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PRIVACY POLICY

 

WHO WE ARE

Powered by Hip Hop CIC is a trading name of Powered by Hip Hop CIC, a company registered in England and Wales. Company No: 13950016 For the purpose of the General Data Protection Regulation (the “Regulation”), the data controller is Powered by Hip Hop CIC.

Our nominated representative for the purpose of the Regulation is our Director, supported by a Data Protection Committee (DPC) and reporting to Powered by Hip Hop CIC’s Board of Directors annually. 

 

WHAT PERSONAL INFORMATION DO WE COLLECT AND WHERE DO WE GET IT FROM? 

When you ask to receive information from us, we may record the following personal data in our database:

  • Your name
  • Telephone number(s) so we can reply to your enquiry
  • Email address so we send you information about events/workshops/classes, send marketing information about other events if you have opted in to do so, and send a confirmation email for class bookings.

If your details change, it is really helpful if you can let us know so our records are as up-to-date as possible.

We may request other information about you in specific circumstances to help with your booking and so we can offer the best service when you:

  • Join our news letters or vote for us in community projects.
  • Give us feedback about an classes, workshops or perfomances, or when we collect feedback via a survey, questionnaire, or focus groups

On all occasions, we will only request and record information from you that we believe does not constitute an invasion of your privacy.

We gather photography and video footage at our competitions, performances and events; we will notify students and visitors on these occasions via notices in our public spaces.

We collect data when you sign up for our email newsletter or request to be added to any of our mailing lists. We give you the choice to consent and opt-in to receive emails or postal mail for both Marketing and Fundraising purposes.

We use online tracking and analysis services, for example, Google Analytics, to find out how our website is being used by our customers, which marketing activities are working best, and how we can improve the customer experience.

 

SENSITIVE PERSONAL DATA

Data protection law recognises that some categories of personal information are more sensitive, such as health information, race, religious beliefs and political opinions. We do not usually collect this type of information about our customers unless there is a clear reason for doing so.

For example, we may collect health information about participants in our activity programme so we can provide relevant support during their delivery. We might also collect sensitive data in order to provide information required by our funders which would be provided as anonymised statistics.

 

WHAT DO WE DO WITH YOUR INFORMATION?

The information we collect when you enquire for our services (classes/workshops), we use to notify you of any changes to event dates or times, and understand the types of activities you are interested in.

We use the personal data you provide to process your workshop bookings, manage donations, and inform you of events, services, products, and information that you may find useful.

If you opt in to receive marketing communications from us, you will receive information such as newsletters, emails about forthcoming shows, or special offers for events.

If you have opted in, we may contact you about future fundraising projects that we think are relevant to you and how you can make a difference to our organisation.

When contacting you, we may also include information or offers that we deem appropriate from organisations we have a partnership with, our sponsors, or information about items that may assist you during your visit, such as travel or local food and drink options.

Occasionally, we may ask if you want to opt in to receive information from a visiting company, in which case we may pass your information on to them if they request it.

We may use your data for internal research, benchmarking, monitoring, and analysis, including interactions with both the venue and its website.

If we run an event in partnership with another organisation, for example, St Helens Council, it may be necessary for us to share your details with them to run the event effectively.

Personal data collected when you purchase tickets or sign up to receive communications from us is securely stored in our customer relationship management system (CRM).

We may use your data to inform our online advertising, including on Facebook and other social media channels. Data used in this way is for research purposes only, is encrypted, and will not be shared with any third party.

On the rare occasions we need to, we will only ever share your data if we have your explicit and informed consent.

We may share anonymised information with other organisations so they can complete monitoring and analysis; however, we will ensure that you cannot be identified in any way through the data they receive.

 

HOW DO WE KEEP YOUR INFORMATION SAFE?

We do not sell personal details to third parties for any purpose.

We will never share your personal data without your consent.

We will only share your data for marketing purposes if you have given us consent for us to do so.

We will never sell or rent your information to third parties for marketing purposes and we will never store your credit or debit card information.

When you give us your data we process it through our own customer relationship management system (CRM). This holds all of the data we collect about you on a single record including your contact details, ticket purchase history, memberships and donations.

Data held in our CRM system is kept securely and access to the system is restricted to named individuals who need access to the data to do their job, all actions are audited throughout the system.

Despite all our precautions, no data transmission over the internet is 100% secure. So, we cannot guarantee the security of any information which you disclose to us and so wish to draw your attention to the fact that you do so at your own risk.

 

THE LEGAL BASIS FOR PROCESSING YOUR DATA UNDER GDPR

Under the General Data Protection Regulation, we must establish a legal basis for processing your personal data and communicate this to you. All data processed under the terms of this policy is classified as non-sensitive personal data, as such we typically rely on three legal basis for processing your personal data, which vary depending on what we’re using it for.

These are:

To perform or take steps to enter into a contract

Your consent

Legitimate interests pursued by the University (except where such interests are overridden by your interests, rights or freedoms).

 

HOW LONG WILL WE KEEP YOUR PERSONAL DATA FOR?

We will only retain your personal data for as long as is reasonably necessary to fulfil the purposes set out in this privacy policy, including for the purposes of satisfying any legal, accounting, or reporting requirements. We will not keep more information than we need. The retention period will vary according to the purpose, for example if purchasing a ticket only, we will typically keep your data for up to six years from the date of your last transaction whereas if you have pledged a legacy to us, we will hold your details until notified by your executors. Our records retention schedule is available online.

If you ask us to stop sending direct marketing communications to you, we will keep the minimum amount of information (e.g. name, address or email address) to ensure we adhere with such requests.

There are other circumstances where we may keep your data:

We must keep it to comply with applicable laws or evidence compliance with such applicable laws

There is an outstanding issue, claim or dispute requiring us to keep such information until the issue, claim, or dispute is resolved

 The information must be kept for our legitimate business interests, such as fraud prevention and enhancing users’ safety and security.

 

UPDATING YOUR DATA

You can access and change the personal data and contact preferences we hold for you at any time by logging into your online account at

You can also contact us on hello@poweredbyhiphop.org 

 You can also request that we stop contacting you or remove your data altogether by emailing us.

 

COOKIES

Please refer to our Cookie Policy for more information.

 

REQUESTING YOUR INFORMATION

You can request a copy of the information we hold about you, a Subject Access Request (SAR) at any time.

Requests should be made email to: hello@poweredbyhiphop.org

 

OTHER INFORMATION

We may change or update this Privacy Policy from time to time. Any significant changes will be communicated to you through our website or by contacting you directly by email.

Our Data Controller is:

Powered by Hip Hop CIC

You can contact the data protection officer by email

 

The General Data Protection Regulation provides for you to have the following rights regarding your data:

  • A right to request a copy of your information
  • A right to request rectification of inaccurate personal data
  • A right to request erasure of your data known as ‘the right to be forgotten’
  • A right, in certain circumstances, to request restriction of processing
  • A right, in certain circumstances, to request portability of your data to another provider
  • A right to object to processing of data in certain circumstances
  • A right regarding automated decision making including profiling

 

If you are unhappy with a decision regarding the handling of your data you have the right to complain to the Information Commissioners Office at Wycliffe House Water Lane Wilmslow, Cheshire SK95AF and also see the Information Commissioners website at https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/

If required we may need to disclose your details to the police service, regulatory bodies or legal advisors.

For more information about access to your personal information visit the ICO website:

https://ico.org.uk/for-the-public/personal-information/