1. Introduction
Applied Arts Scotland SCIO (referred to in this Policy as ‘we’, ‘us’ and ‘our’) collect and process the personal information shared by you (referred to in this Policy as ‘you’ and ‘your’) who are our Members, Advisors, employees volunteers or contractors, users of our services and visitors to our website.
Our Privacy Policy explains the types of personal information (also known as ‘personal data’) and sensitive personal information (also known as ‘sensitive personal data’) we collect from you (also known as a ‘data subject’), how we use and process it fairly, how we store it safely and securely, how long for, how we delete it, and when it is lawfully shared or disclosed.
We take seriously and respect the privacy, confidentiality, security and safety of your personal information. We aim to sustain your trust and confidence.
2. Compliance
Applied Arts Scotland SCIO (AAS) is registered in Scotland with number SC022604. We are regulated by the UK General Data Protection Regulation (referred to in this Policy as ‘GDPR’) and the Data Protection Act 2018.
3. Your Personal Information
When you access our services we will collect, store, process and use the personal information you choose to provide us with. This can include your name, email address, company name and other personal information that identifies you. We will not collect any personal information from you which we do not need.
All your personal information will be treated as private and confidential and will be stored securely and safely by us using third-party data processors and on our servers within the UK.
Unless stated, your personal information will be accessed and used only by AAS’s Board Members, Advisers, staff and volunteers for the purpose(s) we agree with you and for the stated period. Unless we hear to the contrary, your personal information will be deleted at the end of this period.
AAS’s Board Members, Advisors, staff and volunteers follow policies and procedures to ensure we protect the privacy, confidentiality, security and safety of your personal information when we collect and process it, to prevent its loss, misuse, unauthorised access, disclosure, alteration or destruction.
4. Collecting and Using Your Personal Information
In addition to the specifics outlined below of how we collect and use your personal information for your chosen service(s), we will use your personal information to:
a) contact you if we need to obtain additional personal information or permissions from you
b) check our records of your personal information are accurate and up to date, and
c) check you are happy, satisfied and still wish to receive the service(s) you have chosen.
Our e-Newsletter
AAS issue a regular e-Newsletter containing news about us and our projects / activities and other craft opportunities, events, news, etc. we believe are of relevance to you.
If you consent to receive our e-Newsletter we will collect personal information from you and use it for the purpose of sending you our e-Newsletter only.
We use Mailchimp, a third-party processor, to deliver our e-Newsletter to you. We gather statistics around openings and clicks using industry standard technologies so we can monitor and improve our e-Newsletter, its content and delivery to you. You can read Mailchimp’s Privacy Policy.
You can unsubscribe from our e-Newsletter at any time by clicking the unsubscribe link in the footer of any of our e-Newsletters or by emailing your request to our Administrator, hello@appliedartsscotland.org.uk.
Membership
AAS is a membership organisation. Members are provided with access to online services, offline events, activities and services.
On applying to become a member, you agree to AAS collecting and using your personal information to share with the AAS Board who will review your application for membership.
If your application is successful, as a Member you agree to AAS using your personal information to:
a) hold on our Register for the purpose of communicating Membership matters, updates, news and opportunities with you
b) manage your online membership profile and BuddyPress membership
c) share with OSCR (Office of the Scottish Charity Regulator), as required by law, and
d) share with other Members, as per our Constitution.
Further details are provided in Membership Information and on the Membership Application Form.
We use PayPal, a third-party payment processor, to manage payment of Membership Fees. If your application for Professional or Associate Membership is successful, you agree to use PayPal to set up your annual subscription standing order for your Membership fee. You can read PayPal’s User Agreement.
If your Membership application is unsuccessful, AAS will destroy your Membership application and the personal information it contains.
If you no longer wish to be an AAS Member you can contact us or write to our Administrator, hello@appliedartsscotland.org.uk, to let us know. We will remove your membership profile from our website and retain your information, including your personal information, on the AAS Members Register for six years from the date you ceased to be a member.
Please note, being a member of AAS does not automatically subscribe you to our e-Newsletter. You will need to independently subscribe to our e-Newsletter.
Board Membership
AAS is run by a Board of voluntary charity trustees all of whom are professional makers, craft practitioners or designer-makers living and / or working in Scotland. Board Members must be or be in the process of applying to be an AAS Member.
On applying to become a Board Member, you agree to AAS collecting and using your personal information to share with the AAS Board who will review your application for Board membership.
If your application is successful, as a Board Member you agree to AAS using your personal information to:
a) hold on our database of Board Members, for the purposes of managing Board membership and communicating with you about Board, Constitutional and SCIO operational matters
b) your name, a portrait of you and a short biography to be provided by you being published on the AAS website, and
c) as per our Constitution and our legal obligations under The Charities and Trustee Investment (Scotland) Act 2005, our sharing information about you with OSCR.
Further details are provided in our Board Membership documents and application form which can be requested from hello@appliedartsscotland.org.uk.
If your Board Membership application is unsuccessful, AAS will destroy your Board Membership application and the personal information it contains.
When your term finishes or you resign as a Board Member, you will remain an AAS Member unless you tell us otherwise.
Applicants to Jobs / Work / Projects / Opportunities
AAS employ staff and contract individuals and companies to provide professional services or to undertake development projects and opportunities.
On applying for a role, work, project or opportunity with AAS, we will request your clear and affirmative consent to share the personal information you provide in an application, and associated forms, with us and agree to our collecting and using it to review your application, liaising and communicating with you.
Sometimes employment, contracts, projects and opportunities are provided by AAS in partnership with other creative support agencies, business or professional development organisations and with the support of contracted freelancers. We will always clearly state in the forms you complete who our partner organisation(s) is and the freelancer(s) we are working with, and request your consent to share your personal information with them for the purpose of reviewing your application.
If your application is successful, please see ‘Employees / Contractors’ (below).
If your application is unsuccessful, AAS will destroy your application form and associated paperwork and the personal and sensitive personal information they contain 6-months after we inform you your application was unsuccessful.
Please note, as an applicant you will not be automatically subscribed to our e-Newsletter. You will need to independently subscribe to our e-Newsletter.
Employees / Contractors
AAS employ staff and contract individuals and companies to provide professional services or to undertake development projects and opportunities.
If your application for a role, work, project or opportunity is successful, as an employee or contractor you agree to AAS holding your personal information for the purpose of liaising and communicating with you about your role, the work you are doing and the support you require for the duration of the stated term of your contract. As a contractor you will also be required to complete a Due Diligence Form; we will request your clear and affirmative consent to share the additional personal and sensitive personal information you provide in this form with us for the same purpose.
Sometimes employment, contracts, projects and opportunities are provided by AAS in partnership with other creative support agencies, business or professional development organisations. We will always clearly state in the contracts we issue who our partner organisation(s) is and the freelancer(s) we are working with and request your clear and affirmative consent to share your personal information with them for the purpose of liaising and communicating with you about your role, the work you are doing and the support you require for the duration of your contract.
When your contract finishes or is terminated, AAS will retain your information, including your personal and sensitive personal information for six years from the date you ceased to be an employee or a contractor.
Please note, as an employee or contractor of AAS you will not be automatically subscribed to our e-Newsletter. You will need to independently subscribe to our e-Newsletter.
Equality & Diversity Monitoring
AAS endeavours to meet the aims and commitments set out in its Equal Opportunities & Diversity Policy. This includes not discriminating under the Equality Act 2010, and building an accurate picture of the make-up of its workforce and encouraging equality and diversity.
As an applicant, employee or contractor, AAS will request your help and co-operation in anonymously providing sensitive personal information on an Equality & Diversity Monitoring Form to enable us to do this, but filling in this form is voluntary. Anonymous sensitive personal information provided on Equality & Diversity Monitoring Forms will be stored confidentially and securely, separate to the personal information provided on application forms, contracts or other paperwork.
We use Google Forms, and therefore Google, a third-party processor, to administer and manage our Equality & Diversity Monitoring. You can read Google’s Privacy Policy.
Any sensitive personal information provided anonymously cannot be accessed, corrected, updated or deleted.
Events
AAS deliver events to support makers with the professional and / or creative development of their business or practice.
Whether booking in advance of an event or attending on the day, we will ask you to complete a form that clearly states the personal information we will collect from you, for what purpose, how we will use it, how long for and request your clear and affirmative consent to share it with us.
We use Eventbrite, a third-party processor, to administer and manage bookings on our events. You can read Eventbrite’s Privacy Policy.
Sometimes we run events in partnership with creative support agencies, business or professional development organisations. We will always clearly state who our partner organisation(s) is. In the instance our partner organisation(s) wish to collect your personal information, they will request your clear and affirmative consent to share it with them directly.
Please note, as an attendee of an AAS event you will not be automatically subscribed to our e-Newsletter. You will need to independently subscribe to our e-Newsletter.
Survey
AAS occasionally survey makers, craftspeople and designer-makers living and working in Scotland, including our Members, to understand the craft sector’s needs and how best we can provide support. We also annually survey our members, people who have accessed our services and those we’ve worked with to report on equality, diversity and inclusivity.
We use the following third-party processors to administer and manage our surveys:
- SurveyMonkey – you can read SurveyMonkey’s Privacy Policy
- Google Forms – you can read Google’s Privacy Policy
Survey responses can be provided anonymously. If we collect personal information and sensitive personal information from survey respondents, we will clearly state the personal information we will collect from you, for what purpose, how we will use it, how long for and request your clear and affirmative consent to share it with us.
Any sensitive personal information provided anonymously cannot be accessed, corrected, updated or deleted.
Please note as a respondent to as AAS survey you will not be automatically subscribed to our e-Newsletter. You will need to independently subscribe to our e-Newsletter.
Analytics
When users visit our website, we use Google Analytics, a third-party provider, to collect standard internet log information and behaviour patterns of visitors. We do this to find out things like how many visitors we get to various webpages. This information is processed anonymously. We do not make, and do not allow Google to make, any attempt to find out the identities of visitors to our website. We keep anonymous analytics data in accordance with Google’s terms detailed in Google’s Safeguarding Your Data document in their Data Privacy and Security Suite.
Cookies
Cookies are small text files placed on your computer, tablet or mobile phone when you browse websites. We use cookies on our website to help provide you with the best experience we can. Amongst other things this includes, making our website work as you’d expect, saving you having to login every time you visit and remember your settings between and during visits. These are the cookies we use and why:
- Google Analytics: Google Analytics uses this cookie to provide anonymised Analytics information on-site users.
- Session cookie: This is an anonymised cookie to set the user session.
- www.appliedartsscotland.org.uk: Allows users to stay signed in to the site.
- vimeo.com: Set by Vimeo for embedded video content.
You can read our Cookie Policy and manage some settings on our website by clicking the ‘Settings’ button in the Cookie banner of our website. You can find more information about cookies and managing cookie settings on your devices at www.allaboutcookies.org and www.youronlinechoices.eu.
External Links
Our Privacy Policy does not cover external links to other websites from our website. If you have questions about how another website uses your personal information, you will need to check the Privacy Policy of that website.
5. Accessing, Correcting, Updating and Deleting Your Personal Information
Under GDPR you have the right to contact us to access (also known as a ‘Data Subject Access Request’ or ‘SAR’), correct, update or delete the personal information we hold about you. To do this, please email your request to the Administrator, hello@appliedartsscotland.org.uk.
On receipt of a reasonable request from you to access the personal information we hold about you, we will provide you with a copy within 30 days free of charge. If we believe a request from you is unreasonable (e.g. it is a repeat request or for a large amount of personal information), we will explain why we are unable to respond as per your request, what we can reasonably provide, or why we will apply a reasonable charge.
On receipt of a request from you to correct or update the personal information we hold about you, we will carry out your requested corrections or updates within 30 days, and will let you know when we have done so. If we disagree with your request we will contact you and explain why.
On receipt of a request from you to delete personal information we hold about you, we will assess if we are required to hold this personal information for the duration of the reasonable period for the purpose we originally agreed with you. If we do not need to hold your personal information we will delete it within 30 days, and will let you know when we have done so. If we are required to hold your personal information beyond your request we will contact you and explain why.
Sensitive personal information provided anonymously cannot be accessed, corrected, updated or deleted.
6. Compromise or Breach of Security
Unfortunately, compromises or breaches of security can and do happen. Unauthorised entry, hardware or software failure, and other factors may compromise or breach the security of the personal information we hold at any time. If we become aware of such an incident, we will document it and inform the ICO (Information Commissioner’s Office) within three days of becoming aware of the incident. If appropriate we will inform individuals directly affected immediately.
7. Sharing and Disclosing Your Personal Information
Unless specifically stated and actively opted into by you, we do not share your personal information with others.
We may disclose information about you to law enforcement officials in the investigation of any alleged unlawful activities by you. We may also be required to disclose information to a court or regulatory body when required to do so by law.
8. Policy Review
Any changes we make in the future will be updated on our website and, where appropriate, notified to you by email. The Policy will be reviewed annually. It was last reviewed in May 2021.
9. Who to Contact
If you have any questions or comments about our Privacy Policy and your personal information please email Helen Voce, Advisor to Applied Arts Scotland Board, hello@appliedartsscotland.org.uk.
Please note, this Policy aligns with AAS’s Data Protection and Data Security Policy, available on request from the Administrator, hello@appliedartsscotland.org.uk.
