Privacy Policy

Introduction

Iniva is committed to protecting your personal information. We also want to maintain the trust and confidence of every one of our audience members and supporters, as well as each visitor who uses the Iniva website.

Our Privacy Policy gives you detailed information on when and why we collect your personal information, how we use it and how we keep it secure.

Aside from helping us deliver events and run the Stuart Hall Library, the information you share with us means you’ll receive a more personalized and rewarding experience e.g. information about our programme and library, and publications and limited editions that may interest you.

Signing up for Iniva’s newsletter has many benefits, not least the opportunity to manage your personal information and receive information about our work. You can register with us at any time here.

Iniva (Institute of International Visual Arts) is a registered arts and educational charity (Number 1031721). Iniva is the data controller of your personal information.

By phone +44 (0)20 7630 1278 or you can email us at info@iniva.org

If you have questions regarding your information or its use, please contact our Data Protection Officer by email: tdrace-francis@iniva.org or by phone: +44 (0)20 7630 1278

Although it is not compulsory to provide all of the information listed below, should you choose not to, then Iniva may not be able to provide you with the full range of services that we have to offer.

How We Collect Your Personal Information

Generally, we collect your information when you decide to interact with us. This could include purchasing tickets online, over the phone or in person or it could be where you sign up to receive emails from us. We also look at how our audience use our website, so that we can offer the best possible experience whether you’re using the Stuart Hall Library or booking tickets for one of our events.

We collect information in a number of ways which are listed below:

1. When you create an account at https://library.inivatemp.tempurl.host/. Your account allows you do the following:

• Access the collection through the online catalogue

• Create reading lists

2. When you attend one of our events.
3. When you sign up for our newsletter.
4. When you contact us by post or phone.
5. When you visit our website: we use cookies to help make the experience of using our website better and to personalise the service you receive from us – this means we will remember your previous visits and track the pages on our website that you visit. For more information please see our Cookie Policy.
6. When you buy products online, over the phone or in person. This information helps us provide you with the service you are requesting.

The Types of Information We Collect

We only collect the information that’s necessary to carry out our business, provide the particular service you’ve requested and to keep you informed. There are occasions when you can choose not to give us certain information, but this for example, may limit the level of personalization we offer e.g. you may not get to hear about an event you would have loved to have attended.

The type of information we collect depends on where and when it is gathered:

Information we obtain directly from you:

When you register on our website or purchase tickets through Eventbrite or other items from us online, in person or by phone we need to collect information from you in order to provide the service you are requesting.

We may collect:

• Name and surname
• Gender
• Email address
• Date of Birth
• Contact phone number(s)
• Payment card details. Please note, we will not hold payment information for any longer than it takes to process your transaction.
• Delivery address(s)
• Billing address
• Bank details

If you are a student we may also collect:

• Name of college/university
• Area of college/university
• Course name
• Course faculty
• Course level
• Course end date

When visiting our website we may collect the following information:

• Automatically populated IP address: a public IP address is a unique number which allows a computer, group of computers or other internet connected device to browse the internet. The log file records the time and date of your visit, the pages that were requested, the referring website (if provided) and your internet browser version. This information is collected to help diagnose and manage the website, to audit the geographical make-up of users, and to establish how they have arrived at the website.
• Cookies: for further information about Cookies, please read our Cookie Policy

Information we obtain independently from you:

Your information may be shared with us by independent organizations, for example other arts organizations that Iniva has worked with. These independent organizations will only do so when it is required to complete a contract and/or when you have indicated your consent. You should check their Privacy Policy when you provide your information to understand fully how they will process and safeguard your data.

Third Party Organizations

We may combine information you have given to us with this additional information available from external sources. This will only be done when you give permission to the relevant third party organizations to share the data they hold on you, or if the data is already publicly available.

Data Hygiene

From time to time we may screen our database against recognized data hygiene file such as National Change of Address file and cleanse our file or correct inaccurate data. We may also update inaccurate data if the information is available.

Social Media

Depending on your settings or the privacy policies for social media and messaging services like Facebook, WhatsApp or Twitter, you may give us permission to access information from those accounts or services.

Information available publicly

We may include information found in places such as Companies House and information that has been published in articles/ newspapers.

Why We Collect Your Personal Information and How We Use It

The information we hold on you will be used in a number of ways. Here are the main ones: to provide a service you have requested, offer you a personalized experience and understand our audience’s needs better, inform you of events or updates you’ve asked for or contact you if we need to obtain or provide additional information.

Specifically, we use your information we collect in the following ways:

To carry out our business and to provide a service or carry out a contract with you:

• To fulfil event, products, donation and membership requests.
• Process payments. Please note that Iniva does not store any Credit Card or other payment information once the transaction has been completed.
• Provide the best possible customer services and to help us with internal administration.
• Contact you with important information relating to your booking or purchase, such as confirming your order or reminding you of an upcoming event you’ve booked.

Where we have your consent:

• Send you updates via email about what’s on, news or about supporting us.
• Email you about a specific topic you’ve requested to hear more on such as limited editions.
• Share your details with other arts organizations whose work you may have seen at or in collaboration with Iniva. These organisations will contact you to let you know how they collected your data and to check that you’re still happy to hear from them. You will always be able to opt out of their communications by contacting them directly.

Where we have justifiable reason (including legal obligation and legitimate interest):

• Learn about your interests and preferences so that we can contact you with information that is relevant to you.
• Help us target our marketing communications and adverts so that they’re more relevant to you.
• Use your pseudonymised details to show you advertising on Social Media platforms such as Facebook and Instagram or via other third party advertising that may appear on other websites you use. The information shared with these platforms is pseudonymised to protect your personal data.
• As part of our funding agreement with Arts Council, we are required to provide anonymized data on our audiences and workforce.
• For classifying our audience into groups or segments, using booking and publicly available information. These segments help us to understand our audience better and ensure we’re sending relevant messages to each group.
• Measure and understand how our audiences respond to a variety of marketing activity so we can ensure our activity is well targeted, relevant and effective.
• Undertake consumer research: we may contact you to ask you to participate in consumer research either via an online or telephone survey or in person. You are under no obligation to participate in research and, should you provide any further information, Iniva will inform you how any further information will be used.
• Analyse and continually improve the services we offer including our artistic output, our website and our other products.
• To keep our database accurate and relevant, for example, using National Change of Address.
• Detect and reduce fraud and credit risk.

For a small number of our audience, where we want to better understand people’s engagement with Iniva and their potential interest in supporting us further:

We use a number of publicly available information sources to aid us in our fundraising activities, including newspaper websites and archives, housing market websites and the electoral roll as well as official websites of companies, charities and other arts organisations. In addition to general use of the internet we also make use of company, director and shareholder information from publicly available, officially registered information providers.

How We Handle Your Information and Other Organizations

Iniva will never share, sell, rent or trade your personal information to any third parties for marketing purposes without your prior consent. We will ask for your consent to share personal information with like-minded arts organizations whose shows you will have seen here at Iniva or in collaboration with us at another venue.

Some of our service providers may have access to your data in order to perform services on our behalf – payment processing is a good example of this. We make sure anyone who provides a service for Iniva enters into an agreement with us and meets our standards for data security. They will not use your data for anything other than the clearly defined purpose relating to the service that they are providing.

We may share your details with:

• Service providers who work on behalf of Iniva for the performance of any contract we enter into with them or you, for example MailChimp, payment processing, printers and mailing houses, marketing agencies, database services, website hosting or email delivery service.
• Named third party organizations if you ticked the relevant opt-in box when you booked tickets. In these instances, we may supply your personal information to that specific organization only.
• Third party data services, for example Experian, who help us to segment and understand our audience by providing additional information so that we can send the most relevant and targeted communications possible.
• Third party advertisers (such as Facebook or Google) to help us identify customers similar to our audience or to serve relevant adverts to you on third party websites. The information shared with these advertisers is pseudonymised to protect your personal data.
• Where required to do so (for example, if required to do so by the ‘know your donor’ principles under charity law or a court order), or when requested by the police or a regulatory or government authority investigating illegal activities.

Despite all our precautions, no data transmission over the internet is 100% secure. So we cannot guarantee the security of any information which you disclose to us and so wish to draw your attention to the fact that you do so at your own risk.

How We Protect Your Data

Iniva is committed to protecting the personal information you entrust to us. We adopt robust and appropriate technologies and policies, so the information we have about you is protected from unauthorized access and improper use e.g. your online account is encrypted and our own network is protected.

As part of the services offered to you through the Iniva website, the personal information you provide may be transferred to countries outside the European Economic Area (EEA). By way of example, this may happen if any of the computer servers used to host the website are located in a country outside of the EEA. If Iniva transfers your personal information outside of the EEA in this way, we will take steps to ensure that your privacy rights continue to be protected as outlined in this privacy notice.

We will keep your information only for as long as is reasonably necessary for the purposes set out in this privacy notice and to fulfil our legal obligations. We will not keep more information than we need. The retention period will vary according to the purpose, for example if booking a ticket only, we will typically keep your data for up to ten years from the date of your last transaction whereas if you support Iniva, we will hold your details until notified by your executors. For further information about how long we will keep your information, please contact the Data Protection Officer using the contact details outlined in this notice.

If you ask us to stop sending direct marketing communications to you, we will keep the minimum amount of information (e.g. name, address or email address) to ensure we adhere with such requests.

Your Choices

You should find it easy to access and amend the personal information that we hold on you, or request that we stop contacting you. It’s your data and we want to make sure you feel in control of it.

If you have an online account with us, you can amend your personal details and contact preferences at any time. Simply sign in on the web site and access your account by logging in.

Or, if you prefer, you can contact us by phoning, emailing, or writing using our contact details below.

Every email we send to you will include details on how to change your communications preferences or unsubscribe from future communications.

If you would like to see what information we hold about you, you can sign into your online account and make any changes required. You can also request full details of personal information we hold about you under the Data Protection Act 1998, or after 25 May 2018, The General Data Protection Regulation, by contacting the Data Protection Officer. Please send a description of the information you would like to see, together with proof of your identity to tdrace-francis@iniva.org

At any time you have the right to ask Iniva to amend or stop how it uses your personal information including for marketing purposes.
You can do this by signing in to the website and accessing your account details or if you don’t have an account or if you prefer to, you can contact us by phoning, emailing or writing using our contact details below.

You have the right to get information held about you by us corrected. If you have any concern about the accuracy of your personal data, please let us know using the below contact details.

If you would like us to remove the personal information we hold about you, please contact us using the below contact details.

You have the right to lodge a complaint with the supervisory authority, The Information Commissioner’s Office – www.ico.org.uk

By email: info@iniva.org
By phone: +44 (0)20 7630 1278
By post: Iniva, 16 John Islip St, London SW1P 4JU

Publishing

At times our publishing department might approach a business or organisation if they feel that our products may be of legitimate interest. In this case Iniva will always provide the means to opt-out of future emails and will not hold on to any data without confirmation or permission of use for longer than 30 days.

Updates or Changes to the Privacy Policy and Further Information

This notice was updated on 25 May 2018. It may be updated to take into account changes at Iniva or for example to reflect changes to regulation or legislation.