitors use our website.
Google Analytics can collect information such as:
- the pages people visit;
- how visitors arrived at the website;
- how long visitors spend on different parts of the website;
- approximate geographic information;
- browser and device information; and
- general information about how visitors interact with the website.
Google Analytics uses cookies and similar technologies and may assign identifiers to browsers or devices in order to distinguish visitors and sessions.
We use analytics information to understand how our website is being used, identify which content is useful to visitors and help us improve the structure, content and performance of the website. We do not use Google Analytics to intentionally identify individual visitors.
Where required, Google Analytics will only be activated in accordance with the choices you make through our website’s cookie controls.
You can change your cookie choices at any time using the cookie settings available on the website.
Google may process information collected through Google Analytics on servers located outside the United Kingdom. Google maintains safeguards intended to protect personal information transferred internationally in accordance with applicable data protection legislation.
Further information about Google’s use of information is available in Google’s privacy information.
Google Search Console
We also use Google Search Console to help us understand how our website performs within Google Search.
Search Console provides information such as the search terms through which people find our website, how often pages appear within Google Search results and how frequently users click through to our website.
We use this information to monitor the visibility, technical health and performance of our website and to improve its content and search engine optimisation.
The information available to us through Google Search Console is primarily provided as search performance and statistical information. We do not use Search Console to identify individual visitors to our website.
Cookies and similar technologies
Our website uses cookies and similar technologies.
Some cookies are necessary for the website to operate correctly, maintain security or remember choices you have made. Other technologies may be used for statistical and analytics purposes.
Where consent is required, optional cookies and similar technologies will not be activated until you have made an appropriate choice through our cookie controls.
Our website provides information about the categories of cookies in use and allows visitors to manage their preferences. You can change these preferences later using the cookie settings available on the website.
You can also control and delete cookies using your web browser settings.
Website service providers
We use third-party organisations to help us operate and maintain our website and digital services. These may process personal information on our behalf where this is necessary to provide their services.
Our main digital service providers include:
- Fasthosts Internet Limited, which provides website hosting;
- Google, through Google Analytics and Google Search Console, which we use for website measurement, performance monitoring and search information;
- Mailchimp, which we use to manage our mailing list and email communications; and
- providers of website software, security, backup, anti-spam and maintenance services where required for the operation and security of the website.
We only allow service providers access to personal information where this is necessary for the services they provide and expect them to handle that information securely and in accordance with applicable data protection requirements.
Links to other websites and services
Our website may contain links to third-party websites or services, including social media platforms.
Following a link to another website does not mean that we control the way that website collects or uses your information. The organisation operating that website will be responsible for its own use of personal information.
We recommend that you review the privacy information provided by those organisations when using their websites or services.
Protecting your information
We take reasonable technical and organisational measures to protect personal information processed through our website from unauthorised access, loss, misuse or disclosure.
Access to the administration of our website, contact form submissions and associated online services is restricted to people who require access for legitimate purposes.
However, information transmitted over the internet can never be guaranteed to be completely secure.
Your data protection rights
Your rights in relation to information collected through our website are the same as for other personal information we hold about you.
Depending on the circumstances, these may include the right to ask us for access to your personal information, to have inaccurate information corrected, to request deletion or restriction of your information, to object to certain uses of your information and to withdraw consent where we are relying on consent.
Further information about these rights and how to contact us is provided elsewhere in this Privacy Policy.
Your data protection rights
Under data protection law, you have rights including:
Your right of access – You have the right to ask us for copies of your
personal information.
January 2022
Your right to rectification – You have the right to ask us to rectify
personal information you think is inaccurate. You also have the right to ask
us to complete information you think is incomplete.
Your right to erasure – You have the right to ask us to erase your
personal information in certain circumstances.
You are not required to pay any charge for exercising your rights. If you
make a request, we have one month to respond to you.
If you wish to make a request, please contact us at:
email@allendaleforgestudios.co.uk
How to complain
If you have any concerns about our use of your personal information, you
can make a complaint to us at Allendale Forge Studios, Market Place,
Allendale, Hexham NE47 9BD or at the above e-mail address.
You can also complain to the ICO if you are unhappy with how we have used
your data.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk