How we use your personal details

In this notice, 'we', 'us', 'our' means Ark T Centre, a registered charity under number 1156435 with a registered address at Crowell Road, Oxford, OX4 3LN. We are dedicated to being part of the community and to creating and transforming space for people of different age, gender, culture, and tradition to express themselves through the arts in order to discover new things about themselves and other people. That is why we want to be completely transparent about why we need the personal details we request when you support us and how we will use them.

This privacy notice explains when and why we collect personal information about you, how we use it, the conditions under which we may disclose it to others. Personal data is any information that can directly or indirectly identify you. It also explains how we keep your data safe and secure and your rights and choices in relation to your information.

If you have any questions regarding Ark T Centre's privacy notice and our privacy practices or you would like to excerise any of your rights, please get in touch via the following information:

Email us: [email protected]

Telephone us: 01865 396 778 (Monday-Friday 09:00 - 17:00)

Write to us: Ark T Centre, Crowell Road, Oxford, OX4 3LN

 

If you are unhappy with the way we process your data, you can also make a complaint to the Information Commissioner's Officer (ICO) which regulates the use of information in the UK. They can be contacted by:

Telephone: 0303 123 1113

OR by going online to: www.ico.org.uk/concerns

 

Lawful Processing

Data protection law requires us to rely on one or more lawful basis for processing your personal information.

Informed Consent

Where you have provided specific consent to use your personal information in a certain way, such as to send you information through email, telephone or by text.

Legitimate Interest

Where it is necessary to achieve our and others' objectives as an organisation with reason. (As long as what the information is used for is fair and does not duly impact your rights). A few examples of when we use legitimate interest as a charitable organisation in pursuit of our aims and objectives would be:

• To send you communications through the post which we believe might be of interest to you;
• To personalise, enhance or modify and improve our services and communications to you to benefit our service users;
• Conducting research to better understand Ark T Centre's supporters and improve the relevance of our fundraising;

Whenever we use legitimate interest to process data, we perform a Legitimate Interest Balancing Assessment (LIA) and consider the balance of any potential impact on you (both positive and negative), and your rights under data protection laws. Your information will not be processed if our interests as an organisation override your interests as an individual and if for any reason the processing overrides serious impact on you. For example, where we would be excessively intrusive by sending multiple marketing campaigns on a regular basis.

When we process sensitive or special category information, we require an additional legal basis in order to process such information under data protection laws. We will either use your Explicit Consent or another lawful route available such as if we need to process employments, social security or social protection purposes, if it was for your vital interest or in some rare cases, if it is in the public interest.

Legal Obligation

We will use this condition to process personal information for example where we are ordered by the Charity Commission or Fundraising Regulator.

Performance of a Contract

When you are an employee at Ark T Centre, we will perform some data processing under your contract with us.

Vital Interests

Where it is necessary to protect your life or health. for example, in the case of a medical emergency by an individual attending one of our projects or events.

Fundraising and marketing communications

Your contact details may be used to provide you with information about the vital work we do, our fundraising appeals and opportunities to support us, as well as the services and products you can buy to support out work if we think this may be of interest to you.

 

Your choices

Here at Ark T Centre, we respect and value your choices. You have a choice whether or not you wish to receive information from us. If you do not want to receive direct marketing communications form us about the charitable work we do and any products or services you can buy, you can opt-out at any time by contacting a member of the team at any of the details listed at the top of this privacy notice.

 

Your Rights

Under data protection laws in the UK, you have certain rights over the personal information that we hold about you. Here is a summary:

Right to be informed

You have the right to be informed as to how we use your data under what lawful basis we carry out any processing. This privacy promise sets this information out however if you would like further information or feel that your rights are not being respected please get in contact with any of the details listed at the top of this privacy notice.

Right of erasure

You may ask us to delete some or all of your information we hold about you. Subject to certain exceptions, we will do so as far as we are required to.

Right to object

You have the right to object to processing where we are using your personal information such as where it is based on legitimate interests or for direct marketing.

Inaccurate personal information corrected

inaccurate or incomplete information we hold about you can be corrected. The accuracy of your information is important to us and we are working on ways to make this easier for you to review and correct the information that we hold about you. We will also carry out an annual accuracy check and contact you to ensure your information is up to date. If any of your information is out of date or if you are unsure of this, please get in touch.

Right of restriction

You have a right to restrict the processing of some or all of your personal information if there is a disagreement about its accuracy, or we are not lawfully allowed to use it.

Right to access your information

You have a right to request access to a copy of your personal information that we hold about you, along with the information on what personal information we use, why we use it, who we share it with, how long we keep it for and whenever it has been used for automated decision making. You can make a request for access free of charge and proof of identity is required.

Portability

You can ask us to provide you or a third party with some of the personal information that we hold about you in a structured. commonly used, electronic form so it can be easily transferred.

Automated Decision Making

Automated Decision Making takes place when an electronic system uses personal information to make a decision without human intervention. You have the right to question the outcome of automated decisions that may create legal effects or create a similar significant impact on you.

 

Keeping your information safe

We take looking after your information very seriously. We have implemented appropriate physical, technical and organisational measures to ensure that your personal information is secure when under our control, both online and offline, from improper access, use, alteration, destruction and loss.

 

Any sensitive information (such as your credit or debit card details or any information that is classed as sensitive or special category data) is encrypted and protected. All debit and credit card details are passed securely to our payment processing partner, according to the Payment Card Industry Security Standards.

 

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 practises employed by other sites. Please be aware that advertisers or websites that have links on our site may collect personally identifiable information about you. This Privacy Notice does not cover the information practises of those websites or advertisers.

 

Transferring your data outside of the United Kingdom (UK)

When data is transferred outside of the UK, appropriate safeguards are in place to ensure adequate levels of security are in place and are in line with data protection laws. We do not currently transfer data outside of the UK

 

How long is your information kept for?

We keep your information for no longer than is necessary for the purposes it was collected for. The length of time we keep your information for is determined upon our legal and operational considerations. For example, we are legally required to hold certain types of information to fulfil our statutory obligations (e.g employment law, health and safety and tax/accounting purposes).

 

We review our retention periods on a regular basis and update our Records of Processing Activities (RoPAs) accordingly. If you would like to know how long we hold your personal information for, please get in touch with the contact details listed at the beginning of this privacy notice.

 

We will not share your data

Please be assured that we will not, under any circumstances, share your data with anyone for marketing purposes and you will not receive offers from other companies or organisations as a result of giving your details to us.

We may need to share limited information with our service providers who help us to prepare and send you our communications or process your donations and other responses. However, we will not allow these organisations to use your data for their own purposes and will take care to ensure that they keep your data secure.

Changing your communication choices

If at any time you wish to change how we communicate with you, or update the information we hold, please do get in touch.

• Write to us: Marketing, Ark T Centre, Crowell Road, Oxford OX4 3LN
• Email us: [email protected]
• Call us (Mon-Fri 0900-1700): 01865 396778

You can opt out of our emails by clicking on the unsubscribe link at the bottom of our messages.

What type of information is collected from you?

The personal information we collect, store and use might include:

• Your name and contact details (including postal address, email address and telephone number);
• Your date of birth;
• Your bank or credit card details if you make a donation. Your card information is collected by our third-party payment processors, who specialise in securing your information and processing of debit/credit card transactions.
• Any other personal information that may be shared with us.

Data Protection laws recognise certain categories of personal information as sensitive or special categories of data and therefore requiring greater protection, for example, information about your health, religion, sex life or sexual orientation.

We do not collect sensitive data about you unless there is a clear and valid reason for doing so and data protection laws allow us.

 

 

How and why is your information used?

We may use your information for a number of different purposes, which may include:

• Keeping a record of your relationship with us;
• Carrying out our obligations under any contracts entered into between you and us;
• Providing you with the services, products or information you asked for;
• Seeking your views or comments on the services and information we provide;
• Sending you newsletter and exciting updates about our charity;
• Sending you communications which you have requested and that may be of interest to you. These may include information about events we may organise;
• Processing job applicants for job opportunities;
• Record an event or project you may attend.

 

Processing of Children's Data

We ask for the minimum information from you in order to allow us to send you relevant communications.

We need to ask if you are aged under 16 as, under anyone aged under 16 cannot legally give consent for Marketing.

If you are aged 16 or under, you will need to get the permission of your parent or guardian before registering to receive email newsletters or other materials from us.

We do not knowingly collect or solicit information from anyone under 16 or knowingly allow such persons to provide us with their personal information without parent or guardian consent.

In the event that we learn that we have collected personal information from anybody aged 16 or under and do not have the consent of a parent or guardian, we will delete that information as quickly as possible.

 

Cookies

Our web site does not use Cookies.

 

Profiling

Sometimes we may analyse the personal information we collect to create a profile of your interests and preferences so that we can contact you in the most appropriate way and with the most relevant information. From time to time, we carry out an analysis of our supporters and the donations they have made. Some of the results from this analysis provide us with an indication of who might be interested in attending Ark T fundraising events.

 

Changes to this notice

Any changes we may take to this notice in the future will be posted on this website so please check this page occasionally to ensure that you're happy with any changes. If we make any significant changes, we will make this clear on our website.

 

Review of this notice

We keep this policy under regular review. This policy was last updated 14th of May 2021.

Thank you for supporting the Ark T Centre.