Privacy Policy

1. Introduction

Applied Arts Scotland SCIO (referred to in this Policy as ‘we’, ‘us’ and ‘our’) collect and process personal information shared by you (referred to in this Policy as ‘you’ and ‘your’),  our Members, users of our services and visitors to our website.

Our Privacy Policy explains the types of personal information (also known as ‘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 is registered in Scotland. We are regulated by The EU General Data Protection Regulation (referred to in this Policy as ‘GDPR’).

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 processers Mailchimp, Survey Monkey and Dropbox, and on our servers within the UK.

Your personal information will be accessed and used only by Applied Arts Scotland SCIO’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.

Applied Arts Scotland SCIO’s Board Members, Advisers, 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
c) check you are happy, satisfied and still wish to receive the service(s) you have chosen

Our E-Newsletter
Applied Arts Scotland SCIO issue a regular e-Newsletter containing news about us 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 our Administrator, hello@appliedartsscotland.org.uk.

Membership
Applied Arts Scotland SCIO 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 Applied Arts Scotland SCIO collecting and using your personal information to share with the Applied Arts Scotland Board who will review your application for membership.

If your application is successful, as a Member you agree to Applied Arts Scotland SCIO using your personal information to hold on the AAS Members Register for the purpose of communicating Membership matters, updates, news and opportunities with you, manage your online membership profile and share with OSCR (Office of the Scottish Charity Regulator), as required by law, and share with other Members, as per our Constitution. Further details are provided in Membership Information and on the Membership Application Form.

If your Membership application is unsuccessful, Applied Arts Scotland SCIO will destroy your Membership application and the personal information it contains.

If you no longer wish to be an Applied Arts Scotland 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 Applied Arts Scotland SCIO does not automatically subscribe you to our e-Newsletter. You will need to independently subscribe to our e-Newsletter.

Board Membership
Applied Arts Scotland SCIO is run by a Board of voluntary charity trustees all of who are professional makers, craft practitioners or designer makers living and / or working in Scotland.

On applying to become a Board member, you agree to Applied Arts Scotland SCIO collecting and using your personal information to share with the Applied Arts Scotland Board who will review your application for Board membership.

If your application is successful, as a Board Member you agree to Applied Arts Scotland SCIO using your personal information to 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, to your name, a portrait of you and a short biography to be provided by you being published on the Applied Arts Scotland website and as per out Constitution and our legal obligations under The Charities and Trustee Investment (Scotland) Act 2005 to our sharing information about you with OSCR (Office of the Scottish Charity Regulator). 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, Applied Arts Scotland will destroy your Board Membership application and the personal data it contains.

Events
Applied Arts Scotland SCIO 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.

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.

Survey
Applied Arts Scotland SCIO 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.

Survey responses can be provided anonymously. If we collect 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.

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 make, and do not allow Google to make, any attempt to find out the identities of visitors to our website.

You can read Google’s overview of privacy and safeguarding data.

Cookies
Cookies are small text files placed on your computer 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 user 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 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’), 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 you 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.

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

We regularly review our Privacy Policy. Any changes we make in the future will be updated on our website and, where appropriate, notified to you by email. The Policy was last reviewed in May 2018.

9. Who to Contact

If you have any questions or comments about our Privacy Policy and your personal information please email Helen Voce, Adviser to Applied Arts Scotland Board, hello@appliedartsscotland.org.uk.

Please note, this Policy aligns with Applied Arts Scotland SCIO’s Data Protection and Data Security Policy, available on request from the Administrator, hello@appliedartsscotland.org.uk.