This policy refers to the usage of the Purbeck Art Weeks website, any subsites and associated data storage systems as a website visitor, as an events attendee, as a Friend of Purbeck Art Weeks Festival (Friend of PAW Festival) or as a Member of Purbeck Art Weeks Festival (Member of PAW Festival).
Who we are:
We are Purbeck Art Weeks Festival Ltd (PAW)
Our main website address is: https://www.purbeckartweeksfestival.co.uk
We have subsites at: https://members.purbeckartweeksfestival.co.uk
Our email address is: firstname.lastname@example.org
Our registered address is: Badgers Keep, Barnhill Road, Wareham, BH20 5BG, United Kingdom
Our registered company number is: 7420934
Our registered charity number is: 1140350
Personal data collection:
We have three mailing lists; one for Friends of Purbeck Art Weeks Festival, one for Members of Purbeck Art Weeks Festival and one for News. Subscription to the Friends of PAW Festival or to the Members of PAW Festival mailing lists are an integral part of being a Friend of PAW Festival or Member of PAW Festival and so their consenting information is added to the subscription list as part of the application process. Opting out is an option but renders the Friendship or Membership subscription functionally inaccessible. Subscription to the News mailing list is via an online sign-up form on the Purbeck Art Weeks website (http://www.purbeckartweeksfestival.co.uk/about-paw/contact-us/mailing-list/) or on the Purbeck Art Weeks Facebook page (https://www.facebook.com/PurbeckArtWeeks/app/100265896690345/), through an invitation to be kept informed when buying an event ticket through TicketSource (https://www.ticketsource.co.uk/) or via a form filled out on one of our various pieces of printed literature.
Subscription to the Friends of PAW Festival, the Members of PAW Festival or the News mailing list will collect a subscriber’s name, email address and device information. Our mailing list emails are sent through the MailChimp (https://mailchimp.com) platform, which collects information about the device and applications you use to access emails sent through their services, such as your IP address, your operating system, your browser ID, and other information about your system and connection.
Becoming a Member of Purbeck Art Weeks Festival:
When you fill in our Membership form (https://members.purbeckartweeksfestival.co.uk/) we collect your name, address email address, and phone number. This information is used to verify your eligibility for membership and provide you with our membership service.
Becoming a Friend of Purbeck Art Weeks Festival:
When you download and fill in a form to become a Friend of Purbeck Art Weeks Festival (http://www.purbeckartweeksfestival.co.uk/about-paw/friends/) we collect your name, address, email address and banking details if you wish to set up a standing order. We use this information to set up a standing order for yearly payments and to provide you with priority notice of events, priority event booking opportunities, invitations to Friends of PAW Festival only events and to generally keep you informed.
Event ticket sales:
Purbeck Art Weeks Festival uses the information gathered via TicketSource to manage ticketing for an event, facilitate ticket pick-up, facilitate dispute resolution, notify you of any changes to the event and to undertake sales, campaign or demographic analysis.
As part of the sales process, we also ask if you would like to be kept informed via email, post or SMS text message. If you consent to receiving email messages, then your email address will be added to our News mailing list. We do not currently contact visitors or customers via mail or SMS text message.
Virtual Event ticket sales:
When purchasing virtual event tickets (https://events.purbeckartweeksfestival.co.uk) we ask you to register on the website and so doing collect your name and email address. This information is used to provide you with exclusive viewings of our Virtual Events.
Applying for a PAW Bursary:
When you enquire or apply for a PAW Bursary (http://www.purbeckartweeksfestival.co.uk/about-paw/bursary/) , we will collect your name, address, email address and phone number. We will also collect any information that you give us that is relevant to the application. We will use this information in order to check your eligibility for the Bursary and enable us to decide on whether to award you a Bursary or not.
Taking out an Advert in our Programme or Brochure:
When you take out an advert (http://www.purbeckartweeksfestival.co.uk/about-paw/advertising/) in our Programme or Brochure we will collect a contact name, address, email address and phone number from you. This information will be used, in conjunction with any artwork that you send us, to provide you with an agreed advertising service.
We do not allow comment on the Purbeck Art Weeks website.
We allow comments on a limited number of pages on the Purbeck Art Weeks Members website. These pages are only viewable by logged in Members of Purbeck Art Weeks Festival. When Members of PAW Festival leave comments on the site we collect the data shown in the comments form, and also the Member of PAW Festival’s IP address and browser user agent string to help spam detection.
We do not allow media uploading on the Purbeck Art Weeks website. Any images re-produced have been uploaded by our team with the relevant consent from the image creator.
Media can be uploaded by logged in Members of Purbeck Art Weeks Festival on the Purbeck Art Weeks Members website as part of their Open Studio Application or Rollington Application or to be used on their website profile on the Purbeck Art Weeks website. This media is not immediately viewable by the public, it has to be uploaded by one of our team. If you upload images to the Purbeck Art Weeks Members website, you should avoid uploading images with embedded location data (EXIF GPS) included unless you want the image location to be discoverable. This is to prevent visitors to the Purbeck Art Weeks website downloading and extracting any location data from images on the website. We therefore assume that any embedded location data present in any uploaded image is there purposefully.
We do not use forms on the Purbeck Art Weeks website other than our News mailing list as previously detailed above.
To become a Friend of Purbeck Art Weeks Festival (http://www.purbeckartweeksfestival.co.uk/about-paw/friends/) we ask you to download and print an Application Form and Gift Aid Declaration if applicable. These forms are then sent to our Treasurer who processes them and then destroys them.
The Purbeck Art Weeks Members website uses a number of forms to collect and display your information to enable us to provide Open Studio and Exhibition services. These forms are powered by Gravity Forms (https://www.gravityforms.com/) with add-on functionality provided by Gravity Perks (https://gravitywiz.com) and submission viewing provided by Gravity View (https://gravityview.co/).
The Purbeck Art Weeks Virtual Events website uses a number of forms to collect and display your information to enable us to provide Virtual Event viewings. These forms are powered by Gravity Forms (https://www.gravityforms.com/).
Embedded content from other websites:
Articles on this site may include embedded content, (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.
Websites who may provide us with content:
- Facebook (https://www.facebook.com/)
- Instagram (https://www.instagram.com/)
- Twitter (https://twitter.com/)
- YouTube (https://www.youtube.com/)
- Vimeo (https://vimeo.com/)
All our websites use JetPack (https://jetpack.com/) to monitor website usage and collate statistics on WordPress.com. The information gathered consist of IP address, user agent, visiting URL, referring URL, timestamp of event, browser language and country code. Purbeck Art Weeks does not have access to any of this information via this feature. So, for example, we can see that a specific page has 285 views, but we cannot see which specific users or accounts viewed that page.
All our websites use JetPack (https://jetpack.com/) to prevent malicious login attempts. In order to check login activity and potentially block fraudulent attempts, the following information is used: attempting user’s IP address, attempting user’s email address/username (i.e. according to the value they were attempting to use during the login process), and all IP-related HTTP headers attached to the attempting user.
Who we share your data with:
Any information we have collected when you take out an advert (http://www.purbeckartweeksfestival.co.uk/about-paw/advertising/) in the Purbeck Art Weeks Programme or Brochure will be passed on to our independent Graphic Designer to allow them to create the literature for us.
Any information we have collected when you make an application to hold an Open Studio or exhibit at Rollington via our Purbeck Art Weeks Members website will be passed on to our independent Graphic Designer to allow them to create the Brochure for us and to our independent Website Designer to enable them to update the Purbeck Art Weeks website.
All our websites use JetPack (https://jetpack.com/) to monitor website usage and collate statistics on WordPress.com. Anonymous usage information is sent to WordPress.com for display purposes only.
When making a payment using Square (https://squareup.com/gb/en) your personal data may be shared with a limited number of their service providers. These service providers provide services on Square’s behalf, such as identity verification services, data analysis and auditing services. These service providers may need to access personal data to perform their services. Square authorise such service providers to use or disclose the personal data only as necessary to perform services on their behalf or comply with legal requirements. They require such service providers to contractually commit to protect the security and confidentiality of personal data they process on Square’s behalf.
Square shares personal data with third party business partners when this is necessary to provide their Services to their Users. Examples of third parties to whom Square may disclose personal data for this purpose are banks and payment method providers (such as credit card networks) when providing payment processing services.
How long we retain your data for:
We retain personal information, (within MailChimp (https://mailchimp.com/), TicketSource (https://www.ticketsource.co.uk/), Square (https://squareup.com/gb/en) and Dropbox (https://www.dropbox.com/) ), where we have an ongoing legitimate business or legal need to do so. Our retention periods will vary depending on the type of data involved, but, generally, we’ll refer to these criteria in order to determine retention period:
- Whether we have a legal or contractual need to retain the data
- Whether the data is necessary to provide our services
When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymize it or, if this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing until deletion is possible.
Square (https://squareup.com/gb/en) may retain personal data beyond Purbeck Art Weeks Festival’s data retention timeframe, to the extent necessary to comply with their legal and regulatory obligations, and for the purpose of fraud monitoring, detection and prevention. They also retain personal data to comply with their tax, accounting, and financial reporting obligations, where they are required to retain the data by their contractual commitments to their financial partners, and where data retention is mandated by the payment methods that Square support. Where Square retain data, they do so in accordance with any limitation periods and records retention obligations that are imposed by applicable law.
If you are a Friend of Purbeck Art Weeks Festival or a Member of Purbeck Art Weeks Festival, we hold your submitted information until you inform us that you do not want your Friendship or Membership to continue. At this point we will delete your information and you will need to refill in your information to become a Friend of PAW Festival or Member of PAW Festival again.
If you enquire about a Purbeck Art Weeks Bursary (http://www.purbeckartweeksfestival.co.uk/about-paw/bursaries/) we will hold your enquiry information until you make an application, or for two years from the date of enquiry. If you make an application then we will hold the minimum information necessary indefinitely, (your name, medium, reason for the award and award amount), to enable us to decide on any additional Bursary applications that you may make and to allow us to prevent duplicate Bursary applications.
If you take out an advert (http://www.purbeckartweeksfestival.co.uk/about-paw/advertising/) in our Programme or Brochure we will hold the information gathered, including any artwork, for one year to enable us to easily offer you the opportunity to advertise with us again. If you do not take up this opportunity your contact information will be deleted, although your artwork may be held for longer as part of our design archive.
All our websites use JetPack (https://jetpack.com/) to monitor website usage and collate statistics on WordPress.com. Stats logs (containing visitor IP addresses) are retained by Automattic (https://automattic.com/) for 28 days and are used for the sole purpose of showing anonymous usage data to the website owner.
All our website’s cookie consent cookie remembers your preference for 180 days. After this time, you will be asked to consent again.
What rights you have over your data:
Under GDPR you have the following rights:
- Right of access to the Personal Data held
- Right of rectification if incorrect data is held
- Right to erasure
- Right to object to processing
You have the right to request a copy of the information that we hold about you at any time. Please email us to exercise this right.
Please let us know if any data we hold on you is incorrect. We include a “preferences” link in the footer of each email that we send through the MailChimp (https://mailchimp.com/) platform. This gives subscribers the ability to easily update their profile details at any time.
You can request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes. An “unsubscribe” option is automatically included in the footer of every email that we send through the MailChimp (https://mailchimp.com/) platform. This allows subscribers to easily unsubscribe from the relevant mailing list.
Where we send your data:
We use MailChimp (https://mailchimp.com/) to communicate with our Friends of Purbeck Art Weeks Festival, Members of Purbeck Art Weeks Festival and News mailing lists. Their servers and offices are located in the United States, so your information may be transferred to, stored, or processed in the United States. While the data protection, privacy, and other laws of the United States might not be as comprehensive as those in your country, they take many steps to protect your privacy.
Mailchimp participates in and has certified its compliance with the EU-U.S. Privacy Shield Framework and the Swiss-U.S. Privacy Shield Framework. They are committed to subjecting all personal information received from European Union (EU) member countries and Switzerland, respectively, in reliance on each Privacy Shield Framework, to each Framework’s applicable Principles. To learn more about the Privacy Shield Frameworks, and to view MailChimps certification, visit the U.S. Department of Commerce’s Privacy Shield website, here: https://www.privacyshield.gov/welcome
Mailchimp is responsible for the processing of personal information they receive under each Privacy Shield Framework and subsequently transfer to a third party acting as an agent on their behalf. They comply with the Privacy Shield Principles for all onward transfers of personal information from the EU and Switzerland, including the onward transfer liability provisions.
With respect to personal information received or transferred pursuant to the Privacy Shield Frameworks, MailChimp are subject to the regulatory enforcement powers of the U.S. Federal Trade Commission. In certain situations, they may be required to disclose personal information in response to lawful requests by public authorities, including to meet national security or law enforcement requirements.
We use Dropbox (https://www.dropbox.com/) for our cloud based document storage. Dropbox may store, process and transmit information in the United States and locations around the world, including outside your country.
How we protect your data:
Our MailChimp (https://mailchimp.com/) Friends of Purbeck Art Weeks Festival, Members of Purbeck Art Weeks Festival and News mailing lists are only accessible by our Secretary, Administrator, Friends Trustee and Marketing Advisor.
Our TicketSource (https://www.ticketsource.co.uk/) customer database is only accessible by our Secretary and our Ticketing Trustee.
Our Square ( (https://squareup.com/gb/en) account is only accessible by our Treasurer, Secretary and our Ticketing Trustee.
We use Dropbox (https://www.dropbox.com/) for our cloud based document storage. Any documents which include personal data are password protected and stored within our Dropbox Operations Folder. Access to our Dropbox Operations Folder is limited to Trustees and our Administrator.
When you become a Member of Purbeck Art Weeks Festival via our Purbeck Art Weeks Members website, the information given in your application, and any subsequently completed forms is primarily stored within the website database. This database is only accessible by the Website Designer and is protected by a number of firewalls, log-in procedures and log-in protection. Relevant Membership information is downloaded from the website and stored securely in a password protected document in our Dropbox Operations Folder. This document is only accessible by our Trustees and our Administrator. Payment status information is only accessible by our Treasurer, Secretary and Website Designer (only necessary when error checking).
When you register on our Purbeck Art Weeks Festival Virtual Events website, the information given in your registration, and any subsequent purchase forms is primarily stored within the website database. This database is only accessible by the Website Designer and is protected by a number of firewalls, log-in procedures and log-in protection. Payment status information is only accessible by our Treasurer, Secretary and Website Designer (only necessary when error checking).
Our Friends of Purbeck Art Weeks Festival (http://www.purbeckartweeksfestival.co.uk/about-paw/friends/) payment status information is only accessible by our Treasurer. Our database of Friends of Purbeck Art Weeks Festival is stored securely in a password protected file which is only accessible by our Treasurer and our Friends Trustee.
Any information given in making an enquiry about, or an application for a Purbeck Art Weeks Bursary (http://www.purbeckartweeksfestival.co.uk/about-paw/bursaries/) is stored securely in our Dropbox Operations Folder or is held securely by our Administrator or Bursary Trustee.
Any information given when taking out an advert (http://www.purbeckartweeksfestival.co.uk/about-paw/advertising/) with us is stored securely in our Dropbox Operations Folder or is held securely by our Administrator, Advertising Team or Graphic Designer. Any payment information received as part of our advertising service is passed on to our Treasurer via our Publicity Trustee. No payment details are held once payment has been confirmed.
Lasted Updated: January 2021