Privacy Policy

Last updated Tue 26 June 2018

We at Dundee Contemporary Arts (DCA) are committed to maintaining your privacy and looking after the personal information that you may provide us as part of ticket buying, online purchases, donations and membership forms, email sign-ups and surveys.

The information we collect, process or use is held securely and treated in accordance with this privacy policy and with the General Data Protection Regulation of 2018 and the Privacy and Electronic Communications Regulations 2003.

Whenever you provide personal information to DCA, you are consenting to its collection and use in accordance with this policy, including our use of cookies (as explained below).

Personal information we collect and process

You will be asked for personal information when you sign up for updates, order products, tickets or services from us, make an enquiry, sign up for a membership or make a donation to us.

When you buy something from us

We will retain any personal information you give us (name, contact details and contact preferences) when you make a purchase from our box office, our website or otherwise buy products from us. We will keep a record of your bank or credit card details used to make the purchase, but only temporarily and solely to process your transaction.

When your details are stored on our box office system (including for online ticket purchases) any future ticket purchases made under your name will be logged as part of your record.

When you make a donation, join as a member, or otherwise provide us with your information

We will record details when you sign up to our mailing list, become a member or make a donation. Where you make a donation, we will keep a record of the details of the gift (amount, date, donation fund) and your Gift Aid status.

When you use our website

We log your Internet Protocol (IP) address, in order to receive and send information from and to you over the internet. Our website also uses cookies to enable online transactions, understand how people use our website and inform our digital advertising.  

How we’ll highlight this notice

Whenever we ask you to provide your personal information we will let you know why we are asking, and how we will use your information, by directing you towards this notice.

What information we collect about you

We may combine the information above which you provide to us with the information we collect about you in order to gain a better understanding of our audiences, members, learning participants and supporters and to improve our communication, products and services. The personal information we collect from you may (depending on the purpose for which you initially provide us with your information) include:

  • Ticket purchases (and other online retail purchases from us) and event registration/attendance
  • Details of correspondence we send to you, or we receive from you
  • Education, employment and professional information and activities
  • Types of events you attend; e.g. films categorised by genre

What we use your information for

Depending on the legal basis we are using for processing your data, the preferences you have indicated and your relationship with us, we will use the personal information you have provided to:

  • Provide goods and services to you or your organisation or process donations that you make to us
  • Update you on goods and services you or your organisation have purchased
  • Send you communications by post or electronic means in order to inform you of other products, services or events related to DCA
  • Ask you to participate in surveys and market research
  • Conduct fundraising activities and ensure our fundraising resources are used in the most effective and efficient manner and that any communications we may send are appropriate and of interest to you
  • Improve our understanding of our audience through basic profiling, tracking of your activity on our site and your response to emails (or other communications) that we send you
  • Notify you of changes and improvements to events, services, website and this privacy policy

Consenting to (and unsubscribing from) marketing and fundraising communications

With your consent, we will contact you to let you know about upcoming events, offers, updates on our plans, and to ask you to join as a member, make a donation or give other types of support.  Occasionally, we may include information from partner organisations in our communications with you.

We aim to make it easy for you to tell us how you want us to communicate with you. When you sign up to receive emails from us, either online or at Box Office, you can choose to set further preferences to make sure you receive information about the areas of our work you’re interested in. If you don’t set any preferences we’ll send you a monthly email about what’s coming up across the building, plus other updates we think you might be interested in based on your booking history. You can always opt-out of our marketing (there’s a link in every email we send or you can request this at Box Office) and you can change your account preferences at any time by visiting the ‘My Account’ section of our website or by emailing dca@dca.org.uk (with the subject line ‘preferences’ if possible), or by asking at DCA Box Office.

We won’t usually contact you by post; the only exceptions to this will usually be ordering products from our Shop, ordering gift vouchers to be sent by post; or if you choose to include a brochure subscription as part of DCA Membership.

How we will contact you in performance of our contracts with you

We may use your information to send you booking confirmation emails, emails containing important information about your booking (for instance a list of materials to bring for a course), membership renewal notices or other messages related to the contract you make with us by booking for an event or buying a product. Similarly, we may contact you by telephone to alert you to changes to your booking, or event cancellations.

When we will use our legitimate interest to contact you

In a small number of circumstances we may contact you on the basis that we have a legitimate interest in processing your information. For example we will do this when we send invitations to openings and events to contacts we think will be interested in attending; and when we send out our annual Christmas card. We will also do this for some professional contacts – for instance schools and teachers we send information about Discovery Film Festival to – and for communication with Print Studio Registered Users about opportunities and discounts. Anyone who receives these communications can still choose not to be sent them again by selecting ‘unsubscribe’ at the bottom of an email, by contacting dca@dca.org.uk, (with the subject line ‘Unsubscribe’ if possible) or by asking at DCA Box Office.

Sensitive information

Our Learning team may collect what is classified as sensitive or ‘special category’ information for some projects and events. This could include information about health, race or sexual orientation. This information will be used by  the team in order to plan and deliver their activities, to keep participants safe, and may be passed to emergency services for use should any emergency situation arise. This information will only be collected when necessary for the project taking place, and will only be collected with your explicit consent (or your parent or guardian’s in the case of children and young people). It may also be passed to us by a project partner (e.g. schools, universities, charities) on your behalf.

Building an understanding of audiences

We use various techniques including market research and audience segmentation techniques to help us understand our audiences, customers, members, donors and potential supporters. This includes gathering information from you as well as publicly available resources to give an insight into the interests of our audiences.

We do this because it allows us to understand our audiences and the people who support us, and helps us to send appropriate communications.  

Who we might share your personal information with

Your personal information might be passed to a third party if they need it to fulfil your order(s) for our goods and services, to execute the communications we send to you, to process a donation, or to send our communications. We carry out comprehensive checks on these companies before we work with them, and only work with companies with comprehensive security measures in place.

Examples of these third parties include our bank (in order to process Direct Debit and other payments), email distribution provider (for sending out email updates), and our ticketing provider.

We do not currently have any data-sharing agreements with other organisations in place, and if we were to set these up in future we would ask for your consent before sharing your information.

Except as set out in this policy, we shall not disclose your personal information unless obliged to, or allowed to do so by law, or where we need to in order to run our business (e.g. where other people process information for us).

We will not share your information other than as described above without your express consent.

How do we keep your personal information safe?

We ensure that there are appropriate technical controls in place to protect your personal details. For example, any electronic platforms carrying your data are password-protected and encrypted. All of our staff receive data protection and security training.

Some of our suppliers may run their operations outside the European Economic Area (EEA).  Although they may not be subject to same data protection laws as companies based in the UK, we will take steps to make sure they provide an adequate level of protection in accordance with UK data protection law. By submitting your personal information to us you agree to this transfer, storing or processing at a location outside the EEA (including in the United States).

Where we have given you (or where you have chosen) a password which enables you to access certain parts of our website, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal information, we cannot guarantee the security of your information transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

How do we keep your information up to date?

We endeavour to keep your personal information accurate and up to date. If you become aware of errors or inaccuracies, please email dca@dca.org.uk or update the information we hold about you by logging in to the ‘My Account’ section of our website.

We would really appreciate it if you could let us know if your contact details change.

How long will we hold your information?

We will not retain your information any longer than is reasonable. For instance, if you have not booked a ticket or event with us, or opened an email from us, for more than two years, we will stop sending you email updates, and may remove some of your information from our ticketing system. We may contact you before this point to ask if you still want to receive updates from us.

When we remove your personal information we may anonymise some of the information we hold for you: for instance we may remove all of your identifying details from our ticketing system, but leave a randomly generated customer id number on your record, so that we can still report on overall booking patterns and ticket sales. You will not be personally identifiable from this information.

How can you access the information we hold about you?

You have the right to know what personal information we hold about you, and to request a copy of that information free of charge. To make this request please email dca@dca.org.uk with the subject line ‘Data access request’. We will provide you with your information within one month of receiving your email. Alternatively, you can ask about this at Box Office and complete a data request form.

Requesting the deletion of your data

You have the right to ask us to remove your data. To do this, please email dca@dca.org.uk with the subject line ‘Data removal’. We will make sure this is completed, and confirmed with you, within one month of receiving your request. Alternatively, you can ask about this at Box Office and complete a data request form.

When we do this we may anonymise some of the information we hold for you: for instance we may remove all of your identifying data but leave a randomly generated customer id number on your record, so that we can still report on overall booking patterns and ticket sales. You will not be personally identifiable from this information. We will also keep a record of your request and our fulfilment of it.

Photographs and filming

We commission professional photographs and filming at some of our events for documentation and publicity purposes. The results may be used in reports to funders, on our website, on social media or in our printed marketing materials.

We will always display prominent signs at such events letting you know that photography is taking place. If you do not wish to be photographed just let a member of DCA staff know and we will ensure you do not appear.

We will always ask for written permission before photographing or filming children. In the case of schools visits we will liaise with teachers on photography permissions for their classes.

If you notice a photograph or film that you appear in and would prefer that we don’t use it, please email dca@dca.org.uk with the subject line ‘Photography or Filming removal’.

CCTV

Our building is monitored by CCTV cameras for staff and visitor security. CCTV is covered by the same rules as other personal information: if you would like more information about what is monitored, or if you would like to request access to footage that may feature you, please email dca@dca.org.uk with the subject line ‘CCTV data request’

Links

Our website contains links to other websites. We are not responsible for the privacy practices of these and you should read their own privacy policies. This policy applies only to personal information collected by us.

Cookies

A detailed description of cookies used on our website can be found at http://www.dca.org.uk/how-we-use-cookies

Changes to this policy

Our privacy policy may change at any time, so you may wish to check it each time you visit our website, or check with our Box Office team when you visit. Any changes will apply from the time that they are posted to our website. If we make any significant changes in the way we treat your personal information we will contact you to let you know.

If you have any questions at all about the ways in which we collect and use your personal information please contact us at dca@dca.org.uk.