This policy explains when and why we collect personal information about donors, prospective donors, artists, persons connected with museums and institutions, suppliers and prospective suppliers, as well as contacts and other persons relevant to our charity.
Who we are
We are Artist Rooms Foundation, a charity dedicated to promoting art for the benefit of the public. We support and have close links to ARTIST ROOMS, a touring collection of over 1,600 works of Contemporary Art held by Tate and the National Galleries of Scotland.
If you want to get in touch, we can be reached as follows:
Post to - Artist Rooms Foundation, 9 Dering Street, London, W1S 1AG.
Telephone - 020 7499 4100
Business Contacts, Donors and Grantees
What information we collect
The personal information we collect might include your name, address, telephone number, mobile number, email address, IP address, information in relation to our activities, together with any other information you have provided to us by corresponding with us by phone, email or in person.
How we collect information about you
We collect information about you when you are involved in the grant or donation of funds to the Foundation, or through the purchase, sale, donation or loan of artwork; or you provide information to us when you come to our offices, communicate with us by telephone / email; or we collect your information when we visit you or meet you at an event.
How we use your personal information
We use your personal information:
Where it is needed to carry out our obligations arising from our agreement such as to purchase a work of art for our collection.
Where it is in our legitimate interests to do so, for example:
to organise a loan from our collection to a museum;
to enquire about a work of art that we may wish to purchase from you;
to contact existing donors to request further funding
for the management and audit of our financial operations;
for security reasons.
To comply with legal and regulatory obligations, requirements and guidance; or
Where you have provided consent to us, for example where we send out a direct marketing to you about our activities from time to time.
How we collect and use information on Potential Donors
In addition to the above, we may also collect and use information from time to time on targeted potential donors to help us raise further funding to support ARTIST ROOMS and Artist Rooms Foundation.
The information we collect on potential donors, in addition to contact details, may include details of prior donations made to charities and donor interests obtained from newspaper articles, Charities Commission website, your website as well as other information you have made publicly available for example through social media. We could combine this with information that we have obtained through telephone calls, face-to-face meetings or meetings at events. Where this information has been obtained we shall aim to contact you within a reasonable time frame to allow you to determine if you wish to get involved with us and providing you with an early opportunity to disengage from the fundraising process.
Using your information in these ways will help us to determine whether and in what way you might be interested in getting involved with ARTIST ROOMS and Artist Rooms Foundation, including assessing the likelihood and extent of any donation that you may offer.
Where we process your information for our legitimate interest we will make sure that we consider and balance the impact on you (negative and positive) with our legitimate interests.
How we share your personal information
We may share information with a limited number of organisations as following:
Government and regulatory bodies such as HMRC and the Information Commissioner’s Office; or
Other organisations and businesses who provide services to us such as server hosting providers, IT software and hardware providers, accountants and suppliers of other back office functions.
Transfer of your data outside of the UK and the EEA
We are based in the UK, but sometimes your personal information may be transferred by us or our third party providers to other countries inside the European Economic Area. There are also some circumstances where your information may be transferred outside the European Economic Area. If we or one of the organisations we use do so, we will make sure that suitable safeguards are in place, for example ensuring that your data is protected to the standard required in the European Economic Area through agreements, unless certain exceptions apply.
You have the right to request a copy of the information that we hold about you and correct and sometimes delete or restrict the personal information we use.
You also have the right to move, copy or transfer your personal information (“data portability”)
Where we have legitimate interests in holding and using your data, you have the right to object to this by writing to us.
Where you have provided us with consent to holding and using your personal information, for example for marketing purposes, you have the right to opt out.
There are some circumstances where we have a right to use your personal information to meet our legal and regulatory responsibilities, or to prevent or detect crime, fraud or corruption.
You have the right to complain to the Information Commissioner’s Office which enforces data protection laws https://ico.org.uk/.
If you would like to get in touch with us to request a copy, correct information held, object or opt out of your personal information, please contact us in writing using our details at the top of this policy.
Where you are one of our clients or suppliers or have otherwise agreed to be contacted for marketing purposes we may use your personal information to send you, from time to time, information about ARTIST ROOMS and Artist Rooms Foundation. You can opt out from receiving them at any time by contacting us with the contact details at the top of this policy.
How long we keep your information
We will only keep the information we collect about you for as long as required for the purposes set out above, or as required to comply with any legal obligations to which we are subject. Where consent has been provided, we shall continue to use your information for targeted marketing purposes, until you withdraw your consent.
In some circumstances, we shall hold personal information for longer where necessary for active or potential legal proceedings to resolve or defend any claims.
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