Privacy Policy

What personal information do we collect about you?

• Name
• Email address

What are our purposes for processing your personal information?
To respond to your expressions of interest in the scheme

To create marketing lists, which can be used to market services that are relevant to you

What is our legal basis for handling and using your personal information?
Consent – under article 6(1)(a) of the UK GDPR

How long will we keep your personal information?
We will keep your personal information for as long as you choose to receive information from us, until you withdraw your consent.

What personal information do we collect about you?

when you register with the All In Service (including access to the Digital Membership System (‘DMS’) or Member Services Hub) we may process your personal information including your:

• Name
• Email address
• Phone number
• Postal address
• Special category health data (i.e. individual’s access requirements and supporting evidence)

What are our purposes for processing your personal information?

• To provide you with access to the All In Service (including creating an online profile and access profile) and deliver the service to you.
• To store your access support need(s) and enable you to share this with subscribing organisations if you so choose.
• To assist you (including language preferences) if you submit a query for support and technical assistance.
• To comply with applicable laws. Where strictly necessary, for any court proceedings in which we are involved.

What is our legal basis for handling and using your personal information?

Performance of a contract – Article 6(1)(b) UK and EU GDPR
AND
Explicit Consent – Article 9(2)(a) UK and EU GDPR, if Special Category Data  is provided. You may choose to withdraw your explicit consent by removing your Special Category Data from your All In Account at any time.

How long will we keep your personal information?

We will keep your personal information and provide you with the All In service only for as long as you choose to remain a member of All In. In the case of inactive accounts, these will be removed after two (2) years of inactivity.

When will we collect this type of data?

When you create an account for your organisation to either subscribe to All In, or use one of our other services aimed at organisations (e.g. Taster Accounts or Support Organisation accounts)

What personal information do we collect about you?

As a user linked to an organisation to All In we may process your personal information including your:

• Name
• Business Email address
• Business Phone number
• Job title and name of subscribing organisation

What are our purposes for processing your personal information?

• To provide you with access to the All In Service and deliver the All In Service to you.
• To process payment for subscriptions to the All In Service.

What is our legal basis for handling and using your personal information?

Performance of a contract – under article 6(1)(b) UK and EU GDPR

How long will we keep your personal information?

7 years commencing from the end of the contract.

In the case of inactive accounts, these will be removed after two (2) years of inactivity.

What personal information do we collect about you?
We may process personal information, including your name and contact details, that you provide to us in the course of making an enquiry, submitting a data protection rights request, giving feedback or making a complaint either by letter, telephone, via our website or by email.

What are our purposes for processing your personal information?
Handle and respond to any enquiries, information requests, data protection rights requests, feedback and/or complaints made by you.

What is our legal basis for handling and using your personal information?
Public Function- under article 6(1)(e) UK and EU GDPR – in the performance of tasks carried out in the public interest.

How long will we keep your personal information?
5 years

When will we collect this type of data?

We will store your personal information in our CRM and Project Management system when you:

• have a working relationship with All In stakeholders e.g. Box Office Managers, Sector contacts

What personal information do we collect about you?

• Name
• Email address
• Contact number
• Postal address
• Organisation Detail
• Job Role
• Relationship to All In

What are our purposes for processing your personal information?
Contact purposes – to keep in contact with you.

Project Management – to manage your interactions with All In and retain a record of our relationship with you.

What is our legal basis for handling and using your personal information?
Public Function- under article 6(1)(e) UK and EU GDPR – in the performance of tasks carried out in the public interest.

How long will we keep your personal information?
7 years from date of project closure

What personal information do we collect about you?
Information about your computer and about your visits to and use of this website including your IP address, browser type and version, operating system, referral source, length of visit, page views and how you navigate our website. For more information, see our Cookie Policy.

Information you provide to us when using the above services on our website, or that is generated in the course of the use of those services including the timing, frequency and pattern of service use; and

Information contained in or relating to any communication that you send to us or send through our website including the communication content and metadata associated with the communication.

What are our purposes for processing your personal information?

• Administer and maintain the All In website.
• Personalise your experience of using the All In website.
• Allow you to use the services available on the All In website.
• Keep our website secure and prevent fraud.

What is our legal basis for handling and using your personal information?
Public Function – under article 6(1)(e) UK and EU GDPR – in the performance of tasks carried out in the public interest.

Consent – under article 6(1)(a) of the UK GDPR – by providing any personal information to us when communicating through the website services e.g. registering to receive our newsletter and/or accepting cookies, you give your consent for us to handle and use your personal information for the specified purposes. Your consent will be our legal reason for the purposes of complying with the Data Protection Laws.

How long will we keep your personal information?
Where processing is based on our public function lawful basis, we will keep your personal information for no longer than fourteen (14) months, and in accordance with our Cookie Policy .

Where processing is based on consent lawful basis, we will keep your personal information until you withdraw your consent e.g. unsubscribing.

In the provision of the All In service, we may share your personal information for the above purposes with:

• Calvium Ltd (All In platform);
• This Named Company Limited – trading as The Card Network (Members Services support);
• Zendesk (Member Services Hub and Subsciber Gateway platforms);
• Creu Cymru (Gateway services – Wales);
• Hans de Krester Associates Limited (All In ebsite development);
• Dot Digital (Marketing Platform);
• Good CRM (All In Project Management Platform); and
• Google Analytics / Search Console.

We may also share your personal information:

• Where the law requires us to;
• For any court proceedings in which we are involved;
• To protect our legal rights; and
• For the purposes of fraud prevention.

We will comply with Data Protection Laws if handling and using your personal information in accordance with this Privacy Notice requires us to transfer your personal information to organisations in countries outside the United Kingdom and Ireland.

Whenever we transfer your personal data out of the UK and Ireland to countries which have laws that do not provide the same level of data protection as the UK law (for example if we use service providers who process personal data outside of the UK), we always ensure that a similar degree of protection is afforded to it by ensuring that the following safeguards are implemented.

We may use specific standard contractual terms approved for use in the UK and Ireland which give the transferred personal data the same protection as it has in the UK and Ireland.

We may not be able to communicate with you or provide you with any of our services e.g. you may not receive e-mails from us if you do not provide information about which mailing list you should belong to.

We will take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information and will store your personal information on secure servers.

Please be aware that sending information over the internet is inherently insecure, and we cannot guarantee the security of your personal information if you send it to us over the internet.

You have the right to:

• Be informed about the collection and use of your personal data e.g. this Privacy Notice. This is a key transparency requirement under the UK and EU GDPR;

• Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you. This right always applies, although there are some exemptions which means you may not always receive all the information we process. You can request access to your personal data by contacting our Data Protection Officer (contact details are provided below);

• Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us. This right always applies;

• Request erasure of your personal data. This enables you to ask us to delete or remove personal data in certain circumstances. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request;

• Object to processing of your personal data where we are relying on a legitimate interest or the process forms part of our public task and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms;

• Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it;

• Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you;

• Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.

You can read more about your individual rights on the Information Commissioner’s Website or for Ireland the Data Protection Commission Website Homepage | Data Protection Commission.

No fee usually required
You will not usually have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.

What we may need from you
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

Time limit to respond
We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

If you provide All In with content, materials, information that contains personally identifiable information about other individuals, you must comply with Data Protection Laws when providing their personal information to All In.

Our website includes hyperlinks to, and details of, third party websites. We have no control over, and are not responsible for, the privacy policies and practices of such third parties.

Any changes we may make to this Privacy Notice in the future will be posted on this page and, where appropriate, notified to you by e-mail. The date last updated should be visible at the top of this Privacy Notice.

If you have any concerns with how we have handled and used your personal information, you should contact our Data Protection Officer in the first instance, as we would welcome the opportunity to work with you to resolve any complaint.

The contact details for our Data Protection Officer are as follows:
[email protected]

Or by post to:
Senior Officer, Freedom of Information and Data Protection
Arts Council England
Second Floor 47 Lever Street
Manchester, M1 1FN

If you are still dissatisfied, you can submit a complaint to the Information Commissioners Office (ICO) either by telephone or by completing an online form. The ICO’s contact details are as follows:

Telephone:        0303 123 1113
Website link:     https://ico.org.uk/concerns/  

We, Us, Our: All In, Arts Council England (or our employees, consultants, contractors or agents)

You, Your, Yourself: means the living individual who the personal information is about

Special Category Data: means the following personal data that needs more protection because it is sensitive:

• Racial or ethnic origin
• Political opinions
• Religious or philosophical beliefs
• Trade union membership
• Genetic data
• Biometric data
• Health
• A person’s sex life
• A person’s sexual orientation

Members: means members of the public who have signed up to be a service user of All In

Members Services Hub: is a support services provider for All In Members

Subscriber Organisations: means creative and cultural organisations registered with the All In data management system

Gateway Services: is a support services provider for Subscriber Organisations

Data Protection Laws: means the UK GDPR and Data Protection Act 2018 and any other relevant national legislation intended to enact, implement or supplement the UK GDPR (or any part thereof)

AND

means the EU GDPR and Data Protection Act Irish Data Protection Acts 1988 to 2018 and any other relevant Ireland or EU national legislation intended to enact, implement or supplement the EU GDPR (or any part thereof.

Controller: means the natural or legal person, public authority, agency or other body which, alone or jointly with others, determines the purposes and means of the processing of personal data

Personal Information: means information relating to a living individual who can be identified

Freedom of Information: means the Freedom of Information Act 2000 (England, Northern Ireland and Wales) and any other legislation supplementary thereto.

AND

means the Freedom of Information Act 2014 (Ireland) and any other legislation supplementary thereto introduced in the Republic of Ireland.

AND

means the Freedom of Information (Scotland) Act 2002 and the Environmental Information (Scotland) Regulations 2004 and any legislation supplementary thereto introduced in Scotland.