London Arts in Health Forum: Data Collection Policy 

November 2024 

Purpose

London Arts and Health (“we,” “our,” or “us”) is committed to protecting and respecting your privacy. This Privacy Policy explains how we use, store, and protect your personal information in compliance with applicable relevant data protection laws, including the UK General Data Protection Regulation (“GDPR”) and the Data Protection Act 2018. This policy includes further information about: 

1. Who we are
2. What data we collect 
3. How we use your personal data 
4. Our reasons for using your data
5. How long we will keep your data 
6. How we protect your data 
7. Who we share your data with 
8. Your rights 

Who we are:

London Arts and Health is a not-for-profit organisation dedicated to promoting health and wellbeing through the arts across London and nationally. We are the leading support sector organisation, advocate and expert for Creative Health in London. We organise programs, workshops, events and collaborations in the field of arts and health. We are a registered charity. Our work is almost entirely funded through voluntary income thanks to the generosity of members of the public, charitable trusts, foundations, and philanthropic businesses and individuals.

What data we collect:

London Arts and Health may collect and process the following types of  personal data:

• Personal Identification Information:  Full name, email address, postal address, job title, job type by sector, date of birth, gender, telephone mobile phone numbers and other information as per our Membership sign-up.
• Health Information: Information relevant to participating in specific health-focused workshops or events, collected only with your explicit consent and processed for purposes of delivering appropriate programs.
• Event Participation: Information related to your attendance at our events or workshops, such as RSVP details and feedback, manage dietary requirements or accessibility needs.
• Communication: Any information you voluntarily provide in correspondence with us, such as email inquiries or social media interactions.
• Social Media Data: Information shared with us through your social media pages on platforms such as Facebook, Instagram, Twitter and BlueSky. This may include your profile information, interactions with our posts, and any messages you send directly to us. 
• Profiling Data: To better understand and serve our members, we use profiling and screening techniques to ensure communications are relevant and timely, and provide an improved experience for our supporters. Profiling data helps us to personalise event invitations, communications and engagement strategies based on your past interactions and preferences. We do this because it allows us to understand the background of the people who support us and it helps us to make appropriate requests to supporters who may be able and willing to give more than they already do. 
• Technical Information: IP addresses, browser types and other technical data when you visit our website, to improve our online services and enhance user experience. For further details, see our Cookie Policy.

How we use your personal data:

We use your personal data for the following purposes:

• To Provide Services: To deliver our programs, workshops, and events and manage attendance, dietary requirements, accessibility needs and communications.
• To Communicate with You: To respond to inquiries, provide updates via our newsletters about our  programs or events, and send you information on new initiatives and opportunities. 
• To Engage on Social Media: To interact with followers, respond to messages, and share updates on our social media platforms. We may use aggregated data for insights on engagement and reach. 
• To Conduct Surveys and Gather Feedback: To Improve our programs and understand participants’ needs. 
• For Research & Funding Purposes: With your consent, we may use anonymised information for seeking funding or research in arts and health, shared in aggregated form. 
• To Ensure Compliance: To comply with legal obligations and for record keeping. 
• To market our events, fundraising opportunities: To get involved with us, including occasionally third-party events or activities that may be of interest to you.

Our reasons for using your data

We will process your personal data for one or more of the following legal grounds: 

• Consent: Where we ask for and obtain your consent to process specific data (e.g. health data or marketing communications).
• Legitimate Interests: To pursue our legitimate interests in running and improving our programs and services, including social media engagement, where these interests are not overridden by your data protection rights. 
• Legal Obligations: To comply with our regulatory obligations. 

How long will we keep your data? 

We will keep your personal data for as long as you continue to be a member and as long as is reasonably necessary to comply with legal obligations. When we no longer need your data, we will securely delete or anonymise it. 

How we protect your data

We take the security of your personal information seriously. In order to prevent unauthorised access or disclosure and unlawful or unauthorised processing and accidental loss, destruction or damage, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect. We take all reasonable steps to protect any personal information you submit via the website, which is in turn automatically captured through Mailchimp.

However, as our website is grouped to the internet, which is inherently insecure, we cannot guarantee the information you supply will not be intercepted while being transmitted over the internet. Accordingly, we have no responsibility or liability for the security of personal information transmitted via our website. Our website and communications may, from time to time, contain links to third party websites and resources. If you follow a link to any of these websites, please note that these websites will have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites. 

Who we share your personal data with

London Arts and Health will not sell your information to any third party. We may share your information with trusted third parties where we have a legal duty to do so or to provide you with a service you have asked for.  If we share your data with colleagues or programme partners, including outside of the European Union, we will only do so if we are confident that they adhere to the same high standards that we do when processing data and protecting its privacy and security.

Your Rights 

As an individual you have the following rights regarding your personal data under the GDPR and the Data Protection Act 2018: 

• The right to access
• The right to rectification 
• The right to erasure (also known as the ‘right to be forgotten’) 
• The right to restrict processing
• The right to data portability 
• The right to object 
• The right to withdraw your consent to the collection, holding and processing of your personal data at any time.

To exercise any of these rights, please contact us at info@londonartsandhealth.org.uk 

Review

This policy will be regularly reviewed and evaluated to ensure that it remains effective in meeting the needs of the sector. We encourage you to review this policy regularly to stay informed about how we protect your data. Notwithstanding any change to this policy, we will continue to process your personal data in accordance with your rights and our obligations in law.

Date of Last Revision: November 2024