Board of Trustees
27th June 2023
PRIVACY POLICY & PROCEDURES
Boom! Inc is the data controller and we are responsible for your personal data.
How your personal information may be used by Boom! Inc
Your information will be held by Boom! Inc , a company registered in Northern Ireland with Company Number NI 636938 and accepted as a charity by the Charity Commission for Northern Ireland, NIC104879
Our registered office is at 80a Main Street,Bangor,
Our Studios Director is Marianne Kennerley.
You can contact us by telephone at 07825 395053 or by email at marianne@boomstudios.org.uk
More information about Boom Studios can be found at www.boomstudios.org.uk
How we use your personal information
This privacy notice is to let you know how Boom! Inc will look after your personal information. This includes what you tell us about yourself and the choices you give us about what communication you permit us to send you. This notice explains how we do this and tells you about your privacy rights and how the law protects you.
Our Privacy Promises are simple.
We promise to keep your data safe and private.
We will not sell your data.
We will only share your data with your consent or where we are required to do so for legal purposes.
We will make sure you have given us clear consent about how we are to communicate with you and we will make it clear how you can review and change that consent.
How the law protects you
As well as our Privacy Promises, your privacy is protected by law. This section explains how that works. Data Protection law says that we are allowed to use personal information only if we have a proper reason to do so. The law says we must have one or more of these reasons:
To fulfil a contract we have with you, or
When it is our legal duty, or
When it is in our legitimate interest, or when you consent to it.
A legitimate interest is when we have a valid business reason to use your information. But even then, it must not unfairly go against what is right and best for you. If we rely on our legitimate interest, we will tell you what that is.
What Personal Data we may require from you.
Your name
Your email address
Your address
Your phone number
Your date of birth
Your business name
Your financial details
Any personal data you post on our website
Data about how you use our website
Technical data such as your IP address, your login data, details about your browser, length of visit to pages on our website, page views and navigation paths, details about the number of times you use our website, time zone settings and other technology on the devices you use to access our website
Your marketing and communication preferences
Any other information that you directly provide to us whether through our contact form, over the phone, by email or otherwise, such as when entering a competition or completing a survey
Photographs of you at events
CV and application forms
Credit information from third parties
We collect personal information from you when you:
Apply to become a studios resident ,become a member of The Workshop, attend any of our workshops, classes or ask to be included on our mailing list
Talk to us on the phone or when you visit us
Use our website or other social media to contact us
send us emails or letters
Complete user surveys
Apply to take part in or exhibitions, outreach or other projects
Tell us about your special needs
Make payments or complete other transactions
Are employed or provide services to us as a freelancer.
Are delivering a service agreement for us
Complete an incident report form
Who we may share your personal information with others.
We may have to share your personal information with these organisations:
Government agencies
Your payroll/pension service provider
Companies House or The Charity Commission if you are a Director
HM Revenue & Customs concerning your salary, tax, national insurance contributions or Gift Aid donations you make
Organisations we work closely with, for example, the Arts Council NI
If you use direct debits, we will share your data with the Direct Debit scheme
Organisations you ask us to share your data with, for example, to provide a reference
What personal information we request and store and why we need it
The information requested and stored depends on what your relationship is with Boom! Inc.
If you are employed to work in any capacity or have a service agreement with us we will require this information:
Your full name, postal address, email address, home and/or mobile telephone number(s), your relationship with Boom! Inc , your remuneration and how we pay you, your banking details if we pay you using BACS, your National Insurance number, your tax code, your personal pension arrangements, your date of birth, your next of kin’s name and contact details and, if applicable, your Safeguarding status. We need this information to fulfil our contractual obligations and for legal purposes
When you join us as a studio resident, visiting artist or intern we will require this information:
Your name, postal address, email address, home and/or mobile telephone number(s), description of relationship with Boom! Inc , how you pay us for using our services, an In Case of Emergency name and contact details. We need this information to fulfill our contractual obligations
When you visit us as a visitor or guest or friend of Boom! Inc we may ask for your consent to collect and store this information:
Your name, email address, phone number.
We will only keep this information when you consent to it.
When you are a workshop participant or other facility user with extra needs we will require:
Your name, email address, home and/or mobile telephone number(s), description of relationship with Boom! Inc, how you pay us for using our facilities, your next of kin’s name and contact details. Any medical information we need to ensure your needs are appropriately met. We need this information to fulfil our contractual and legal obligations.
How long will we keep your personal information for?
How long we store your personal information depends on your association with Boom! Inc.
In general terms if you are our employee or work with us as a facilitator or provide a service agreement your data will be held for the duration of your engagement with us and up to a further six years following the actual leaving date. Please note after this period of time, or sooner if we have agreed to delete your data, we will be unable to provide any information concerning your employment, for example, to respond to a reference request. (Please refer our Retention of Records document at the end of this policy.)
If you are a studio resident we will store your data for the duration of your studio rental arrangement and will delete it within three months of you terminating your licence, apart from accountancy records with us unless you permit us to retain your contact details.
If you are a Boom! Inc associate, visitor or friend we will ask for your consent to store your name and contact preference(s) until you request us to delete your data. We will remind you each time we send you an email of your right to have your data deleted.
How can you be sure the personal information we hold about you is accurate?
You can ask us for a copy of the personal information we hold about you and we will provide it for you without undue delay and within 30 days of your request being received. We can only do this to you personally, to your home address or to your email address. If you subsequently wish any/all of your information to be corrected please contact us via marianne@boomstudios.org.uk and we will update our records accordingly.
How can you get your personal data deleted from our records
You can withdraw your consent for us to hold your personal information at any time. We will inform you if we must retain some or all of your personal data and the reason why we are required to. To withdraw consent you can write or send an email to us at marianne@boomstudios.org.uk Please make sure you include the words “Amend/Remove my personal data” in the subject line.
How we keep your personal information safe
We will keep your personal information safe in the following ways:
Documents which include personal information will be stored in locked filing cabinet(s) in the office and will be accessible only to people who need to access the documents for legal or business purposes. This may include Boom! Incs Director, Administrative Assistant or Board Directors.
Documents relating to Safeguarding matters will only be accessible to the Safeguarding Officer(s) and appropriate authorities.
Documents relating to extra needs will be accessible to the Director and lead facilitator on a need to know basis.
Documents relating to employment, service delivery agreements, complaints and other policies will be available to the Board of Directors. Personal contact data will be available to the Director, and the Board of Directors as required.
Personal information held on Boom! Inc administrative cloud based systems, including back up hard drives is stored in password protected folders. Our administrative computer hardware is kept secure in the office. Our administrative computer systems are password protected and only used by authorised persons for appropriate purposes. Our systems are protected from online threats by up to date internet security programmes. We will do our utmost to ensure we take appropriate precautions to minimise the risk of serious data breaches.
Links to other websites
Boom! Inc’s website and other social media applications may contain links to other websites. One example is from our ‘Artists’ page where some artists have provided links to their websites. Please be aware if you use such a link to leave our site we do not have any control over that website or how it may collect data.
At Boom! Inc we take your privacy seriously and will only use your personal information to contact you to supply you with information, or request information from you, when you have given us permission to do so.
Consent forms
You will be asked to provide personal information if you become a studio resident , visiting artist, service user or provider, employee etc.
You will be asked for your consent to receive communications from us and to tell us the form of communication you consent to.
If you have any questions about our Privacy Policy or any other aspect of our data handling procedures please contact us by telephone or by email. The contact details are included at the start of this policy.
Last updated 27th June 2023
Please check this statement periodically as it may be amended to ensure compliance with the GDPR and other data protection requirements and advice
RETENTION OF RECORDS SCHEDULE
This Schedule should be read in conjunction with Boom! Inc’s Privacy Policy. It sets out the time periods that other types of records, in whatever form held, will be retained for business and legal purposes.
Details are available upon request.