We Make Culture is committed to collecting and storing personal data in a safe, lawful and transparent manner in line with the Data Protection Act (1998), the Privacy and Electronic Communication Regulations (2003) and as of the 25th of May 2018, the EU General Data Protection Regulation (EU 2016/679).

This Privacy Policy gives you detailed information on why and when We Make Culture collects your personal information, how it is used, how it is kept secure, and how you can let We Make Culture know if you would like your personal data to be amended or change how it is managed. Your personal data is yours, and We Make Culture wants you to be confident that your personal data is used responsibly, and that you can tell We Make Culture to stop using it if you want.

We Make Culture is a Community Interest Company limited by guarantee (number 1112852).We Make Culture regularly reviews and updates this privacy policy to reflect changes in its services, feedback from you, and to comply with changes to the law. When this privacy policy is changed, the last updated date at the top of this document will be revised.

Further information on data protection regulations and laws can be found here: https://ico.org.uk/for-the-public

1.     Why We Collect Personal Data

We Make Culture only collects and processes personal data when it’s necessary to carry out the business aims and deliver its public benefit objectives.

We Make Culture may collect and process personal data to:

·       Provide a service you have requested as a participant

·       To ensure the safety and well-being of our participants during our projects

·       To gain permission for children aged under 18 to participate in projects from parents/ guardians

·       Inform you of events or updates if you have asked us for this.

·       Keep a record of business-related communications.

·       To enter into a contract of employment with an individual

·       To send fundraising information to our audiences

2.     What Personal Data Do We Collect?

We may collect and retain information which provides information about you that can be used to identify you.

 The type of personal data that we collect and how it is used depends on where and when it is gathered.

 Information provided by you:

·       When you ask to subscribe to our email newsletter we will collect your email address.

·       When you send an email to We Make Culture, we will keep your email address for correspondence.

·       We collect information from feedback forms, both hard copy and online.

·       As a participant we will collect your name, contact details, date of birth, emergency contact details, access needs and relevant medical history, allergies or food intolerances for your well-being and/or in order to report our work to funders.

If you are a young person participating in a creative course, workshop or project:

We will use your date to ensure that we have the following permissions in place:

1. To take part in the project

2. To take your photograph

3. To take part in evaluation

4. To publicly share your work

·      If you are aged under 18 we will need parental permission for the above  

·      To ensure that we can make contact with your parent or guardian or emergency contact if something happens whilst you are under our duty of care

·      To ensure that we contact you and/or your parent with appropriate information

·      Young people’s data is held securely and is only accessible by We Make Culture employees working directly with young people and We Make Culture’s Data Manager and Data Controller

This is not an exhaustive list and we may retain different types of information for different individuals based on the service we are providing.

3.     How We Collect, Store and Use Personal Data

Generally, we collect your information when you decide to interact with us. Here are the ways we collect personal data:

·       When you attend a workshop or similar activity related to a project, and complete a registration form

·       When you complete a feedback form and send it back to us.

·       When you send an email to us.

·       If you register to attend an event (via. third party ticketing sites such as Eventbrite)

·       When you visit We Make Cultures main website we use cookies to help make your experience of it better, and to understand how people interact with it. When you visit these websites, We Make Culture’s web server automatically records your public internet protocol (IP) address and generates a log file.

·       If you engage or follow us on social media, for example on our Facebook pages, Instagram or Twitter we will have access to any information that you have agreed to share on that channel. This may include your name/user name, demographic information and access to content that you have posted. We may use this information for statistical purposes to help us understand the size of demographic make-up of our users/audience and we may use contact details to send you a response to something that you have raised.

 At the time data is collected (e.g. when an individual joins the mailing list, attends a workshop and fills in a form etc.) the individual will be provided with a privacy notice.

 We Make Culture:

·       Will only request information that is necessary for the purposes of the project or transaction.

·       Will not share data with any other parties unless expressly outlined in the privacy notice.

·       Will store information for different lengths of time, depending on the needs of the project or activity. This will be outlined in each privacy notice.

·       Will securely store data in the cloud via an online file storage service, which is password protected and encrypted. Access to these files is limited to certain members of management and administration.

·       Will monitor when data needs to be renewed or removed from our system in line with the length of time set out in the privacy policies.

·       May share information about individuals with law enforcement agencies and other 

organisations or individuals if required to by law.

You are entitled to choose not to give us certain information, although this may limit the level of our services that we are able to offer.

4.     The rights of the individual

Individuals who We Make Culture holds data on have the right to:

·       Ask what information the company holds about them and why

·       Ask how to gain access to it

·       Be informed how to keep it up to date

·       Be informed how the company is meeting its data protection obligations

5.     Your Choices

We want it to be easy for you to access and amend the personal information that we hold on you, or request that we stop contacting you. If you would like to see what information we hold about you, you can request full details of personal information we hold about you under The General Data Protection Regulation (2018) by contacting the Data Protection Officer on laura@wemakeculture.co.yk. Please send a description of the information you would like to see, together with proof of your identity to We Make Culture’s Data Protection Officer.

For more information please contact Laura Brewis on laura@wemakeculture.co.uk

We Make Culture CIC

159 Sea Road

Sunderland 

SR6 9EB