Accessible Arts recognises and respects every participant’s right to privacy. We will collect and use the minimum amount of personal information needed for us to ensure that you receive a quality service from us. Accessible Arts will always endeavour to manage your information in ways that protect your privacy.
Each project will be assessed with regards to your individual privacy and confidentially.
Personal information we may collect and hold includes:
- Your name, address, telephone and other contact details
- Date of birth
- Name and contact information for family or carers
- Details of your involvement with Accessible Arts
- Information relevant to your involvement with Accessible Arts
- Information about your disability, as relevant to your involvement with Accessible Arts
- Payment arrangements
- Accessible Arts will only collect personal information from you with your prior knowledge and consent.
If you choose not to provide some or all of the information requested, then you may be unable to participate in our activities.
What we do with personal information:
- We will collect it discreetly.
- We will store it securely.
- We will provide it to staff involved in your project. We may provide a limited amount of information to volunteers, as required for the running of the project.
- We may provide information to carers, trainers or arts workers involved with the project or program or course you are involved in.
After removing details that could identify you, we may use the remaining information to assist with research and service improvement projects. We are also required to provide this kind of information to government organisations.
We will destroy our record of your information when it has become too old to be useful or when we are no longer required by law to retain it.
Participant records may be shown to a third party only when the participant has provided written permission to do so or files are subpoenaed. Where practicable, a “Release of Information”, will be signed by the participant, however, verbal consent may also be sought, in which case, time and date of consent will be recorded and signed by person receiving consent.
Storage of your Data
Accessible Arts may store your personal information electronically or in hard copy.
We endeavour to protect it from misuse and loss and from unauthorised access, modification and disclosure.
If a service to a participant has ceased being provided, but may need to be resumed at a future date, information relating to the participant will be kept for a period of twelve months before being archived. If the service will not need to be resumed, the participant’s records will be destroyed seven years after they cease to be involved in our work in any way.
Cookie information is not stored by Accessible Arts. Once Accessible Arts receives information from you via email or any other means, the information is in a secure environment. Your personal information will not be released unless Accessible Arts believes in good faith that the law requires it or your permission is granted.
Accuracy of your information
Accessible Arts takes all reasonable precautions to ensure that the personal information that we collect and use is accurate, complete and up to date. However, the accuracy of that information depends to a large extent on the information you provide. Please keep us up to date with changes in your personal information.
Please let us know if there are any errors in your personal information and keep us up-to-date with changes to your personal information.
Access to Information
All people whose information we hold, their advocate and legal guardian have the right to read their own records. Access to participant information shall be arranged at the request of the participant or their advocate within seven days of written request.
You have the right to access and alter the personal information concerning yourself held by Accessible Arts. Please direct any enquiries you may have in relation to this matter to the Communications Officer.
Marketing and Fundraising
Accessible Arts is a registered charity. We seek publicity and engage in fundraising activities so that we can undertake our work as cheaply as possible. We will not write to you requesting a donation or use information about you for publicity or fundraising purposes, without your express permission.
We will not disclose your personal information to third parties for any marketing or fundraising purpose.
Circumstances in which we might make contact with you:
- During the course of delivery of the project, course or program for administrative purposes directly related to the delivery of the activity:
- such as billing and receipting;
- requesting your response to a participant survey, so that we can improve the quality of our services;
- distributing information related to arts programs and events, including promotion of Accessible Arts’ activities, that we consider may be on interest to you;
- seeking permission to write to you requesting a donation, or to use information about you for publicity or fundraising purposes.
You have the right to elect not to be contacted for any purposes other than purposes directly relating to delivery of the requested activity. If you do not wish to be contacted for any other purpose please let us know.
Accessible Arts Newsletter
Our monthly email newsletter is used to notify subscribers of information relevant to our work and the broader field of arts and disability. Individuals must register as subscribers for this service and your details will only be known to Accessible Arts staff. Your details are transferred to our database. We will not disclose your details to a third party unless we are legally required to do so.
If we are giving personal information about a person whose information we hold, we will seek your permission first and advise you as to why we are disclosing your information to a third party. You also have the right to access the information you have provided to Accessible Arts.
Anyone who believes that personal information has not been appropriately handled under this policy has recourse through the procedures established in the Participant Complaints policy.