Privacy Policy

Introduction

Trinity Community Arts collects information about people coming to the centre and engaging in our projects, so that we can develop a better understanding of our audiences and supporters and ensure we communicate with you in the way you prefer, about the events and activities that you want to hear about.

Your privacy is important to us and we take great care to protect it. In line with our Data Protection Policy, this Privacy Policy discloses the ways we gather, use, disclose, and manage customer and centre user data and fulfils our legal requirement to protect your privacy.

Your rights

If you agree to share your personal details you still keep your rights given by the Data Protection Act 2018.

Our database

Trinity Community Arts (Trinity) uses a Customer Relationship Management (CRM) system powered by CiviCRM. Trinity (“we”) promise to respect any personal data you share with us, or that we get from other organisations and keep it safe. We may use third-party proprietary software to help us collect data, such as sign-up forms or surveys.

We aim to be clear when we collect your data and we won’t do anything with your data that you wouldn’t reasonably expect.

Trinity operates an ‘opt-in’ communication policy.

This means that we will only send marketing communications to you if have explicitly stated that you are happy for us to do so via your preferred channel/s (email, SMS, phone or post).

Trinity’s marketing communications include information about our latest projects, campaigns, events and breakthroughs. If you would like to receive such communications but have not opted please contact us.

How we collect information

When you give it to us DIRECTLY

This may be when you buy a ticket for one of our events (see Ticket Terms & Conditions for more info), hire our space, take part in a project, join our mailing list, make a donation, purchase one of our products or communicate with us.

Sometimes we collect information through an organisation or consultant working on our behalf (e.g. a community consultant gathering feedback), but we are responsible for your data at all times.

When you give it to us INDIRECTLY

Your information may be shared with us by independent event organisers or other groups using our spaces or taking part in our projects.

These independent third parties will only do so when you have indicated that you wish to share information with Trinity and with your consent. You should check their Privacy Policy when you provide your information to understand fully how they will process your data.

When you give permission to OTHER ORGANISATIONS to share or it is available publicly

We may combine information you provide to us with information available from external sources in order to gain a better understanding of our supporters to fund raise for our projects and develop our services.

The information we get from other organisations may depend on your privacy settings or the responses you give, so you should regularly check them. This information comes from the following sources:

• • Third party organisations: You may have provided permission for a company or other organisation to share your data with third parties, including charities, for example, when you sign up to buy their product or service.
  • Social Media: Depending on your settings or the privacy policies for social media and messaging services like Facebook, WhatsApp or Twitter, you might give us permission to access information from those accounts or services.
  • Information available publicly: This may include information found in places such as Companies House and information that has been published in articles/ newspapers.

When we collect it as you use our WEBSITE/CRM

Like most websites, we use “cookies” to help us make our site and CRM – and the way you use it – better. Cookies mean that a website will remember you.

Please see our Cookies Policy for more information (nom nom nom).

CCTV

CTV is used for maintaining public safety, the security of property and premises and for preventing and investigating crime. Please see our CCTV Policy for more information.

The personal data we collect, and how we use it

The type and quantity of information we collect and how we use it depends on why you are providing it.

For example, if you make a donation or buy a ticket, we will usually collect: Your name and your contact details. If you sign up as a member, we will may also ask for information relating to your age and ethnicity. We will never make this question mandatory, and only want to know the answer if you are comfortable telling us.

We will mainly use your data to:

• • Provide you with the services, products or information you asked for
  • Administer a donation or transaction with the organisation, including processing gift aid
  • Keep a record of your relationship with us.
  • Ensure we know how you prefer to be contacted
  • Understand how we can improve our services
  • Build profiles of our users and audiences and target communications

Direct Marketing

With your consent, we will contact you to let you know about our charitable activities and to ask for donations, volunteering or other support. Occasionally, we may include information from partner organisations or organisations who support us or who we work with in these communications.

We make it easy for you to tell us how you want us to communicate, in a way that suits you. Our forms have clear marketing preference questions and we include information on how to opt out when we send you marketing. If you don’t want to hear from us, that’s fine. Just let us know when you provide your data, by managing your preferences here or contact us.

Although you may not opt-in, or you may opt-out of marketing communications, we may still need to contact you from time to time with operational information that we deem necessary or important to the services that we provide, or that you provide to Trinity.

We do not sell or share personal details to third parties for the purposes of marketing. But, if we run an event in partnership with another named organisation your details may need to be shared.

We will be very clear what will happen to your data when you register.

Case studies

Some people choose to tell us about their experiences and journey at Trinity to help further our work. They may take on a role as an Ambassador or Volunteer, or become a Member or sit on our Board. This may include sharing sensitive information related to personal experiences and contact information. We use some of the information provided, including gender, ethnicity, to further develop and target our services.

If we have the explicit and informed consent of the individuals, or their parent or guardian if they are under 18, this information may be made public by us at events, in materials promoting our campaigning and fundraising work, or in documents such as our annual report.

Keeping your information up to date

We really appreciate it if you let us know if your contact details change, by managing your preferences or contact us.

Your right to know what we know about you, make changes or ask us to stop using your data:

• • You have a right to ask us to stop processing your personal data, and if it’s not necessary for the purpose you provided it to us for (e.g. processing your donation or registering you for an event) we will do so.
  • You have a right to ask for a copy of the information we hold about you (Data Subject Access Request) free of charge, although, as we are a registered charity, you may wish to make a £10 donation towards our administration costs to do this.
  • If there are any discrepancies in the information we provide, please let us know and we will correct them.
  • If you want to access your information, send a description of the information you would like to see and proof of your identity by post to Data Subject Access Request, Trinity Community Arts, Trinity Centre, Trinity Road, BS2 0NW.
  • Contact us if you have any concerns or questions.
  • For further information see the Information Commissioner’s guidance here

Changes to this policy:

We may change this Privacy Policy from time to time. If we make any significant changes in the way we treat your personal information we will make this clear on our website and by contacting you directly. If you have any questions, comments or suggestions, please let us know by contact us.