INTRODUCTION

This policy sets out how we collect, process, and hold your personal data if you visit our event purchase tickets or otherwise provide personal data to us such as stallholder and artist registrations. We are Art on the Hill, a group formed under the Brill Parent Teacher Association, Charity No. 1032560, Brill C of E School, The Firs, Brill, Buckinghamshire, HP18 9RY. As we are a not-for-profit we are not required to register as a data controller.

Please read this policy carefully. If you have any questions, please contact us at aothchair@gmail.com.

PERSONAL DATA WE COLLECT

We collect, process, store and use personal data when you book a ticket to an event including your name, address and email address together with payment information. We may also collect personal data that you give to us about other people if you register them to attend an event. You agree that you have notified any other person whose personal data that you provide to us of this privacy notice and, where necessary, obtained their consent so that we can lawfully process their personal data in accordance with this policy.

If you register as an artist, stallholder or workshop facilitator we store and use your personal data, including name, address, telephone number, email address, and insurance details, to allow us to process your application and contact you to arrange your booking. Sales data is also collected on the days of the event and combined with the data captured from the registration forms. This data allows us to pay artists, and may also be used to provide us with analytics on the event to help inform improvements.

All personal data that you provide to us must be true, complete and accurate. If you provide us with inaccurate or false data, and we suspect or identify fraud, we will record this.

You do not need to provide us with any personal data to view our website. However, we may still collect the information set under the Data we automatically collect section of this policy, and we may still send you marketing communications in accordance with the Marketing Communications section of this policy.

When you contact us by email or post, we may keep a record of the correspondence and we may also keep a record of any telephone call we have with you.

Photographs and images

Photographs and Images provided by Artsits, Stallholders, Workshop Facilitators, and Sponsors are supplied to us with the understanding that they may be used in promotional material, both physical (e.g. posters and traditional media adverts) and digital (e.g. on the Art on the Hill website and other sites Art on the Hill partner with for promotion, and on social media). The supplier of the photos or images must be the copyright owner and have consent from any persons in said images for them to be used.

data we automatically collect

When you visit our website, we, or third parties on our behalf, automatically collect and store information about your device and your activities. This information could include (a) your computer or other device's unique ID number; (b) technical information about your device such as type of device, web browser or operating system; (c) your preferences and settings such as time zone and language; and (d) statistical data about your browsing actions and patterns. We collect this information using cookies in accordance with the Cookie section of this policy and we use the information we collect on an anonymous basis to improve our website experience, our events and the services we provide, and for analytical and research purposes.

Marketing Communications

It is necessary for our legitimate interests to use your personal data to send you marketing communications, which may include newsletters, blog posts, surveys and information about new events.

You can choose to no longer receive marketing communications by contacting us at aothchair@gmail.com or clicking unsubscribe from a marketing email. If you do unsubscribe to marketing communications, it may take up to 5 business days for your new preferences to take effect. We shall therefore retain your personal data in our records for marketing purposes until you notify us that you no longer wish to receive marketing emails from us.

lawful processing of your personal data

We will use your personal data in order to comply with our contractual obligation to supply to you the tickets to an event that you have booked, including to contact you with any information relating to the event, to deliver the event to you in accordance with any requests you make and that we agree to, and to deal with any questions, comments or complaints you have in relation to the event. Artist, Workshop, and Stallholder data is used to allow us to process your application and contact you to arrange your booking. The sales data is used to pay artists, support us in handling any questions, comments, or complaints (from either purchasers or artists), and provide us with analytics on the event to help inform improvements.

We may also use your personal data for our legitimate interests, including dealing with any customer services you require, enforcing the terms of any other agreement between us, for regulatory and legal purposes (for example anti-money laundering), for audit purposes, and to contact you about changes to this policy.

who do we share your data with

We may share your personal data with any service providers, sub-contractors and agents that we may appoint to perform functions on our behalf and in accordance with our instructions, including (but not limited to) payment providers, event ticketing providers, workshop facilitators, email communication providers, IT service providers, accountants, auditors and lawyers.

Under certain circumstances, we may have to disclose your personal data under applicable laws and/or regulations, for example, as part of anti-money laundering processes or to protect a third party's rights, property, or safety.

Where we hold and process your personal data

Your personal data is stored in Google data centres. Data is encrypted in-transit and at-rest. The Data is processed on personal computers and will be conducted in any place where the Art on the Hill volunteer involved processing it is located (this could be a volunteer’s home).

Some or all of your personal data may be stored or transferred outside of the European Union (the EU) for any reason, including for example, if our email server is located in a country outside the EU or if any of our service providers or their servers are based outside of the EU. We shall only transfer your personal data to organisations that have provided adequate safeguards in respect of your personal data.

CoOKIES

A cookie is a small text file containing a unique identification number that is transferred (through your browser) from a website to the hard drive of your computer. The cookie identifies your browser but will not let a website know any personal data about you, such as your name and/or address. These files are then used by websites to identify when users revisit that website.

Most browsers are initially set up to accept cookies. You can change your browser settings either to notify you when you have received a cookie, or to refuse to accept cookies.

Google Analytics collects information anonymously and generates reports detailing information such as the number of visits to the website, where visitors generally came from, how long they stayed on the website, and which pages they visited. Google Analytics places several persistent cookies on your computer's hard drive. These do not collect any personal data. If you do not agree to this you can disable persistent cookies in your browser. This will prevent Google Analytics from logging your visits.

Security

We shall process your personal data in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures. All information you provide to us is stored on our secure servers. Any payment transactions are encrypted using SSL technology.

Where we have given, or you have chosen a password, you are responsible for keeping this password confidential.

However, you acknowledge that no system can be completely secure. Therefore, although we take these steps to secure your personal data, we do not promise that your personal data will always remain completely secure.

Your Rights

You have the right to obtain from us a copy of the personal data that we hold for you, and to require us to correct errors in the personal data if it is inaccurate or incomplete. You also have the right at any time to require that we delete your personal data. To exercise these rights, or any other rights you may have under applicable laws, please contact us at aothchair@gmail.com.

Our website may contain links to other sites of interest. Once you have used these links to leave our website, you should note that we do not have any control over that other site. Therefore, we cannot be responsible for the protection and privacy of any information that you provide whilst visiting such sites, and such sites are not governed by this policy. You should exercise caution and look at the privacy policy applicable to the site in question.

Retention

If you register as an artist, stallholder, facilitator or sponsor with us, we shall retain your personal data until you opt out of receiving further communications from us.

If you receive marketing communications from us, we shall retain your personal data until you opt out of receiving such communications.

The rights of Users based on the General Data Protection Regulation (GDPR)

Users may exercise certain rights regarding their Data processed by the Art on the Hill.

In particular, Users have the right to do the following, to the extent permitted by law:

Withdraw their consent at any time. Users have the right to withdraw consent where they have previously given their consent to the processing of their Personal Data.

Object to processing of their Data. Users have the right to object to the processing of their Data if the processing is carried out on a legal basis other than consent.

Access their Data. Users have the right to learn if Data is being processed by Art on the Hill, obtain disclosure regarding certain aspects of the processing, and obtain a copy of the Data undergoing processing.

Verify and seek rectification. Users have the right to verify the accuracy of their Data and ask for it to be updated or corrected.

Restrict the processing of their Data. Users have the right to restrict the processing of their Data. In this case, Art on the Hill will not process their Data for any purpose other than storing it.

Have their Personal Data deleted or otherwise removed. Users have the right to obtain the erasure of their Data from Art on the Hill.

Receive their Data and have it transferred to another controller. Users have the right to receive their Data in a structured, commonly used, and machine-readable format and, if technically feasible, to have it transmitted to another controller without any hindrance.

Lodge a complaint. Users have the right to bring a claim before their competent data protection authority.

Changes to this privacy policy

Art on the Hill reserves the right to make changes to this privacy policy at any time by notifying its Users on this page and possibly within this Website and/or - as far as technically and legally feasible - sending a notice to Users via any contact information available to Art on the Hill. It is strongly recommended to check this page often, referring to the date of the last modification listed at the bottom.

Last modified on 07.01.24