IXIA Privacy Statement
Our contact details
Name: Cathy Newbery (Secretary)
Address: Sylcote, Torpenhow, Mealsgate, Wigton, England, CA7 1AF
Phone Number: 07770714103
E-mail: ixiapublicart@gmail.com
1. What personal information do we collect?
We currently collect and process the following information:
● Personal identifiers, contacts and characteristics (for example: name, email address, age range, gender, ethnic background and region based in the UK)
● Self-employee data (name, contact details, financial information for payment)
● Online identifiers via our websites www.ixia-info.org and www.publicartonline.org.uk (for example internet protocol [IP] addresses and cookie identifiers via Google Analytics)
2. How do we get the personal information?
Most of the personal information we process is provided to us directly by you for one of the following reasons:
● Taking part in our surveys (using SurveyMonkey www.surveymonkey.co.uk)
● Joining our mailing list (by contacting ixiapublicart@gmail.com and requesting to join the list or by filling out an online form linked with our Mailchimp account www.mailchimp.com)
● Visiting our website www.ixia-info.org and www.publicartonline.org.uk
● Applying for advertised self-employee consultant roles by submitting applications and CVs via email to ixiapublicart@gmail.com
3. Why do we collect personal information?
ixia was established to promote and influence the development and implementation of public art policies, strategies and projects through creating and distributing knowledge to: arts and non-arts policy makers, public and private sector commissioners, curators, artists and the public.
We use the information that you have given us in order to provide:
● Analysis and future trend forecasting of the public art sector to professionals working in the field i.e., changes in market value, workforce population and funding opportunities.
● Knowledge and best practice for commissioning public art.
● Information on events and sector developments in public art
We do not share data with third party organisations.
Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:
(a) Your consent. You are able to remove your consent at any time. You can do this by contacting us atixiapublicart@gmail.com.
(f) We have a legitimate interest.
4. How we store your personal information
Your information is securely stored on:
Survey Monkey
Here we store personal information collected through public art surveys including: name, email address, age range, gender, ethnic background and region based in the UK.
This information is then stored on a database held in Survey Monkey.
It is optional to collect internet protocol [IP] addresses and we choose NOT to do this when creating our surveys.
Only ixia trustees and one authorised self-employed consultant has access to our Survey Monkey account. Please see this link to read about Survey Monkey’s Data & Security Safeguarding and where their Data Centres are located www.surveymonkey.co.uk/mp/legal/international-data-centre-overview/
Mail Chimp
Here we store personal information collected from individuals requesting to join our marketing mailing list by either emailing ixiapublicart@gmail.com or filling out our online form on our website www.ixia-info.org. We collect names, email addresses and postcodes.
This information is then stored on a database held in Mail Chimp and on excel database held in our Google Drive.
Only ixia trustees have access to our Mail Chimp account. Please see this link to read about Mail Chimp’s Data & Security Safeguarding and where their Data Centres are located www.mailchimp.com/about/security/. Please Please see this link to read about Google’s Data & Security Safeguarding and where their Data Centres are located www.google.com/about/datacenters/data-security/
Google Drive
Here we store personal information collected from:
● Trustees - names, emails, phone numbers, addresses and financial bank details.
● Applicants applying for self-employee consultant roles - names, emails, phone numbers and addresses.
● Third parties - i.e., through references supplied by applicants applying for self-employee consultant roles - names, emails, phone numbers and job description.
● Self-employed consultants - names, emails, phone numbers, addresses and financial bank details.
Only ixia trustees have access to our Google Drive. Please see this link to read about Google’s Data & Security Safeguarding and where their Data Centres are located www.google.com/about/datacenters/data-security/
Gmail
Here we store personal information collected from:
● Trustees - names, emails, phone numbers, addresses and financial bank details.
● Applicants applying for self-employee consultant roles - names, emails, phone numbers and addresses.
● Third parties - through references supplied by applicants applying for self-employee consultant roles - names, emails, phone numbers and job description.
● Self-employed consultants - names, emails, phone numbers, addresses and financial bank details.
● General enquiries from public art professionals and partners - names, emails, phone numbers and addresses.
Only ixia trustees have access to our gmail account. Please see this link to read about Google’s Data & Security Safeguarding and where their Data Centres are located www.google.com/about/datacenters/data-security/
Website
We operate two websites www.ixia-info.org and www.publicartonline.org.uk. Cookies are in operation via Google Analytics for both sites. We have listed the cookies we use and what they are collecting in the below tables.
What are cookies?
Cookies are small text files that a website stores on a browser when the user visits the website. Websites use them for multiple purposes like storing login statuses, remember the cart items in an online store, identifying whether a user is a new visitor or returning user, or analysing the user behaviour on the website.
www.ixia-info.org
Cookie Type Personal Information collected Duration Personal information is held for _ga Calculates visitor, session and campaign data and also keeps track of site usage for the site's analytics report. The cookie stores information anonymously and assigns a randomly generated number to recognize unique visitors. 2 Years _gid Stores information on how visitors use a website, while also creating an analytics report of the website's performance. Some of the data that are collected include the number of visitors, their source, and the pages they visit anonymously. 1 Day _gat_gtag_UA_1837333_7 Distinguishes users. 1 Minute
www.publicartonline.org.uk
Cookie Type Personal Information collected Duration Personal information is held for __utma Used to distinguish users and sessions. The cookie is created when the JavaScript library executes and there are no existing __utma cookies. The cookie is updated every time data is sent to Google Analytics. 2 Years __utmc Used to enable interoperability with urchin.js, which is an older version of Google Analytics and is used in conjunction with the __utmb cookie to determine new sessions/visits.It is deleted when the user closes the browser. For Session __utmz Used to store the traffic source or campaign by which the visitor reached the site. 6 Months __utmt Used to inhibit request rate. 10 Minutes __utmb Used to determine new sessions/visits. __utmb cookie is created when the JavaScript library executes and there are no existing __utma cookies. It is updated every time data is sent to Google Analytics. 30 Minutes
5. How long we keep personal information
Mailing List
Personal information submitted to our mailing list (name, email and postcode) is retained on our list unless you decide to unsubscribe. You can unsubscribe at any point you would like to by either emailing ixiapublicart@gmail.com and requesting we remove your details or by clicking on ‘unsubscribe’ on our Mail Chimp emails. Once you have requested to be unsubscribed your personal information will be permanently deleted.
Self-Employed Consultants and Trustees
We will retain personal information of self-employed consultants and trustees ( names, emails, phone numbers, addresses and financial bank details) for a minimum of 6 years.
We will request explicit written consent to keep unsuccessful applicants' CV on file in case future opportunities arise in the organisation.
Emails
We review and delete emails on a regular basis.
Survey Data
Raw data from our surveys will be stored in Survey Monkey for up to one year while data is being analysed after which it will be permanently deleted. Only aggregated data will be published and all survey participant data will be anonymised within any reports.
Website
Please see the two tables under ‘section 4 - website’ where we list out how long we retain personal information that is collected across both www.ixia-info.org and www.publicartonline.org.uk.
6. How we will ensure your data is deleted
The different types of personal information we hold is recorded on our Data Register. This enables us to know what data we hold, where it has come from, where we are storing it, for how long we will store it for and when it needs to be deleted.
We will review and update our Data Register once a year.
The data review will be an official agenda item at our annual AGM held in November. This will ensure that our data register is reviewed and data that is no longer needed is deleted.
The Chair of the Board of Directors will be responsible for ensuring that the Data Register is reviewed and added to the AGM Agenda.
If you request we delete your data ‘right to be forgotten’ then we will use our Data Register to ensure that we have permanently deleted all your personal information. This will include checking across any back-up systems that might be in place.
7. Your data protection rights
Under data protection law, you have rights including:
Your right of access - You have the right to ask us for copies of your personal information.
Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances.
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us at ixiapublicart@gmail.com if you wish to make a request.
8. How to complain
If you have any concerns about our use of your personal information, you can make a complaint to us at ixiapublicart@gmail.com
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk