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Privacy Policy

Introduction

This policy has been set out to show how we conform to the General Data Protection Regulations that came into force across Europe in May 2018.

Click on the topic titles below to read more about that topic.

Whose information do we collect

  • Members of the Society
  • Friends of the Society (these are people who are interested in what we do but do not necessarily want to be a member).
  • Sponsors of the Society's lectures or events. The sponsor usually nominates one or more employees to be our contact with the organisation.
  • Lecturers.
  • Participants in events.
  • Recipients of email campaigns.
  • Visitors to the website.

Members

  • what we collect

Name, nationality, phone number, email address, postal address, your choices for receiving our Newsletter and The Arts Society magazine.

  • why we collect it

Most of this information is required by Spanish Law. We also need your contact details so that we can get in touch with you. Our main method of communication is by email, but we may, in emergencies, need to contact you by telephone.
We have begun to collect nationality information because we believe that a significant number of members are not British and/or do not have English as their first language. By gathering this information we hope to be able to deliver a better service to all our members.

  • where we get it from

You! (and only you).

  • where we keep it and who has access

This information is stored in a database on our website sever. Access to this database is restricted to authorised people and is by use of username and password.  The database is backed-up frequently as part of our business continuity programme; these backups are also stored on the server, but cannot be accessed without a special program.

Maintenance and development of the database is carried out by our in-house team, who hold a copy of the database on their private (password-protected) computer.

  • how long we keep it

The information in the database is updated throughout the season and only applies to the current season (except for a transition period between seasons). The backups are kept for 6 years.

  • what we do with it

This database forms the basis for our email campaigns. Our own bespoke email program takes information from the database during the sending process.

  • sharing with third parties

We send information about you to The Arts Society headquarters in UK.
We would also share information with the appropriate Spanish Authorities should they demand it.
We do not use a third party emailing company.
 

Friends and Sponsors

  • what we collect

Friend: Name and email address of a person who has asked to be put on to our mailing list.
Sponsor: name and email address of the person nominated as the contact point by one of our sponsors.

  • why we collect it

So that we can keep them up to date about our activities by sending them our electronic Newsletter.

  • where we get it from

From the people directly affected.

  • where we keep it and who has access

This information is stored in a database on our website sever. Access to this database is restricted to authorised people and is by use of username and password.  The database is backed-up frequently as part of our business continuity programme; these backups are also stored on the server, but cannot be accessed without a special program.

Maintenance and development of the database is carried out by our in-house team, who hold a copy of the database on their private (password-protected) computer.

  • how long we keep it

The information in the database is updated throughout the season and only applies to the current season (except for a transition period between seasons). 

  • what we do with it

Sending Newsletters

  • sharing with third parties

We do not share this information with anyone 

Lecturers

  • what we collect

a) pre-lecture: lecturer's details including contacts, biography and lecture topics 

b) post-lecture: assessment of the lecture by members, by means of an online questionnaire using questions from The Arts Society UK.

  • why we collect it

a) pre-lecture: part of the process of arranging for a lecture and agreeing the contract

b) post-lecture: so we can send feedback to The Arts Society and other individual member societies of The Arts Society

 

  • where we get it from

a) pre-lecture: from The Arts Society's on-line Directory of Lecturers

b) post-lecture: online questionnaire completed by members

 

  • where we keep it and who has access

a) pre-lecture: on Programme Team computers, and a secure file-storage area on our server. Access to the server area is confined to authorised people, using username and password. Each Team member has a private computer that is password-protected.

b) post-lecture: in a database on our website server. Access is restricted to authorised people and is by use of username and password.

Maintenance and development of the database is carried out by our in-house team, who hold a copy of the database on their private (password-protected) computer.

 

  • how long we keep it

a) pre-lecture: we work on a 3-year cycle

b) post-lecture: indefinitely as we regularly book the same Lecturers

 

  • what we do with it

a) pre-lecture: Used for administrative purposes and for publicity in our own and outside media forums

b) post-lecture: see below.

 

  • sharing with third parties

a) pre-lecture: Shared with The Arts Society Costa del Sol with whom we jointly organise our lecture programmes

b) post-lecture: Shared with The Arts Society on a lecture by lecture basis and with other societies belonging to the Europe Area Group of The Arts Society at the group AGM and on individual request

Participants in events

  • what we collect

Depends on the event. Normally the names of the participants and the contact details of the person making the booking. Also whether each participant is a member or not.
Some events may include a meal, for which we have to book in advance. In this case we also ask you to tell us about any dietary restrictions that the restaurant will need to know about.

  • why we collect it

We need certain information to plan and execute the event.

  • where we get it from

The information comes from the person making the booking.

  • where we keep it and who has access

The information you give us is stored in a database on our website server. It can only be accessed by a limited number of authorised people, using a username and password.

Maintenance and development of the database is carried out by our in-house team.

  • how long we keep it

All the information is deleted at the end of the season.

  • what we do with it

We use it for the event.

  • sharing with third parties

We do not normally share the information. However there are exceptions to this; the following are examples:

► an event may involve an overnight stay in a hotel. We give you the option to choose the type of room (single/shared). This information is used for booking purposes with the hotel. The hotel may also ask for passport details of the participants. It should be noted that this may involve passing information to the hotel;

► an event may be organised by a third party, for which we collect the names and contact details of interested members; this information would be passed to the third party;

► an event may involve travel by air. If you choose to use the Society's group booking, you will be asked for your passport details which will be passed on to the airline.

Email

Every email sent using our inhouse emailer carries a 'tracking pixel'. This enables to to know that the email was delivered and opened.
This technique is used in all email campaigns throughout the world.

  • what we collect

We collect the date and time the email was opened, the name and email address of the addressee. 

  • why we collect it

To give us data on the effectiveness of a campaign.

  • where we get it from

The information is sent to us by the user's browser when it requests the tracker pixel.

  • where we keep it and who has access

The information is stored in a database on our website server, Access is limited to authorised people and is via username and password. 

  • how long we keep it

We delete the information at the end of the season

  • what we do with it

We analyse the data to make sure that the email delivery is working correctly.

  • sharing with third parties

We do not share this information.

Visitors to the website

  • what we collect

We collect information about which page was visited, the IP address of the visitor and the browser and operating system in use; we also collect information on the screen size (in pixels) of the visitor's device.

  • why we collect it

This information helps us make sure that the website is running efficiently and is not being subjected to abuse. Screen size information helps us to create pages that look good to all users, irrespective of screen size.

  • where we get it from

The information about screen size comes from a cookie that we place on your device. The other information is part of the normal information sent by a browser to a server and happens with every browser on every website.

  • where we keep it and who has access

The information is stored in a database on our server. Access is restricted to the website development team.

  • how long we keep it

The information is deleted at the end of the season.

  • what we do with it

Trend and usage analysis

  • sharing with third parties

This information is not shared.

Your rights

The General Data Protection Regulations give you, the indiviudal, certain rights. We, the organisation, are required to tell you of these rights. Not all of these rights are relevant to your interaction with this Society, but they are all shown below for the sake of completeness.

The abbreviation 'DPO' means Data Protection Officer.

  • the right to be informed

See this page.

  • the right of access

You are entitled to see the information we have about you.

If you want to take up that right, send an email to: DPO@theArtsSocietyNerja.com.

Please note - the DPO will need to satisfy himself that you have a legitimate claim to see the information. Therefore you should provide at least your name, email address and (if a member) the first line of your postal address.

  • the right to rectification

You have the right to have errors corrected. You should send details to the DPO@theArtsSocietyNerja.com.

  • the right to erasure

Send details to the DPO@theArtsSocietyNerja.com if you want to be removed from our records. Note this may not be possible if there is a conflict with other legal requirements. 

  • the right to restrict processing

This is not relevant to this Society.

  • the right to data portability;

This does not apply to this Society.

  • the right to object

You can "object to certain types of processing, e.g. direct marketing and decisions based solely on automated processing". This is not relevant to this Society.

  • the right not to be subject to automated decision-making including profiling.

This does not apply to this Society.

Spain

  • In Spain, the regulations are called REGLAMENTO GENERAL DE PROTECCIÓN DE DATOS (RGPD).
  • They are administered by La Agencia Española de Protección de Datos (AEPD) website