Privacy Policy

Approved by the Board: 9th December 2022
Next Review Date: 9th December 2024

1. Introduction

  1. This Privacy Policy outlines the way in which the Artists Futures Fund (AFF) uses and discloses personal data that is provided to us. We collect information about individuals who may benefit from our financial support, our applicants, our donors, our staff / freelancers and trustees.

  2. We recognise that your privacy is very important, so it is equally as important to us that you are confident with the way we handle your personal information.

  3. The AFF is registered with the Information Commissioners Office (ICO) as a data controller and our registration number is ZA303998.

  4. This Privacy Policy may change from time to time in-line with legislation or industry developments. We will not explicitly inform our data subjects or website users of these changes. We recommend that you check this policy occasionally for any changes.

2. The type of personal information we collect

  1. Personal information includes any data that relates to a living individual who can be identified from that data. This may include an individual’s name, address, telephone numbers and / or email address, bank details, other financial, health and background information. This may come from potential or actual beneficiaries, employees / freelancers, supporters, volunteers, trustees and donors.

3. How we collect personal information and why we have it

  1. We receive and store personal information supplied to us in writing, via email, via the telephone, in person or online when applying, enquiring, or registering for our grant giving programmes, our services, employment, trusteeship, volunteering opportunities or when attending events or donating money, goods or services to the AFF.

  2. We also receive personal information indirectly from:

    • organisations, institutions, and individuals with whom we work to deliver our grant giving programmes and services,

    • fundraising research service providers and other contracted agencies with whom we engage periodically to widen our capacities to deliver our mission and objects.

  3. We use the information that you have given us:

    • where you have given your consent to use the information for a specified purpose (including grant administration),

    • for internal administration, analyses, impact measurement and service reviews,

    • where we have a legal obligation to use your information, for example to claim Gift Aid in pursuit of a legitimate interest, for example: to collect money that is owed to us and to manage our relationship with members, supporters, volunteers and donors, for example to invite people to events,

    • to widen our capacities to raise funds in support of our mission and objects.

  4. We may share this information with:

    • organisations, institutions, and individuals with whom we work to deliver our grant giving programmes and services,

    • fundraising research service providers and other contracted agencies with whom we engage periodically to widen our capacities to deliver our mission and objects.

  5. Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:

    • Your consent. You can remove your consent at any time. You can do this by contacting us via the contact information provided in this policy.

    • We have a contractual obligation.

    • We have a legal obligation.

    • We have a vital interest.

    • We need it to perform a public task.

    • We have a legitimate interest.

4. How we store your personal information

  1. Your information is securely stored and is only disclosed to parties who have a need to access it, to fulfil the charity’s objectives. The AFF may disclose personal data to other employees / freelancers including our Trustees. We do not permit these parties to use such information for any other purposes than to perform the service instructed by us.

  2. We may also need to disclose your information if required to do so by law. For example, we are legally required to provide your data to HMRC if you have agreed to us claiming Gift Aid on your behalf.

  3. By providing us with your personal data you consent to the collection and use of any information you provide in accordance with the above purposes. Where we offer you services either directly or through a third-party supplier, we will ask you for permission to use and/or share your information before we proceed. You can withdraw your consent at any time. Please contact us if you want to do so.

  4. When the personal data is no longer needed it will be destroyed or permanently rendered anonymous. Examples might be that application process has been completed, volunteering, employment or trusteeship terminates. As a rule, we will hold your information for a period of up to seven years from the end of your relationship with us.

  5. To prevent unauthorised access, maintain data accuracy, and ensure the correct use of information, we have put in place appropriate physical, electronic, and managerial procedures to safeguard and secure the information we collect.

  6. Individuals have the right to request access to and rectification or deletion of their personal data or restrict processing at any point from when personal data is provided to us.

  7. The AFF will comply with all legal obligations including UK GDPR when we hold your data. If you have any reason why we should amend, delete, or restrict use of your data, please contact us to discuss your concern.

  8. Where grant recipients have provided information about their experience of applying for a grant, by whatever means, we will explain what the information will be used for and whether it will be held anonymously or not / or it will always be used anonymously unless you agree otherwise. For example, to write case studies which can be used in our communications, fundraising materials, and internal communications, to help us raise awareness of our mission. We would never use your story without obtaining your consent first, we would always contact you to discuss the use of your story in further detail each time.

5. Your data protection rights

  1. 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.

    • 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.

    • Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.

    • Your right to object to processing – You have the the right to object to the processing of your personal information in certain circumstances.

    • Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

  2. 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.

  3. Please contact us via our contact details as provided in this Policy if you wish to make a request.

6. How to complain

  1. If you have any concerns about our use of your personal information, you can make a complaint to us at:

    The Secretary

    Artists Futures Fund
    Apartment 5
    60 Stamford New Road
    Altrincham
    Cheshire
    WA14 1EE

    info@artistsfuturesfund.org

  2. 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