Privacy policy & Consent to hold and process information.

 

Swansea Music Art Dance is Community Interest Company ( CIC ) are    owned and  directed by the community we serve.  

We are a media, technology and training community  interest company established in 2008,  fully operational since 2010. Based in Swansea providing digital media production and diverse training to a cross-sector clientele, our passion for community arts also now informs our professional media production and technology work. We use technology media and the arts for social good and to improve the lives of young people and the wider community.  Any information collected is used to further our goals described above.

What information does this privacy policy contain?

We ask that you read this privacy policy carefully as it contains important information about:

what personal information is stored in our  Databases;

how and for what purposes the personal information held in Swansea MAD’s Databases is used (this is known as processing); 

the lawful basis for such processing;

how and from where we collect your personal information; 

who has access to the information contained in the Databases; 

third parties with whom we may share your personal information; how long we keep your personal information;

third parties with whom we may share your personal information; how long we keep your personal information; 

how you can manage your communication preferences; and where to find out more information about your privacy rights;

Individual Rights;

What personal information is stored in our  Databases. 

We operate one database on which we store all information for volunteers, supporters and staff. This is managed by our data technical director. 

Categories of Personal Information

The following categories of personal information are held in the Databases: 

first and last name

your preferred salutation

organisation

job title ( if employed)

contact address(es)

contact email addresses(es)

contact telephone number(s)

emergency contact number(s) – volunteers and staff only

date of birth – volunteers and staff only

Details of any interests in services we offer 

Details of any qualifications or training achieved with us or with previous organisations.

Details of any training plans agreed by yourself and us.

We also keep details of your gender, racial or ethnic origin and physical or mental health or condition, if you have provided these to us voluntarily. 

How and for what purposes the personal information held in Swansea MAD’s Databases is used (this is known as processing);

The main purpose of the Databases is to enable us to manage our communications with people and organisations that wish to hear from us. Using the personal information in the databases we can send communications that we think will be of interest to you by email, phone, SMS, post, social media and other digital channels. The use of the shared central Databases avoids unnecessary duplication. The Databases also have a facility which enable you to manage the communications you receive more effectively.

The Databases are also a tool to enable us to match volunteering, employment  and training opportunities with people as well as offer targeted services and products to organisations and individuals. We would never offer,services products, or opportunities unless an interest has been already expressed by an individual or organisation through constant.

We can also use the Databases to provide insight and analysis to help us to continually improve the effectiveness of our communications, develop the products and services we offer organisations, monitor the reach of our communications and the diversity of the recipients and provide reports to funders and regulators.

Please note, except in the case of volunteers that information about your gender, racial or ethnic origin and physical or mental health or condition will only ever be used for statistical and monitoring purposes on an anonymised basis.

If you are interested in volunteering, or working for us the Databases allow you to voluntarily provide information about specific requirements you may have arising from a physical or mental health condition as well as provide contacts in case of an emergency situation. 

The lawful basis for such processing.

Under GDPR, we have a legal duty to protect any personal information we collect from you. We use leading technologies and encryption software to safeguard your data, and keep strict security standards to prevent any unauthorised access to it. With regards to hard copy personal information we will always make sure it is stored in a locked and secure space as soon as possible.

We will only store your personal information in the databases where we can do so lawfully. The data protection legislative framework provides for a limited number of reasons for processing personal information.

We are relying on the following lawful bases to process general information:

  • where we have your consent
  • where our processing of your personal data is in the public interest 
  • where our processing of your personal data is necessary for our legitimate interests or those of a third party and are not overridden by your privacy rights

Your privacy rights are protected because the Databases store only basic information about you, there is a strict protocol of who can access your personal information and you have the ability to control your communication preferences. You can also object to us storing and using your personal information at any time as outlined below.

The data protection legislative framework contains specific provisions that enable us to process information about your gender, racial or ethnic origin and physical or mental health or condition in order to monitor diversity on an anonymised basis. For volunteers and employees  information about your physical or mental health or condition can be processed with your explicit consent.

How and from where we collect your personal information.

The information contained in the Databases may be added to with information that has come from a variety of sources including:

Information obtained directly from you

information obtained from organisations that are members of or have an association with us – it may be that you work for one of these organisations or volunteer for them and the organisation has passed your details to us

information collected at events or training courses that we run

information that is publicly available including from online sources and social media

information that is generated by us and recorded in the Databases, such as your interests and communication preferences.

Information is collected in hard copy and digital formats. We will always try to digitise all information as soon as possible. Any non hard copy personal information will be stored in a locked space as soon as this is possible. 

Who has access to the information contained in the Databases.

Although Swansea M.AD operate the database as a company only key individuals have access to that database. This extends to only to management and operational staff which work on projects that you have expressed an interest in for volunteering, training,  employment or products and services provided by Swansea MAD 

Third parties with whom we may share your personal information; how long we keep your personal information.

By contractual agreements we sometimes have to share information with funders or partners. This does not affect your rights. Unless we have asked your permission we will only provide raw data to partners and funders and never personal details that can identify you. 

How you can manage your communication preferences; and where to find out more information about your privacy rights.

 Communication Preferences

The Databases offer us functionality that enables you to determine your communication preferences, both with regard to the format of the communication, the topics you would like to hear about

Please visit the link on the communication received to update or amend your communications preferences at any time. Please note that it may take up to a week for any changes to be processed.

How long we will keep your personal information.

The data protection legislative framework places an obligation on us to review the length of time for which we keep personal information. We are only able to keep your personal information for as long as it is necessary for us to do so. 

We only intend to keep your information in an identifiable form in the Databases while you remain happy to keep receiving communications from us, or while you wish to be informed of employment, training or volunteering opportunities as well as products and services. 

We have no current plans to delete your information.

Individual Rights.

You have a number of rights in relation to the personal information held in the Databases. If you wish to exercise any of the rights, please contact Swansea Music Art Dance in one of the ways mentioned below.

You have a right of access the personal information we hold about you

You have the right to correct any information we have about you that you think is wrong or incomplete

You have the right to object to our use of your personal information for direct marketing purposes. If you no longer want to receive communications from us, please contact us. We will stop sending you communications, but will continue to keep a record of you and your request not to hear from us.

You have the right to ask us to delete your information. You should be aware that if we do this, we will have no record of the fact that you have asked not to receive communications from us. It is therefore possible that you may start receiving communications from us at some point in the future, if we obtain your details from a different source.

Where our processing of your personal information is based on your consent, you have the right to withdraw it at any time. Please contact us if you want to do so.

Contact Details

[email protected] 

How to Complain

Please let us know if you are unhappy with how we have used your personal information.

You also have the right to complain to the Information Commissioner’s Office. Find out on their website how to report a concern [here]

Website and social media data information and collection.

Visitors to our websites

When someone visits http://www.madswansea.com  or any website operated by us we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in an anonymous way which does not identify anyone individually. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. If we do want to collect personally identifiable information through our website, we will be open about this. We will make it clear when we collect personal information and will explain what we intend to do with it.

Use of cookies by Swansea Music Art Dance CIC 

Cookies are small text files sent to your computer or mobile device by the websites that you visit. They help make websites work better and provide information to the owners of the site. For instance, we use language cookies to know what language you would like the web site displayed to you in, we also use YouTube cookies to embed videos in pages and Google Analytics cookies to track users’ behaviour whilst on the site. By understanding how people use our site, we can improve the navigation. and content to better meet people’s needs. The information collected by the Welsh Government includes IP address, pages visited, browser and operating system. The data will not be used to identify any user personally. The cookies we use on our site are:

Cookie Name Purpose Expires
Language version langPrefWAG This cookie is created by the content management system and is essential for the site to display to correct language version of the site. When you close your browser
Session Tracking JSessionID To track a session when cookies are disabled. This allows the browser to preserve your session. At end of session
Google Analytics _ga This cookie is used to find out how visitors use our site. We use the information to help us improve the site. The cookie collects information in an anonymous form, including demographic information, the number of visitors to the site, whether they have visited before and the pages they visit. 2 years
CookieControl civicAllowCookies civicShowCookieIcon This cookie records whether a user has accepted the use of cookies on our site. 10 hours
YouTube VISITOR_INFO1_LIVE PREF These cookies are essential for the display of YouTube videos on our site. 8 months
YouTube use_hitbox At end of session

Web browsers allow some control of cookies through browser settings. To find out more about cookies and how to manage them, visit www.allaboutcookies.org

What information do we collect?

We monitor user activity to enhance content provided on this site. This website uses Google Analytics, a web analytics service provided by Google Inc. (‘Google’). Google Analytics uses ‘cookies’ and JavaScript code to help analyse user activity on websites. The information generated about your use of the website (including your anonymised IP address) will be transmitted to and stored on Google servers in the United States.

Google will use this information to produce user activity reports for this website. Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google’s behalf.

Google will not associate your IP address with any other data previously held. You may refuse the use of cookies by selecting the appropriate settings on your browser. Please note that if cookies are disabled, you may not be able to use the full functionality of this website. By using this website, you consent to the processing of data about you by Google in the manner and for the purposes set out above.

Read Google’s Privacy Policy and Google’s Terms of Service for detailed information.

This site, from time to time, links to SurveyMonkey forms for data collection. This data is processed in the US and its handling

satisfies the provisions of GDPR.

Your interaction with this website

We collect two kinds of electronic information direct from visitors to this website; feedback and email subscription details.

Search engine

Our website search and decision notice search is powered by a Google Search Appliance (GSA). Search queries and results

are logged anonymously to help us improve our website and search functionality. No user-specific data is collected by either Swansea M.A.D or any third party.

Survey Monkey has issued assurances that they meet GDPR standards, though they also host all their data in the United States. Please also see Surveymonkey Privacy Policy.

Online Forms

Some of our sites use Google forms to collect information and registration from users. Their statement on GDPR can be found here Google uses an extremely high standard of data encryption standard. Utilizing the 128-bit Advanced Encryption Standard (AES). Under the new system, data will be encrypted on Google’s end “before it’s written to disk.”