Purpose of policy
Sidekick Dance is committed to protecting your personal information and being transparent about what information we hold about you. The purpose of this policy is to give you a clear explanation about the personal information that Sidekick Dance gathers and how it is used.
Using personal information allows us to develop a better understanding of our contacts and in turn to provide you with relevant and timely information about the work that we do. It also helps us to engage with potential donors and supporters.
We use your information in accordance with all applicable laws concerning the protection of personal information. This policy explains:
• What information we may collect about you
• How we may use that information
• In what situations we may disclose your details to third parties
• Information about how we keep your personal information secure, how we maintain it and your rights to be able to access it
Who we are
Sidekick Dance is a not for profit community interest group. We run weekly dance sessions for our youth and adult dance companies which are open to people with additional learning and or physical needs. We work closely with partner organisations such as the Curve theatre who we are an affiliate company with and with the special schools in Leicester and Leicestershire.
We collect various types of information and in a number of ways:
Information you give us When you join our mailing lists, buy tickets, make a donation, participate in our activities or other engagement, we’ll store personal information you give us such as your name, email address, postal address and telephone number.
Sensitive personal data Data Protection law recognises that certain categories of personal information are more sensitive such as health information, age, sexuality, gender, ethnicity and financial information. We do not usually collect this type of information about our contacts except for two purposes:
• To provide a better delivery of the programme, for example offering suitable support to workshop attenders or audience members
• For monitoring purposes to support Sidekick Dance’s commitment to equality and diversity and to provide collated data to our funders
Information about your interactions with us We will also collect records of your purchases or other interactions with us, for example emails you have opened, links you have clicked on, events attended or taken part in and feedback you have given.
There are four legal bases under which we may process your data:
– Contract purposes When you make a purchase from us, make a donation or supply goods or a service to us, you are entering into a contract with us. In order to perform this contract, we need to process and store your data. For example, we may need to contact you by email or telephone in the case of cancellation of a show, or in the case of problems with your payment.
– Legal obligations In certain situations, we collect and process personal information in order that Sidekick Dance complies with the law. For example, we may need to process a Disclosure and Barring Service (DBS) check, supply information to claim Gift Aid, or apply for a Home Office sponsorship certificate.
– Legitimate business interests In certain situations, we collect and process personal information for purposes that are in the legitimate interests of both Sidekick Dance and the individual. This includes our beneficiaries, participants, volunteers, Board members, funders and the professional dance sector including venues, producers, artists and educators.
The Information Commissioner’s Officer (ICO) advises that: “Legitimate interest is likely to be most appropriate where you use people’s data in ways they would reasonably expect, and which have a minimal privacy impact, or where there is a compelling justification for the processing”.
In line with ICO guidelines, Sidekick Dance has conducted a legitimate interest assessment for all of the above groups and has identified legitimate interests, demonstrated that data processing is necessary to achieve it and has balanced this against the individual’s interests, rights and freedoms.
– With your explicit consent
For any situations where the three bases above are not appropriate, we will instead ask for your explicit consent before using your personal information in that specific situation.
Marketing communications We aim to communicate with you about the work that we do in ways that you find relevant, timely and respectful. To do this we use data that we have stored about you, such as events you have booked, activities in which you have participated or your professional involvement in dance and culture, as well as any preferences about what you would like to receive that you may have told us about.
Our marketing communications are done by email and use a combination of legitimate interest and explicit consent to target relevant contacts. We will give you an opportunity to update your preferences or to unsubscribe from email communication in every email that we send you, or you can alternatively use the contact details at the end of this policy to tell us if you don’t wish to receive emails from us. We very rarely use telephone or post for marketing communications and only using the basis of legitimate interest or contract purposes, so we do not hold contact preferences for these methods.
Other processing activities In addition to marketing communications, we also process personal information in the following ways that are within our legitimate organisational interests:
• We may analyse data we hold about you to ensure that the content and timing of communications that we send you are as relevant to you as possible
• We may analyse data we hold about you in order to identify and prevent fraud
• In order to improve our website, we may analyse information about how you use it and the content and ads that you interact with
In all of the above cases we will always keep your rights and interests at the forefront to ensure they are not overridden by your own interests or fundamental rights and freedoms. You have the right to object to any of this processing at any time. If you wish to do this, please use the contact details at the end of this policy. Please bear in mind that if you object this may affect our ability to carry out tasks above that are for your benefit.
TNEM All TNEM consortium members have access to your basic contact information, under strictly controlled conditions, in order to keep data accurate and up to date. No sensitive information collected by Sidekick Dance is made visible to other TNEM partners. Information about your interactions with Sidekick Dance is only shared with another TNEM consortium member if they are also the co-organiser or a particular activity to which that data is relevant or as part of joint analysis on patterns of engagement in arts and culture in Nottingham, in order to improve the cultural offer in the city. None of the member organisations will use your personal data without a legal basis for doing so.
Cookies Cookies are small text files that are automatically placed onto your device by some websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information about the visitor’s experience and interests. You can disable cookies in your browser user settings, however many websites will not function properly without them. For more details visit: www.allaboutcookies.org.
Storing and maintaining your personal information
We will put in place appropriate safeguards (both in terms of our procedures and the technology we use) to keep your personal information as secure as possible. We will ensure that any third parties we use for processing your personal information do the same. We will take appropriate measures to ensure that the information we hold is kept secure, accurate and up to date and is kept only for so long as is necessary for the purposes for which it is used.
If you use your credit or debit card to purchase from us or to make a donation, we will ensure that this is carried out securely and in accordance with the Payment Card Industry Data Security Standard (PCI-DSS). The card details are processed by third party contractors in a way where none of our staff members are able to see your full card number or your security code. If you give card details to us over the phone or in writing, these will be stored securely in the Sidekick Dance office and used to process payments as soon as possible, destroying them after use. Card details should never be sent over email.
We will not transfer, process or store your data anywhere that is outside of the European Economic Area unless a contract compliant with EEA law is in place.
Your rights to your personal information
You have a right to request a copy of the personal information that we hold about you and to have any inaccuracies in this data corrected. If there are aspects of your record that are inaccurate or that you would like to remove, you can usually do this by logging in to your account on our booking system or updating your preferences for emails. Alternatively, please use the contact details at the end of this policy if you would like to exercise this right.
Any objections you make to any storing or processing of your data will be noted against your record on our system so that we can comply with your requests.
This policy was written and approved by the Chair of Sidekick Dance and approved by the committee on June 2018.