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GDPR

24/05/2018

The F.E. McWilliam Gallery & Studio Privacy Policy


Who we are The F.E. McWilliam Gallery and Studio is owned and operated by Armagh City, Banbridge & Craigavon Borough Council (ACBCBC).

 

When you use the F.E. McWilliam Gallery and Studio’s services, you trust us with personal information. This Privacy Policy is intended to let you know what data we collect, why we collect it, and what we do with it. It is important and we hope that you will take time to read it. This Privacy Policy forms part of the council’s and the F.E. McWilliam Gallery and Studio’s overall approach to the General Data Protection Regulations (GDPR). The F.E. McWilliam Gallery and Studio’s data manager is Jason Diamond and he can be contacted by emailing info@femcwilliam.com

Your Privacy

We are committed to maintaining the trust and confidence of those who express interest in our activities. We do not sell, rent or trade our mailing lists with other companies and businesses for marketing purposes.

Types of data we collect

Due to the nature of the F.E. McWilliam Gallery and Studio’s operations, we collect data across a number of different areas. Some of these will not apply to everyone but it is important that we inform you of all data we collect.

Ticketing and Information

Ticketing Data

When you purchase tickets or book classes/workshops through the reception at the F.E. McWilliam Gallery and Studio, your name, address, email and phone number(s) will be stored by our ticketing partner Ticketsolve. If you pay for your tickets by credit or debit card, data is shared between F.E. McWilliam Gallery, Ticketsolve and the payment system Realex. This enables the transaction to be processed.

Realex have been accredited with the Account Information Security (AIS) certification by VISA and are one of a small amount of companies in Europe to achieve this. This shows its commitment to above industry standard in every aspect of payment processing. Realex Payments are compliant with PCI DSS Version 3.2, the highest level of PCI compliance. Cardholder information is encrypted and hashed when stored on Realex Payments systems and is not be displayed in their reporting systems.

When you purchase tickets or book classes/workshops at the reception or over the telephone by credit card we process your payment via worldpay. To view their privacy statement please go to https://www.worldpay.com/uk/privacy-policy We do not retain your credit card details.

You have the right to opt out of any communications, or to ask that your details be removed from any or all of our databases, at any time – please call us (T: +44 (0) 28 4062 3322), write to us (F.E. McWilliam Gallery and Studio, 200 Newry Road, Banbridge, County Down, BT32 3NB) or email our data manager at info@femcwilliam.com to update your preferences.

Online booking data

When you book tickets online, data is shared between F.E. McWilliam Gallery and Studio, Ticketsolve and the payment system Realex. If you have opted in to receive marketing information from the F.E. McWilliam Gallery and Studio, data will be shared with MailChimp (our email partner)

Ticketsolve acts as a data processor on behalf of the F.E. McWilliam Gallery and Studio (the data controller).

Ticketsolve, Realex, MailChimp and the F.E. McWilliam Gallery and Studio have implemented appropriate technological measures to protect against accidental loss, destruction, damage, alteration or disclosure.

Website cookies

When someone visits our website – www.visitarmagh.com/femcwilliam we use a number of third party services to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site, types of elements used, and length of time on pages. Cookie Data Purpose Google Analytics _ga _gali _gat_UA-XXXX _gid These cookies are used to collect information about how visitors use our website. We use the information to compile reports and to help us improve the website. The cookies are collected in an anonymous form, including the number of visitors to the website, device used, where visitors have come to the website from and the pages they visit on the website.

Disabling cookies

You can prevent the setting of cookies by adjusting the settings on your browser. Please be aware that disabling cookies may affect the functionality of our website and many other websites that you may visit. Disabling cookies may result in the removal of certain functionality and other features of our website.

Mailing Lists

When you sign up for the F.E. McWilliam Gallery and Studio’s mailing list, either at the time of booking, or separately through a sign-up form, via phone, email or other means, we collect personal information. We use that information in the following ways: to share information such as upcoming exhibitions/workshops/classes; to contact you if we need to obtain or provide additional information to check our records are correct and to check, on occasion, that you are content and satisfied with our service. We also gather statistics around email opening and clicks using industry standard technologies to help us monitor and improve our marketing. All our email marketing will include an unsubscribe link and you can also unsubscribe at any time by emailing our data manager, JASON DIAMOND, at info@femcwilliam.com Please be aware that even if you have opted out of receiving marketing materials, the F.E. McWilliam Gallery & Studio may need to contact you (for instance in the event of a cancelled event/workshop).

Event Management / Conference Bookings

The GDPR regulations do not apply to businesses or other organisations that may hire the F.E. McWilliam Gallery and Studio or Quails at the Gallery café. However, from time to time individuals (either on your own behalf, or on behalf of a larger entity) may book space at the F.E. McWilliam Gallery and Studio. In order to facilitate this, it is necessary for the F.E. McWilliam Gallery and Studio to collect some data. Room bookings can be made by phone, in person or via email. If you book the Gallery or Studio the following information may be collected: name, address (for billing purposes), phone number, email address, website. This information will be used in order to contact you about your booking only. Your information will be used in order to issue letters of confirmation, letters of cancellation, invoices, credit notes etc. Invoices and credit notes are inputted into the ACBCBC finance system and data is retained within this system in accordance with the council’s data retention policy.

Consent forms

On occasion, parental consent forms are required for people under 18 taking part in activities in the F.E. McWilliam Gallery and Studio. This information will include name, address, phone number & email address of the person with parental responsibility. It may also include the name of the child, age of the child, specific permissions (e.g. photography, permission to leave during breaks, allergy or medical conditions). These consent forms will be stored appropriately and will be disposed of upon the completion of the project.

Other direct contact

From time to time, the F.E. McWilliam Gallery and Studio sends information to people about other activities. This includes, but is not limited to, invitations to certain events, invitations to participate in activities etc. The information held on these mailing lists is updated annually. If you receive direct contact from the F.E. McWilliam Gallery and Studio and would prefer not to receive it in future, please contact our data manager JASON DIAMOND, at info@femcwilliam.com and we will remove you from this list.

Record retention periods

In accordance with GDPR, the F.E. McWilliam Gallery and Studio will not hold your data longer than is necessary for the purpose, or purposes, for which it was obtained.

Category Retention Period Customer Data on Ticketsolve Removed after 3 years of inactivity Customer Data on MailChimp Removed after 3 years of inactivity Customer Data on Artifax In accordance with financial regulations, removed after 7 years Consent Forms Directly after completion of project Photographic Consent Forms Images and consent forms destroyed 2 years after date on consent form Other direct contact Reviewed annually and data removed after 3 years of inactivity

Changes to our Privacy Policy

Our Privacy Policy is a living document. We want to ensure that it always remains current and appropriate for your needs. As such, we may update this policy as required and will review it annually. This version was adopted on 25th April 2018.

Your Consent

You consent to the collection and use of the information you provide to use as outlined in this Privacy Policy.

Access to your personal information

You are entitled to view, amend, or delete the personal information that we hold. Please email your request to our data manager JASON DIAMOND at info@femcwilliam.com April 2018


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