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Privacy Notices - Swindon Museum and Art Gallery Open Exhibition Privacy Notice

Introduction

This Privacy Notice is relevant to you if you are submitting artwork to be judged for the opportunity to be displayed in the Swindon Museum and Art Gallery Open Exhibition.

What is a Privacy Notice?

A Privacy Notice is a statement issued by an organisation which explains how personal and confidential data about individuals is collected, used and shared.

Who is collecting and using your personal data?

This notice sets out the basis on which Swindon Museum and Art Gallery collects and uses the personal data of our Open Exhibition entrants.

Swindon Museum and Art Gallery is part of Swindon Borough Council.

Swindon Borough Council will act as a “Data Controller” for any personal data that you provide to us.  We will ensure that the data given to us is processed in line with our Data Protection Act 2018 (DPA 18) and the EU General Data Protection Regulations (GDPR).

Please note that not providing your personal data may lead to you being unable to submit artwork to be judged for the opportunity to be displayed in the Swindon Museum and Art Gallery Open Exhibition.
 

Your personal data – what is it?

Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of data is governed by the General Data Protection Regulation 2016/679 (the “GDPR”).

What personal data do we collect?

We may collect (and process) the following data about you when you submit an entry for the Swindon Museum and Art Gallery Open Exhibition:

  • Name
  • Artist name
  • Your contact details (address including postcode, email address, telephone number/s)
How do we process your personal data?

Examples of the situations in which we will process your personal information are listed below:

  • Via email payment confirmations
  • During your interactions with us, such as contact by telephone, email or post
  • Via the production of a label for your work(s) (if your entry/entries is/are included in the Swindon Museum and Art Gallery Open Exhibition)
Why do we need your personal information?

We use the information we hold about you for a number of purposes, including;

  • judging your entry
  • contacting you with the outcome of the judging
  • the production of a label for your work(s) (if your entry/entries is/are included in the Swindon Museum and Art Gallery Open Exhibition)
  • to contact you to make arrangements for delivering/collecting artwork to/from the Swindon Museum and Art Gallery.
How the law allows us to use your information

The processing of your personal data is necessary for the contract you enter into with Swindon Borough Council when submitting your artwork for judging for the opportunity to be displayed in the Swindon Museum and Art Gallery Open Exhibition.

 

Who do we share your information with?

We will not share your data outside of the Swindon Museum and Art Gallery other than with our financial transaction partner Capita to process your payment.

How do we protect your information?

We will do our utmost to ensure that the data we hold  about you (on paper and electronically) is stored in a secure way. We have internal policies and controls in place to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.

In addition, we limit access to your personal information to only those employees who need it.

Your personal data will be stored in a range of different places, including our IT systems ( databases and email). 

Any paper based documentation is kept in a locked offices and/or filing cabinets with limited access, and is destroyed in confidential waste.

Examples of our security include:

  • controlling access to systems, locations (for example, office spaces & filing cabinets), and IT networks and systems, allows us to stop people who are not allowed to view your personal information from getting access to it
  • training for our staff allows us to make them aware of how to handle information and how and when to report when something goes wrong
  • encryption and passwords where appropriate
How long do we keep your personal information?

Payment information:

All information relating to financial transactions is held for up to 7 years in line with Swindon Borough Council’s Retention Policy. This includes but is not limited to credit/debit card merchant receipts (for ticket & retail sales in person/ by post) and email payment confirmations.

What you can do with your information

The law gives you a number of rights to control what personal information is used by us and how it is used by us.

  • You can ask for access to the information we hold on you
  • You can ask to change information you think is inaccurate
  • You can ask to delete information (right to be forgotten)
  • You can ask us to limit what we use your personal data for
  • You can ask to have your information moved to another provider (data portability)

Should you wish to exercise any of your rights, you should contact our Data Protection Officer at DataProtection@swindon.gov.uk

Your right to complain

If you believe that the Council has not complied with your data protection rights, you should write to the Data Protection Officer and clearly outline your case. Your complaint will then be investigated in accordance with our customer complaint procedure.

If you remain dissatisfied with the way your personal data has been handled, you have the right to complain to the Information Commissioner’s Office at www.ICO.org.uk. You may refer the matter to the Information Commissioner’s Office whose contact details are below:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Email: casework@ico.org.uk
 

What if you do not provide personal data?

You are under no statutory obligation to provide personal data to Swindon Borough Council when submitting artwork to be judged for the opportunity to be displayed in our Open Exhibition. However, if you do not provide the data, we may be unable to judge your artwork submission.

How will we ensure compliance?

A yearly audit will take place on personal data to ensure we remain legally compliant in accordance with current data protection legislation.

Main privacy notice

You are viewing the Privacy Notice for Swindon Museum and Art Gallery Open Exhibitions.

Read the main Privacy Notice