Privacy Policy
Our Contact Details
Name: Xen Arts
Address: ℅ 35 Mill Hill, Brancaster, Norfolk, PE31 8AQ
Phone Number: 07795433640
E-mail: info@xenarts.co.uk
About Us
Xen Arts is a non-profit arts organisation and company limited by guarantee, registered with Companies House. Our company number is 07046978.
At Xen Arts we are committed to maintaining the trust and confidence of both our project participants and visitors to our website by using the personal data we hold in accordance with the law. Xen Arts takes your privacy very seriously which is why we have this privacy notice in place. Xen Arts does not sell, rent or trade email lists with other companies and businesses for marketing purposes. In this Privacy Policy, we’ve provided more detailed information on when and why we collect your personal information, how we use it, the limited conditions under which we may disclose it to others and how we keep it secure.
The type of personal information we collect
We currently collect and process the following information from you which can include:
Name
Email address
Phone number
Postal address
Bank details for payment of classes, workshops, donations.
For workshops we may ask for more details such as Age, Date of Birth, Doctors’ surgery and any relevant medical details when participating in physical activity.
How we collect 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:
To subscribe to our newsletter and updates
To participate in workshops and classes
Emergency contact details when participating in our activity for health and safety purposes
To ask for your consent in sharing photos and footage on our website and social media
To volunteer or fundraise for us
For recruitment purposes
Make a donation or buy merchandise
To prepare data and feedback to funders
To improve the activities we offer
Our Newsletter
As part of the registration process for our monthly e-newsletter, we collect personal information. We use that information for a couple of reasons: to tell you about stuff you’ve asked us to tell you about; to contact you if we need to obtain or provide additional information; to check our records are right and to check every now and then that you’re happy and satisfied. We don’t rent or trade email lists with other organisations and businesses.
We use a third-party provider, MailChimp, to deliver our newsletter. We gather statistics around email opening and clicks using industry standard technologies to help us monitor and improve our e-newsletter. For more information, please see MailChimp’s privacy notice . You can unsubscribe to general mailings at any time of the day or night by clicking the unsubscribe link at the bottom of any of our emails or by emailing info@xenarts.co.uk
Our Workshops and Classes
If you sign up to participate in one of our workshops or regular classes we may ask for more detailed information such as age, date of birth, Doctors’ surgery and any relevant medical details when participating in physical activity. We use this information for health and safety reasons so we can help keep you safe when participating in physical activity - for example to remind us if you need an inhaler or have any particular health concerns. If in the unlikely event there is a medical emergency we will have previously asked for your consent to pass some of these details on to medical professionals in such cases.
Photo Consent
From time to time Xen Arts will need to record our activities by taking photos and video footage. This is to help promote our work, apply for funding to be able to continue offering our activities and for general marketing purposes. These images may appear on our website, social media and funding reports. We will always let you know before we do this and will ask you to provide written or verbal consent agreeing to us using your image in this way. There will always be an option to opt out of this. We will hold your consent for an indefinite period while we are using these images.
Volunteers, Job applicants, Freelance Artists
If you apply for a job with us or volunteer, we’ll hold the personal information you provide to process your application and we may undertake monitoring of recruitment statistics in line with employment and data protection law. If we want to disclose information to a third party, for example where we want to take a reference up or obtain “disclosure” from the Disclosure and Barring Service, we will not do so without asking you beforehand unless the disclosure is required by law.
We’ll only hold the personal information we need depending on the nature of your volunteering and working with us. When we don’t need it we’ll delete it and we won’t hold your personal information for any longer than is necessary for the purposes of that application.
Children’s Data
We’re committed to protecting the privacy of young people who take part in our classes and projects.
Under 18’s will require consent from a parent or guardian before giving us personal information or before participating in our activity. When we collect information about a child or young person aged under 18 we will make it very clear as to the reasons for collecting this information and how it will be used.
We will never share, sell or swap your details with any third parties for the purposes of their own marketing or the monetising of your data.
Change of details
We try to ensure that all personal data held in relation to an individual is as up to date and accurate as possible. Please notify info@xenarts.co.uk of any significant changes to important information, such as contact details, held about you.
Access to your information and corrections
You are entitled to view, amend, or delete the personal information that we hold. Email your request to our data protection officer Xenoula Eleftheriades at info@xenarts.co.uk
This notice was last updated March 2021