Privacy Policy

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.

• 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.
 

• 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

• 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.

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.