Privacy Policy E-newsletter & Website Use

In Between Time, Bush House, 16 Narrow Quay, Bristol, BS1 4QA, Company No 7083317, Charity No 1161096 is a registered Data Controller with the Information Commissioner’s Office (ICO).

In Between Time is required to collect and process data in order to carry out our principal activity and charitable objectives for the benefit of the public. This policy outlines our privacy policy in relation to data collected and processed.

What Data We Hold and Collect

In Between Time collects and processes data belonging to:

The Public – People who take part in our events or buy tickets.

Employees – Permanent & temporary staff, volunteers, participants & our Board of Trustees

Artists – Those we currently work with and those we wish to work with in the future

Stakeholders, Funders and Donors – Current and prospecting

Ticket Buyers and Audience Information – Demographic data, audience surveys and contact information.

How We Process Data

We only hold and process data for a specific purpose and delete data that is no longer of use. We identify this purpose at the point of collection and provide clear ways for you to access and remove your data from any related processing.

We process data that is specific for us to do so to fulfill a contract or a legal obligation, because it is of legitimate interest for us to do so or because you have given us your consent to do so.

We may share data with our partners, stakeholders and funders. We only share data that we know is accurate and when the data subjects have agreed to their data being shared.

We enter into data sharing agreements where data sharing is part of the activities undertaken and we only share data when it is appropriate for the purposes of administering and/or producing a specific project or activity.

We use Google Analytics to monitor demographics and reach for our website, tracking users anonymously.

Lawful Processing

Data processing is always carried out under the appropriate lawful basis for processing.

Consent is the act of a subject consenting to their data being processed in a particular way for a particular purpose.

We use Consent to process data for:

• Our e-newsletter
• Sharing data with partner organisations (clearly stating who the partners are and why we want to share their data)
• Processing data in relation to recruitment of staff, volunteers and participants

Consent is obtained directly from the individual through the following channels:-

• At the point of sale of a ticket to one our events
• At the point of data collection via an online audience survey after an event
• Via subscription through our website
• Via a recruitment process for artist call outs or volunteer and participant sign-ups

Legitimate Interest is the act of processing data when it is necessary to so for the legitimate interests of the Controller – except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject.

Legitimate Interest processing is only carried out when there is a minimal impact on the individual as a result of processing or we have a compelling justification for the processing with regards to the needs of our company.

We use Legitimate Interest to process data for:

• Potential funders, donors and sponsors
• Artists we may potentially work with in the future or are communicating with concerning a specific project that is in development
• Peer organisations that we may potentially work with in the future or are communicating with concerning a specific project in development
• Peer organisations we work alongside to help promote our events and activities to the public

Security

We make sure all data is kept and processed securely, using encrypted files for data sharing, CRM software (Capsule) for processing and storage and secure password protected staff access to files.

Access is granted only to staff who require it to carry out their job role duties and all staff are familiar and trained with our data protection policy and procedures.

We have a concise Data Breach Procedure identifying the process for containment and recovery of data from back up disks.

We will only notify those that have been affected by a data breach when their freedoms and rights as an individual have been or are at risk from the breach, with clear concise instructions to protect themselves if required to take action.

Your Rights

You have the right to request access to the data we hold about you and you have the right to request for the data we hold about you to be permanently deleted from our records.

Your request will be dealt with by the Data Protection Officer within 1 month of receiving it.

All electronic communications contain a clear unsubscribe button to remove yourself from receiving any further mailings.

Access requests are free of charge however we may charge a fee if the request is found to be excessive or repetitive. The fee will be determined by administration costs of performing the request.

You are able to make a request in person, via email or mail.

Our Contact details

Address: In Between Time, Bush House, 16 Narrow Quay, Bristol, BS1 4QA

Email: [email protected]

E-newsletter

What is the E-newsletter

The In Between Time e-newsletter is a regular distribution of digital content including images, text and links sent to a recipient via email address. The e-newsletter contains content related to our current news, projects, programme and events which may also contain ideas, thoughts and concepts related to our mission and values.

It is used to promote our organisation to the public to encourage engagement with our organization, participation in our projects and attendance at our events.

Data Captured and Consent

Subscription to the e-newsletter is captured via an online form on our website. The data captured and processed includes Emails, First and Second Names, Postal Addresses, IP Addresses, Location and records of Consent.

The information captured is used to administer the e-newsletter and to keep a record of your consent to the subscription.

We use MailChimp as our marketing automation platform and your data is also processed within a Database CRM system called Capsule. By confirming your subscription, you are acknowledging that the information you provide will be transferred to MailChimp and integrated within our CRM system for processing in accordance with their respective Privacy Policies and Terms.

Mailchimp Privacy Policy and Terms

CRM System Capsule Privacy Policy