Privacy Notice

Last updated: April 16th 2018

Important Notice: Change to Data Protection Law

The law in relation to data protection is changing with effect from 25 May 2018. This Privacy Notice has been updated to reflect your new and enhanced rights. Caribbean Art Initiative is committed to protecting your privacy. This Privacy Notice ex-plains how the Caribbean Art Initiative collects and uses personal data about you if you:

access and use the website located at http://caribbeanartinitiative.com (the “Site”)
sign up to receive the Caribbean Art Initiative newsletter
apply for the Caribbean Art Initiative Residency program
apply for the Caribbean Art Initiative Grants program
register to events
contact us in relation to any of the above.

Please note that other privacy policies may apply in relation to our use of your personal data other than in connection with the types of interaction listed above. We will direct you to these policies at the time of such other interaction.

Please read this Privacy Notice carefully to find out about:

Who we are
Personal data we collect about you, how it is used and why, including the legal basis for our processing
Communications
Who we share your personal data with
How we use cookies
How long we keep your personal data for
Your rights
Links to other websites
Changes to this Privacy Notice
How you can contact us
Details of the personal data we collect about you, how it is used and why, including the legal basis for our processing

You have the right to object to certain types of processing, including processing for direct marketing (which we do only with your consent). For more information, please see the section “Your rights”.

If you have any questions about this Privacy Notice or you wish to exercise any of your rights in relation to your personal data, please contact us at info@caribbeanartinitiative.com

1. Who we are

When you interact with Caribbean Art Initiative for one or more of the reasons set out at the start of this Privacy Notice, the personal data that Caribbean Art Initiative collects from you, or that you provide to Caribbean Art Initiative, is controlled by Caribbean Art Initiative.

The particular combination depends on the reason for your interaction with us. Please see the table at the end of this Privacy Notice to understand which of the companies listed above control the personal data that Caribbean Art Initiative collects from you, or that you provide to Caribbean Art Initiative, in connection with each type of interaction covered by this Privacy Notice.

References in this Privacy Notice to “we” or “us” are to Caribbean Art Initiative.

We are committed to protecting your privacy and are (depending on the reason for your interaction with us, as explained above) joint data controllers of your personal data within the meaning of data protection laws applicable in the European Union (“EU”) and Europe-an Economic Area (“EEA”).

2. Personal data we collect about you, how it is used and why, including the legal basis for our processing

The table at the end of this Privacy Notice describes the types of personal data we collect about you, how it is used and why. It also sets out the legal basis for us processing personal data about you in this way.

We may combine the personal data we collect about you through the different channels you use to interact with us (for example, browsing our Site, applying for grants or residencies, contacting us). In addition, we may combine the information we hold about you with information about you held by our selected partners where you have agreed that they can share your information with third parties. It is in our legitimate interests to do this so that we can form a clearer picture about our customer base and as a result improve our services and marketing activities (which could also benefit you).

If you ask that we stop using your personal data (see the section “Your rights”) then we may not be able to provide you with all the benefits of the Caribbean Art Initiative program.

3. Communications

In order to provide you with all of the benefits of the Caribbean Art Initiative Program, we ask for your permission to send you information about the Caribbean Art Initiative, its artists, events, grants & residency programs and other activities (as applicable depending on what you have registered for) at Caribbean Art Initiative. We also ask for your permission to send you our newsletter. We will use your email address to contact you with this information.

You can choose to withdraw your permission at any time by clicking on the unsubscribe link in any newsletter marketing email you receive from us or by sending an email to us at info@caribbeanartinitiative.com

As noted above, this information is an integral part of Caribbean Art Initiative communications, therefore if you opt out of receiving Caribbean Art Initiative emails from us, you will be opting out of the Caribbean Art Initiative newsletter program.

4. Who we share your personal data with

For the purposes set out in the section “Personal data we collect about you, how it is used and why, including the legal basis for our processing”, we sometimes provide your personal data to certain service providers who perform certain business operations on our be-half. These are:

For the Application to our Residency and Grants programs we share personal data with:

– the Art Council

In some cases, the personal data we collect from you may also be accessed or processed outside the EEA. Such destinations may not have laws which protect your information to the same extent as in the EEA. We have obligations to ensure that your personal data is only accessed or processed from territories outside the EEA where the European Commission has decided that the territory in question ensures an adequate level of protection (known as a ‘white listed’ territory) or, in the absence of a decision by the European Commission, there are appropriate safeguards in place to protect your personal data. For example, if your personal data is accessed or processed from a territory outside the EEA which is not white listed, the appropriate safeguards may be provided by standard data protection clauses adopted by the European Commission (known as ‘model clauses’).

We also have obligations to ensure that your personal data accessed or processed by us or by our service providers and processors operating outside the EEA is treated securely and is protected against unauthorized access, loss or destruction, unlawful processing and any processing which is inconsistent with the purposes set out in this Privacy Notice.

Please ask us if you would like more information about the safeguards that are used to protect your personal data when it is processed outside the EEA (see the section “How you can contact us”).

In addition, we may share your personal data with other organizations in the following circumstances:

– if we are required by applicable law or a public authority to share information about you; – if we need to share information about you in order to establish, exercise, defend or protect the rights, property or safety of our business, our customers or others. This includes, in specific cases, exchanging information with other organisations for the purposes of fraud protection; and – to successors in title or replacement operators of all or part of our respective businesses.

5. How we use cookies

We use cookies to enable our systems to recognize your device so that we can personalize and improve your customer experience whilst using our Site and provide you with relevant online advertising. Please see the section “Personal data we collect about you, how it is used and why, including the legal basis for our processing” and our Cookie Policy available at http://caribbeanartinitiative.com/legal/cookie-notice to find out more.

6. How long we keep your personal data for

We retain your personal data for no longer than is necessary for the purposes for which the information is collected (see the section “Personal data we collect about you, how it is used and why, including the legal basis for our processing” for details of the relevant pur-poses). When determining the relevant retention periods, we will take into account factors including:

legal obligation(s) under applicable law to retain data for a certain period of time
statute of limitations under applicable law
(potential) disputes; and
guidelines issued by relevant national data protection regulators.

Otherwise, we securely erase your information once this is no longer needed for the purposes for which the information is collected.

7. Your rights

By law, you have the following rights with regard to your personal data. Further information and advice about your rights can be obtained from your national data protection regulator.

Rights	What does this mean?
Right to be informed	You have the right to be provided with clear, transparent and easily understandable information about how we use your personal data and your rights. This is why we are providing you with the information in this Privacy Notice.
Right of access	You have the right to obtain access to your personal data (if we are processing it) and certain other information (similar to that provided in this Privacy Notice). This is so you are aware and can check that we are using your personal data in accordance with data protection law.
Right to rectification	You are entitled to have your personal data corrected if it is inaccurate or incomplete.
Right to erasure	This is also known as ‘the right to be forgotten’ and, in simple terms, enables you to request the deletion or removal of your personal data where there is no compelling reason for us to keep using it. This is not a general right to erasure; there are exceptions.
Right to restrict processing	You have rights to ‘block’ or suppress further use of your personal data. When processing is restricted, we can still store your personal data, but may not use it further. We keep lists of people who have asked for further use of their personal data to be ‘blocked’ to make sure the restriction is respected in future.
Right to data portability	You have rights to obtain and reuse your personal data for your own purposes across different services. For example, if you decide to switch to a new provider, this enables you to move, copy or transfer your personal data between our IT systems and theirs safely and securely, without affecting its usability.
Right to object to processing	You have the right to object to certain types of processing, including processing for direct marketing (which we do only with your consent).
Right to withdraw consent	If you have given your consent to anything we do with your personal data, you have the right to withdraw your consent at any time (although if you do so, it does not mean that anything we have done with your personal data with your consent up to that point is unlawful). This includes your right to withdraw consent to us using your personal data for direct marketing. As noted above, if you withdraw consent then we may not be able to provide you with all the benefits of the Art Initiative program.
Right to lodge a complaint	You have the right to lodge a complaint about the way we handle or process your personal data with your national data protection regulator.

We are required by law to act on requests and provide information free of charge, except where your requests are manifestly unfounded or excessive (in particular because of their repetitive nature) in which case we may charge a reasonable fee (taking into account the administrative costs of providing the information or communication or taking the action requested) or refuse to act on the request.

Please consider your request responsibly before submitting it. We will respond to your request as soon as we can. Generally, this will be within one month from when we receive your request but, if the request is going to take longer to deal with, we will let you know.

To find out how to submit a request, please see the section “How you can contact us”.

8. Links to other websites

The Site may contain links to other websites operated by unrelated companies and persons (“Third Party Website”). These links are provided for your information only. The inclusion on the Site of any link to a Third Party Website does not mean that we accept any respon-sibility for that Third Party Website, its content or use, or the use of any features, products and/or services made available through that Third Party Website. We have no control over Third Party Websites or any information or materials contained on them and have not investigated, monitored or checked any Third Party Websites for accuracy, completeness or conformance with applicable laws and regulations. We are not responsible for any damages or injuries caused as a result of your use of, or reliance on, Third Party Websites or any information or materials contained on them. You access and use Third Party Web-sites at your own risk.

9. Changes to this Privacy Notice

We reserve the right to make changes to this Privacy Notice at any time, so please check our Site regularly to keep informed of changes. If you are a member of the Caribbean Art Initiative program or have signed up to receive our newsletter, we will also notify you of the changes by email.

How you can contact us