Creative Future Privacy Policy

This policy sets out how we collect, use and store your personal information (this means any information that identifies or could identify you). It covers information you provide to us online, via phone, e-mail, post, registering for one of our workshops/services, or other correspondence.

By using our website or any of our other services, or providing us with any personal information we will assume you are agreeing to your information being used and disclosed in the ways described in this policy.

1. Who We Are

Creative Future is committed to protecting your personal information and making every effort to ensure that your personal information is processed in a fair, open and transparent manner. Our core mission is to ensure under-represented artists and writers get the support they need.

Our core principles are that:

We have a duty of care to people who provide us with their data
We will never sell, rent or otherwise distribute or make public any personal information
We do not ever share your contact details with third parties without your direct, express consent

We are a ‘data controller’ for the purposes of the Data Protection Act 1998 and (from 25 May 2018) the EU General Data Protection Regulation 2016/679 (“Data Protection Law”). This means that we are responsible for, and control the processing of, your personal information. We take our responsibilities under this act very seriously and we ensure the personal information we obtain is held, used, transferred and otherwise processed in accordance with that Act and all other applicable data protection laws and regulations including, but not limited to, the Privacy and Electronic Communication Regulations.

Creative Future’s website is designed to comply with the following national and international legislation with regards to data protection and user privacy:

For further information about our privacy practices, please contact our Data Protection Officer by:

E-mailing info@creativefuture.org.uk
Calling 01273 234780
Writing to Creative Future, Community Base, 113 Queens Road, Brighton BN1 3XG

2. What Information We Collect

We collect personal information from visitors to our websites, through the use of online forms, when you register for one of our workshops/events, and if you email us your details.

We may collect the following information:

name
contact information including e-mail address
demographic information such as postcode, ethnicity, age, gender and interests
feedback from surveys and online forms other information relevant to customer surveys and/or offers
your preferred means of communication

Sensitive Personal Information

Because our remit is to support under-represented artists and writers, we ask that you share how you consider yourself eligible for our support. This information is treated with extra care and confidentiality. We only use this information:

for the purposes of dealing with your enquiry
quality monitoring or evaluating the services we provide
as anonymised statistics for our reporting to funders and stakeholders

Where you have given us your express consent or otherwise clearly indicated to us that you are happy for us to share your story or photo, then we may publish it on our website or in other media.

3. What We Do With The Information

We use your information to better understand your needs and provide a better service, and in particular for the following:

To send you our newsletter or information you’ve requested
To process your donations, purchases or other payments, to claim Gift Aid on your donations and verify any financial transactions
To invite you to participate in our surveys or research
Internal record keeping
In our day-to-day work
To improve the quality of our work
To keep a record of your relationship with us
To ensure we are reaching all sections of our defined service user groups
To report to our funders and supporters via anonymised statistics

4. How We Collect Information About You

We collect information from you in the following ways when you interact with us:

Directly: This could be if you ask us about our activities, register with us for a workshop or an event, make a donation or purchase, apply for a job or volunteering opportunity or otherwise provide us with your personal information. This includes when you phone us, visit our website, make a purchase from our online shops, or get in touch through the post, or in person.
Through partners: We sometimes work with trusted organisations and always under instruction, for example to refer people to us for support or providing workshops/events together you registered for.
Through third parties: This could be if you provide a donation through a third party such as Just Text Giving or another third party we work with and provide your consent for your personal information to be shared with us.

Visiting Our Websites

We gather general information which might include which pages you visit most often and which services, events or information is of most interest to you. We use this information to personalise the way our website is presented when you visit to make improvements and to ensure we provide the best service and experience for you. Wherever possible we use anonymous information which does not identify individual visitors to our website. This includes:

Google Analytics, which determines the number of people using our site, to better understand how you find and use our web pages and to track your journey through the website. Although this records data such as your approximate geographical location, device, internet browser and operating system, none of this information personally identifies you to us or to Google.
‘Cookies’: Cookies are small amounts of information which we may store on your computer. Unless you have indicated your objection, our system will issue cookies to your computer when you log on to the site. Cookies make it easier for you to log on to and use the site during future visits. They also allow us to monitor website traffic and to personalise the content of the site for you. You may set up your computer to reject cookies by following the relevant instructions at aboutcookies.org. In that case, you may not be able to use certain features on our site. If you do not wish to receive cookies in the future, please let us know at info@creativefuture.org.uk.

Signing Up To Our Newsletter

We use a third-party supplier, MailChimp, to deliver our e-newsletter. By subscribing to this service you will be agreeing to them handling your data. The third-party supplier handles the data purely to provide this service on our behalf. This supplier observes the requirements of the Data Protection Act 1998 and General Data Protection Regulations in how they obtain, handle and process your information and will not make your data available to anyone else.

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 mailings at any time by clicking the unsubscribe link at the bottom of our emails or by e-mailing us at info@creativefuture.org.uk.

Shop & Payments

Our website contains a shop built upon the Woocommerce platform. By making a purchase you are giving us consent to store information about you so that we can manage supply your purchases. Information will be passed on to our payment processors, PayPal and Stripe. We will also store your computer’s IP address to help protect against fraud. We need to keep records of sales and donation information in order to comply with UK tax laws. We monitor abandoned sales (where the person has not completed the transaction) and delete these from our website after a period of time. We do not retain any financial information or credit card details. You can find out more about the security and privacy of our payment processors by visiting PayPal here and Stripe here.

5. Sharing Your Information

We do not share your personal or contact details with any external party of any kind without your express and direct consent, unless required to do so by law.
We do not rent or trade e-mail/address/contact marketing lists with any other organisations or businesses, nor information about your web browsing activity.
We do not undertake data-mining or profiling.
We share anonymised and aggregated personal information with our funders and stakeholders, such as Arts Council England and in our Annual Report, to demonstrate our impact and who we reach. We will ensure you cannot be identified from it.
We may disclose your information if required to do so by law (for example, to comply with applicable laws, regulations and codes of practice or in response to a valid request from a competent authority); or, in order to enforce our conditions of sale and other agreements.

6. Security & Storing Your Information

We employ security measures to protect your information from access by unauthorised persons and against unlawful processing, accidental loss, destruction and damage.

We will retain your information for a reasonable period or as long as the law requires, but no longer than necessary. When we no longer need to retain your information we will ensure it is securely disposed of, at the appropriate time.

Unfortunately the transmission of information using the internet is not completely secure. Although we do our best to protect your personal information sent to us this way, we cannot guarantee the security of data transmitted to our site.

Our websites may contain links to other sites. While we try to link only to sites that share our high standards and respect for privacy, we are not responsible for the content or the privacy practices employed by other sites. Please be aware that advertisers or Web sites that have links on our site may collect personally identifiable information about you. This privacy statement does not cover the information practices of those websites or advertisers.

Any debit or credit card details which we receive on our website are passed securely to our payment processing partners, PayPal and Stripe, and in accordance with Payment Card Industry Security Standards.

7. Controlling Your Information

You have the right to:

change your communication preferences at any time
update or amend the information we hold about you if it is inaccurate
withdraw consent for us to use your personal information
ask us to remove your personal information from our records
object to the processing of your information
raise a concern or complaint about the way in which your information is being used.
request a copy of the information we hold about you*

If you wish to do this, please contact us by:

E-mailing info@creativefuture.org.uk
Calling 01273 234780
Writing to Creative Future, Community Base, 113 Queens Road, Brighton BN1 3XG

*Please note that we are entitled by law to charge a fee of £10 to meet our costs in providing a copy of the information we hold about you. We will require proof of identity in order to grant access.

8. Changes

This policy was implemented in April 2018 and will be reviewed regularly. We may change or update this policy from time to time to improve it or in accordance with new legislation. You should check back from time to time and we will contact you directly with any changes that affect you.