This privacy notice explains how the organisation protect and manage any personal data that you share with us and that we hold about you, including how we collect, process, protect and share that data. The organisation is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.
Who we are and how to contact us
The Studio Morland CIC is the Data Controller.
Our address is: The Square, Morland, Penrith, Cumbria. CA103AZ.
Phone: 01931 714444
Information we may collect from you
We will only collect enough personal data from you to provide you with the service you have requested. We may collect and process the following data about you:
- Information you give us. You may give us information about yourself by filling in forms on our site www.thestudiomorland.co.uk or by corresponding with us by phone, email or by visiting The Studio Morland in person. For example this includes information you provide when you register for a workshop, subscribe to mail list, sign in or fill in a feedback survey. The information you give us may include but may not be limited to your name, address, email address and phone number, financial and credit card information, communication preferences.
- Information we collect about you. With regard to each of your online visits to our site we may automatically collect the following information – the Internet protocol (IP) address used to connect your computer to the Internet, your login information, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform.
- Children under 16 attending classes, workshops etc. A record of Parents/ guardians consent for data processing activity including a record of: age, any know medical conditions which may affect their participation or which may require urgent intervention or medical support, consent for young people to be filmed and/ or photographed, consent for direct contact by youth arts tutors with children for the specific delivery of classes or workshops.
How we will use the information you give us and the legal basis we will adopt for processing your data.
The Studio Morland CIC complies with its obligations under the “GDPR” by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.
Most of our data is processed because it is necessary for our legitimate interests. Examples of this would be to deliver our activities to our community; to carry out our not-for-profit work and fundraising; and to administer records. We will always take into account your interests, rights and freedoms.
We use your personal data for the following purposes: -
· To enable us to provide a not for profit service for the benefit of the community
· To administer membership records
· To fundraise and promote the interests of the orgnaisation
· To manage our practitioners and volunteers
· To maintain our own accounts and records
· To inform you of news, events, activities and services
Some of our processing is necessary for compliance with a legal obligation, for example collating signing-in details to comply with Fire Regulations.
We may process data if it is necessary for the performance of a contract with you, or to take steps to enter into a contract. Examples of this would be processing your data in connection with attendance on a training course, and to process information relating to professional contractors and suppliers.
We will process data with consent of the data subject so that we can keep you informed about news, events, activities and services and process your donations and keep you informed about The Studio Morland CIC and related events.
We may also seek your views or comments, and we may send you communications which you have requested and that may be of interest to you. These may include information about activities, campaigns, appeals other fundraising activities
Who will process your data?
Your personal data will be treated as strictly confidential. Your information will be processed internally by designated members of The Studio Morland CIC and with our affiliated practitioners where it is necessary for performance of the data controllers’ tasks, or where you first give us consent.
Your data will not be shared or sold to third party organisations.
How will data be stored and managed?
All digital data, including name, address, age, photographic consent and email addresses is stored on a secure cloud based data storage, accessed only by
Paper records will be securely stored in The Studio Morland CIC office. Registers will include the minimum of data.
For children we will also retain parent/ guardian contact details and photographic consent details in a similar manner to records of medical conditions and these will be used only in the case of an emergency.
How long will your data be stored?
We will keep some records permanently if we are legally required to do so. We may keep some other records for an extended period of time. For example, it is current best practice to keep financial records for a minimum period of 7 years to support HMRC audits. In general, we will only keep data that is necessary and delete data when it is no longer needed.
Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data: -
· The right to request a copy of your personal data which The Studio Morland CIC holds about you;
· The right to request that The Studio Morland CIC corrects any personal data if it is found to be inaccurate or out of date;
· The right to request your personal data is erased where it is no longer necessary.
· The right to withdraw your consent to the processing at any time
· The right to request that the data controller provide the data subject with his/her personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), where applicable.
· The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
· The right to object to the processing of personal data, (where applicable) [Only applies where processing is based on legitimate interests (or the performance of a task in the public interest/exercise of official authority); direct marketing and processing for the purposes of scientific/historical research and statistics]
· The right to lodge a complaint with the Information Commissioners Office.
If we wish to use your personal data for a new purpose, not covered by this Data Protection Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.
Based on your individual rights you can request access to personal information held by contacting The Studio Morland CIC.
- The Studio Morland CIC will not charge for complying with a Data Subject Access Request
- We will respond to your Access Request within 30 days
- We reserve the right to refuse or charge for a request which the Data Controller considers to be manifestly unfounded or excessive. The Studio Morland CIC will inform you of the Data Controller’s decision within 30 working days. T The Studio Morland CIC will charge £10 + VAT per hour for the time taken to process a manifestly unfounded or excessive request. If you disagree with the assessment of the Data Controller you have the right to complain to the Information Commissioner’s Office (ICO) or seek judicial remedy.
The Studio Morland CIC has a duty to report certain types of data breach to the ICO, and in some cases to contact you e.g. when it could result in discrimination, damage of reputation, financial loss, loss of confidentiality or any other significant economic or social disadvantage to you.
Changes to this policy
Information Commissioner’s Office (ICO)
If you think your data has been misused or that the The Studio Morland CIC hasn’t kept it secure, you should contact us.
If you’re unhappy with our response or if you need any advice you should contact the Information Commissioner’s Office ( ICO ).
Telephone: 0303 123 1113.