Situations Trust, is an arts charity based in Bristol, and operating around the globe. We are presently considering the future of our programme. In the meantime, we have used this website, www.situations.org.uk, to show you an archive of our past 15 years of work.
This notice provides information about the types of personal information we collect about you, including via our website and our social media accounts. It also provides information about how we will use your personal information and your rights over your personal information.
This notice is about Situations, in its current role. If we start a new project or activity, we may provide you with new privacy notices with more information.
- Who we are and how to get in touch
We are Situations Trust, a charity based in England. Our charity number is 1147019. Our company number is: 7910541.
If you want to know more about what personal information we have about you, how we use it, or if you just want to ask us a question, then drop us a line: hello firstname.lastname@example.org.
- What is personal information?
When we use the phrase personal information we mean any information that could be used to identify you. At its simplest, this could just be your name and your email address. Personal information will also include any pictures of you.
- Whose personal information do we use?
We collect and use personal information about people who are interested and involved with Situations, or who we feel could be useful to Situations. For example:
- Local community leaders
- Contacts at local governments
You are not under any statutory or contractual requirement to provide us with your personal information. But if you don’t do so, you may not receive updates about Situations.
- Where do we get your personal information?
We collect your personal information from three sources:
- Directly from you
For example, when you sign up to receive updates from us or when we work with you on a project.
- Indirectlyfrom another source
For example, when you are referred to us as a potential contact.
- When it is available publicly
For example, if you Tweet about the Situations or post on our Facebook or Instagram page, we may keep a record of this.
- What personal information do we collect?
The personal information that we collect and use about individuals includes, but is not restricted to:
- contact details (email, phone and address)
- social media handles
- information about your background relevant to Situations (for example, art projects that you’ve supported or worked on in the past)
- information you provide to us (for example, if you send us a question)
- your communication preferences (for example, whether or not you wish to be contacted by email)
- photos, stories and videos about your participation with Situations
- any other information you may give us (for example, if you provide us with feedback about the any particular project)
Certain types of personal information are sensitive and need more protection. For example, information about your race or ethnic origins, political opinions, sex life or sexual orientation, religious beliefs, health information, biometric and genetic data. There are also special rules about the use of criminal information (information about criminal convictions or allegations about criminal convictions).
We will not usually collect these types of personal information about you. We will only process these types of personal information about you if we have a valid reason for doing so and only if the law allows us to do so. One example is if we perform any diversity monitoring about engagement with the Situations.
- What we do with your personal information?
We use your personal information to help us run Situations. Specifically, we use your personal information to:
- send you updates about Situations
- consider you for future projects
- amplify your social media messaging (for example, by re-tweeting or regraming your posts)
- develop the strategy and roadmap for Situations (for example, using your feedback to help us determine our priorities)
- develop content (blogs, news articles, social media posts) promoting the Situations
- handle any concerns or queries which are raised
- work with partners to promote Situations (for example, if we plan an event)
- study and keep track of the progress of Situations, so we can report on our impact
We can only use your personal information if we have a valid reason. This is known as a “lawful basis of processing”. Different lawful bases of processing will apply to the different ways in which we use your personal information. Below we explain the lawful bases which we think apply to our use of your personal information:
This is a flexible lawful basis. It allows us to use your personal information, provided that:
We have a good reason to do so. For example, we may wish to publish information about the artists involved in our projects, to amplify your presence and credit you with your work.
You can reasonably expect we would use your personal information in this way. In other words, the way in which we use your personal information should not be a surprise.
It fits with your rights, and doesn’t affect you unfairly. Your rights are explained in section 13 below.
When we rely on legitimate interests as a lawful basis our use of your personal information must be fair and balanced, and we need to consider the points above.
This is where we ask your permission to use your personal information for a specific purpose. For example, we will generally ask if you want to receive emails from us. You always have the right to withdraw your consent. Just send us an email using the details set out in section 1.
This is where we need to process your information to comply with a legal obligation. For example, we are under a legal obligation to report to the Charity Commission about our charitable activities.
- When will we get in touch?
When you give us your contact details you may receive follow up information from us directly, including news about Situations, as well as about any specific information about which you’ve enquired. Some of these communications are administrative (for example to confirm details about your query) but others are to promote Situations.
We will only send promotional materials to your personal email address where you’ve requested to receive it. We may also send promotional materials via email to your work email address (if you work at a company, partnership or other incorporated body) if we feel that you may be interested in hearing more about Situations.
You can opt out of receiving promotional materials at any time. To opt out of emails, click on the unsubscribe link at the bottom of our messages
If at any time you wish to stop or change how we communicate with you, or update the information we hold, please do get in touch, using any of the options set out in section 1.
Although this notice refers to the general term ‘cookie’, it also applies to similar tracking technologies that we use (such as ‘web beacons’, ‘clear GIFs’ and ‘pixel tags’).
You can find out more about cookies at www.allaboutcookies.org.
Most browsers also let you turn off either all or third-party cookies. What you are able to do depends on which browser you are using. However, please be aware that this may impair or limit your ability to use the website, if you are attempting to reject cookies which are strictly necessary for the performance of the website. The ability to do this is usually found in the options, settings or preferences menu of your browser or mobile device (and we include links for common browsers below).
You may opt-out of Google’s analytics cookies by visiting Google’s opt-out page – https://tools.google.com/dlpage/gaoptout.
Click on the links below to find out how to change your cookie settings in:
There is software available which enables you to use settings that allow to you choose which cookies are set on your computer or mobile device, such as the Ghostery app.
- Do we share your personal information?
We use suppliers to help us operate Situations. For example, we have a company that provides us with technical support to keep our systems up and running.
If we share your information with any other third party, we will let you know in advance where reasonably possible.
There are other circumstances where we may need to share your personal information, for example:
- if we transfer the running of Situations to another organisation;
- with our professional advisors e.g. lawyers, where necessary to protect our or a third party’s interests;
- if we are under any legal or regulatory obligation to do so; and
- in connection with any legal proceedings or prospective legal proceedings, in order to establish, exercise or defend our legal rights.
- Links to other websites and social media plug-ins
Sometimes we include links to other websites. This notice only covers how Situations uses personal information, and does not cover these other websites. We encourage you to read the privacy notices on other websites you visit.
We have provided social media plug-ins to allow you to easily share content from our website and, in doing so, your personal information will be disclosed to these social media platforms. When you share content using these buttons, a new page will pop up from the relevant social media platform. If you’re already logged into your account on that social media platform, then you will probably be automatically logged into this pop-up page, so that you don’t have to log in again. If, however, you are not logged in (or if you are not registered with the social media platform), the page will ask you for your information.
We have no control over how social media platforms use your personal information. We encourage you to read the privacy notices on the various social media platforms you use.
Find out more about how these social media platforms use your personal information:
- How we keep your information safe and international data transfers
It’s our job to keep your personal information safe and secure. We have security measures in place to protect your personal information, and we provide training to our staff about how to keep personal information safe.
Our servers (which store all our information, including your personal information) are all hosted in the UK and/ or the European Economic Area (EEA). However we do use suppliers that operate around the world. This means that it is possible that personal information we collect from you may be transferred to and stored in a location outside of the UK or the EEA.
Certain countries outside of the UK or the EEA have a lower standard of protection for personal information, including lower security protections. Where your personal information is transferred outside the UK or EEA to a country which does not offer a similar level of protection to the UK or EEA, we will take all reasonable steps necessary to ensure that the recipient appropriately protects your personal information by, for instance, entering into contracts that have been approved by EU authorities. If you have any questions about data transfers, please do get in touch, using any of the options set out in section 1.
- How long do we keep your personal information?
We keep your personal information for as long as we reasonably need to use it for the reasons we set out in section 6. If we’ve worked with you on a project, we will generally keep your information for six years following the project. However, we will carefully consider what information we need and whether any of your personal information can be deleted before that time. For example, if you attend an event but do not sign up to hear more from us, we will only keep your personal information for as long as we need to complete the event.
We may also retain personal information for longer periods where we are required to do so for legal or regulatory reasons, such as tax and accounting.
If you would like further information about this, please contact us using the details at section 1.
- Your Rights
You are in control of your personal information. When we use your personal information you have the right to:
- Ask for a copyof your personal information.
We may ask you for proof of your identity (for example, a copy of your passport). If we are happy that this is the case, we will give you a copy of your personal information, unless an exemption applies. If you want to know more about how to request your personal information, the Information Commissioner’s Office (or ICO for short) has useful guidance: https://ico.org.uk/your-data-matters/your-right-of-access/
- Ask that we erasethe personal information we hold about you.
We may not be able to erase your personal information (for example, we may need to keep your personal information for a legal reason), but we will consider your request and let you know.
- Ask that we correctany personal information that we hold about you which you believe to be wrong.
- Ask that we restrict theuse of your personal information if you believe that the information we hold is wrong, or that we don’t have a valid reason for using your personal information.
- To change your mind and withdraw your consent.
- Ask usto stop using your personal information, if we are using it for legitimate interests.
We may not need to stop, but we will need to show a good reason to continue to use your personal information.
There are other rights, which will not obviously apply to the way in which we are using your personal information. For example, the right to port (or transfer) your personal information to a third party in certain circumstances. But if you want to learn more about the rights discussed above or your other rights, the ICO has useful guidance on these rights and when they apply: https://ico.org.uk/for-organisations/guide-to-data-protection/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/
If you have any concerns about the way we are handling your personal information, or if you’ve asked a question or raised a complaint that we haven’t dealt with, you can contact the ICO directly: https://ico.org.uk/make-a-complaint/
- Updates to this Notice
We may update this notice. If we update this notice in a way that significantly changes how we use your personal information, we will bring these changes to your attention where reasonably possible. Otherwise, you can access the latest version of this notice on our website.
Dated: June 2020