Privacy Statement

WHAT DATA DO WE COLLECT AND WHY?

We collect and use a number of different types of data, some of which is personally identifiable and some of which isn’t. We collect data to analyse and report on our projects and events to our funders, to help us communicate with subscribers and participants about opportunities and projects, and to improve our online reach and relevance. 

You can read details of these below:

STATISTICAL DATA

MXTR collects information from all website visitors using statistics tools. This information includes (but is not limited to) the date and time of visit, browser name and version, IP address, and referring website. This information is used for evaluating and further developing the website for our digital audiences. No personal data is collected via statistics tools.

CONTACT DATA FOR THE MAILING LIST

When you sign up to our online mailing list we ask you to enter personal data in the form of your name, email address, your postcode and any preferences around what you’ll receive. Your email address is collected so we can send you updates about our work, and your postcode is used to identify the general location of our audiences, to inform our programme and to report to our funders which include Arts Council England, Youth Music and Performing Rights Society Foundation on the overall development of our audiences. The information we share with funders is not connected to personally identifiable information and is made up of aggregated data. We ask for your consent when joining our mailing list and this forms the lawful basis for us holding the data.

PARTICIPANT DATA

If you take part in an MXTR project as a participant, we will collect data from you when you join or enroll which may include personal data: name, email, address, postcode, contact phone numbers, date of birth, information on attendance, progress and achievements. We may also hold sensitive information such as your ethnicity, gender, sexuality, medical information barriers to learning and information about disabilities. 

This data is held securely and can only be accessed by members of the MXTR team for whom it is relevant and necessary for them to do their job.

We will use our own internal database (HubSpot) to register and store participant info. You can read HubSpot’s GDPR policy here. We will only ask for information that is required

  • To fulfill our contractual obligations to funders

  • To meet our duty of care and deliver our projects safely and to the highest standard

  • To meet statutory requirements

  • to notify participants of other useful opportunities via email communication

By signing up as a participant you agree to be contacted about opportunities and your contact information will be added to our mailing list. This enables us to inform you of changes or information about the project and future projects that may be of interest to you. You can unsubscribe from emails anytime by clicking the Unsubscribe button at the bottom of our emails.

STORING PARTICIPANT DATA

We keep information from our projects on record on our secure database so that we can analyse the progress and impact of our programmes, report to funders, and support participants to progress through our programmes – e.g. from project to project.

You can request that your personal information be removed from our database at any time by requesting in writing to info@MXTR.org.uk. If you do this, we are required by our funders to retain any statistical and demographic data (attendance, ethnicity, postcode, gender, date of birth) but we will delete anything that identifies you individually (name, email, address, phone number etc.) Any data from your time as a participant will then be kept anonymously.

GENERAL DATA HOSTING

In order to store data and maintain our services we share your information (which we do so by uploading it to our database (Customer Relationship Management (CRM) system), including personal information and participation data, with third party service providers who perform various functions to enable us to provide our services and help us operate our business, such as contact management, sending email communications or performing analytics.  Information is secured and encrypted on these sites.

Our contracts with these third parties require them to maintain the confidentiality of the Personal Information we provide to them, only act on our behalf and under our instructions, and not use Personal Information for purposes other than the product or service they’re providing to us or on our behalf.

PHOTOS AND FILM FOOTAGE

Photos and film are classed as personal information. We will from time to time photograph projects, including performances, workshop activity to use as evidence to report to our funders, to recruit participants for projects and in our general marketing. If you are over 18, by signing up as a participant you are agreeing to have your photo taken and be included in film footage unless you tell us otherwise when the photographer is present. We will always notify participants that a photographer or filmmaker will be at a session or event, and by bringing to our attention that you do not want to be photographed or filmed when this happens, we can ensure the photographer is aware of this at the time. If you are under 18, your parents will be asked for permission to capture your image through photo and film at the point you sign up. Those who do not receive permission must then also follow the clause below – ‘for those wishing not to be photographed or filmed’. 

We may also from time to time photograph and film events. If this is the case, clear signage will be displayed to notify audience members that this is happening.

FOR THOSE WISHING NOT TO BE PHOTOGRAPHED OR FILMED

Any participants or audience members not wishing to be filmed or photographed must bring this to the attention of a member of staff, the photographer or the filmmaker so that measures can be taken to enable this. It is essential for the participant or audience member to work with the MXTR team and the photographer / film maker so that we can take measures not to photograph or film you, as we rely on the ability to capture and use images to support our work, our recruitment and our marketing. 

DISPLAYING PHOTOS AND FILM FOOTAGE

Photos and films are a central component of our marketing and are used in news pieces, event posts, blogs, social media and newsletters to represent our projects. This includes the use of photos from past projects being used to represent forthcoming projects. We do not share photos and film footage with third parties, other than funders with whom we have an obligation to share images for reporting purposes. 

In using photos and film footage in this way, it is rare that names of subjects are featured with photos, however, occasionally we will include the names of subjects alongside a photo, or captioned in a film, with the following conditions:

Under 18s: We will not link an image with a name online or in print without additional express permission from a parent. Even with permission we will only seek to use first names for people under 18 years of age. Any participants not wishing to appear in photos or film of a project they are participating in must adhere to the clause above ‘For those wishing not to be photographed or filmed’.

Over 18s: With the exception of participants and audiences who have adhered to the clause above, (‘For those wishing not to be photographed or filmed’) MXTR will use photos and film captured at projects and events. This may include naming participants connected with those photos, or tagging them in social media posts. If you are named in a publicly available piece of marketing content alongside a photo of you, even if you did not abstain from being photographed or filmed, you can contact us about this at anytime and we will investigate any changes you wish us to make, including removal of your name where possible, or by reverting to the Take Down Policy (below).

TAKE DOWN POLICY

MXTR has a Take Down Policy which means that if you see a photo or a film in the public domain in which you appear where you have requested not to be included in line with the above clause (‘For those wishing not to be photographed or filmed’), you can inform us in writing to info@MXTR.org.uk with details of the photo or film and we will remove it immediately or take measures to edit accordingly where possible.

WORKING WITH PARTNERS

In order to deliver our projects we may need to share your information with GDPR compliant partners. These are organisations directly involved in the project itself and are usually other charities and arts organisations. This will be managed through a clear data sharing agreement. Your data will not be shared beyond the partners or passed to any third parties. The purpose of sharing data will be for reporting, managing safety at events or projects, and to support the sharing of relevant opportunities. 

We will clearly display links to partners’ Privacy Policies at the point of sign up to events and projects.

RETENTION

We will retain your personal information in accordance with legal and regulatory requirements, with our retention policy, or with your explicit permission.

YOUR RIGHTS

You have the right to:

  • Object to processing of personal data that is likely to cause, or is causing, damage or distress 

  • Have inaccurate personal data rectified 

  • Request your information to be deleted or destroyed. (Where possible your information will be deleted, however sometimes we must maintain some records for legal reasons)

USE OF COOKIES

We may use cookies and similar technologies on our website. Cookies are small text files that may be stored on your computer or mobile device when you visit our website. Cookies do many different things, such as let you navigate between web pages efficiently and remember your preferences. We do not use cookies to track your use of our site, to make decisions about you or to send you marketing information electronically.  

LINKS

Our website may contain links to other external websites. Please be aware that the MXTR is not responsible for the privacy practices of such other sites. We encourage you to be aware of this when you leave our site and to read the privacy statements of each and every website that collects personally identifiable information. This privacy statement applies solely to information collected by 

MXTR.

CHANGES TO PRIVACY NOTICE

Any changes we make to our Privacy Notice will be put on our website. Please check for updates from time to time, so you are always fully aware of the information we collected and how it is used. 

HOW TO CONTACT US

If you have any questions or concerns about our use of your personal information please email contact@mxtr.co.uk