We will use your data in a variety of clearly defined ways as follows:
General usage, which applies across our work
- Keeping a record of your relationship with us
- To ensure that we know how you prefer to be contacted
- To undertake anonymised research into our users and customers so that we can improve and refine our activities
If you are a member of our mailing list:
- To send you information about events, news and activities that may be of interest to you by email and post
- To encourage you to participate in fundraising campaigns to support our work
- To tell you about changes to our work and services
If you have booked or signed up to attend an event with us:
- To provide you with conference or event tickets that you have booked or requested
- To contact you if there is a change to an event that you are booked or signed up to attend
- To administer your ticket, booking or donation (including the processing of Gift Aid and associated declarations)
- To let you know about other similar events that you may be interested in attending
If you donate to our work or organisation
- To update you on the projects or areas of work that you support
- To administer your donation (including the processing of Gift Aid and associated declarations)
If you enter your work to participate or compete in an awards or talent development programme, competition or opportunity:
- To administer your work for the purpose of that programme or opportunity only
- To create anonymised statistical overviews of entries for the activity that we use to report to funders and stakeholders and to demonstrate the demand, reach and interest in our activities.
- To use anonymised data to monitor, evaluate and support research into the impact of our work.
If you are a young person participating in a creative course, workshop or project:
- To ensure that we have the following permissions in place:
- To take part in the project
- To take your photograph
- To take part in evaluation
- To publicly share your work
- If you are aged 12 and under we will need parental permission for items 1,2,3,4.
- If you are aged 15 and under we will ask for parental permission to undertake items 1,2,3.
- If you are aged 16–17 we will need parental permission for item 2
- To ensure that we can make contact with your parent or guardian or emergency contact if something happens whilst you are under our duty of care
- To ensure that we contact you and/or your parent with appropriate information
Young people’s data is held securely and is only accessible by New Writing North employees working directly with young people and New Writing North’s Data Manager and Data Controller
If you apply for a freelance job with us:
- We will administer your application through our assessment and interview processes
- If you are successful in your application the associated administrative assessment of your application will be kept with your contract. We will store details of any payments to you on our accounting systems and will use a third party banking provider to process payments to you. If the role requires a DBS check, we will also keep records of you DBS number.
- If you are unsuccessful in your application you data and the attached information that you submitted will be marked for deletion and will be disposed of inline with our timed deletion framework (and typically within 12 months of the submission deadline)
If you apply for a permanent job with us:
- We will administer your application through our assessment and interview processes on a secure online HR portal
- If you are successful in your application the associated administrative assessment of your application will be kept in your staff record file. We will also ask for and keep the following personal data about you: Name, address, date of birth, educational details, previous employment history and qualifications and for safety reasons any relevant information that you have disclosed about your medical history and next of kin. If appropriate we may ask to see proof of your right to work in UK and your driver’s licence. We may request a DBS check to be carried out. The DBS number will be kept in your personnel file. We will also collect financial data (your bank account and HMRC tax code) so that we can pay you and this information will be shared with pension companies and HMRC.
- If you are unsuccessful in your application your data and the attached information that you submitted will be marked for deletion and will be disposed of inline with our timed deletion framework. (an typically within 6 months of the submission deadline)
- For both freelance and employed posts, we may ask candidates to fill out an equality and diversity monitoring questionnaire. This data is anonymous and is kept for statistical or legal reasons. Summary data may be shared with partners such as government departments and Arts Council England
If you are a supplier:
- If you are the employee of a supplier or potential supplier or a partner organisation and have given your name, email or any other personal data to identify you for the purpose of correspondence that data will be stored on our accounts system and will be associated with any correspondence between us and your organisation, for example, quotes for services, invoices and statements.
If you engage with us on social media:
- If you engage or follow us on social media, for example on our Facebook pages, Instagram or Twitter we will have access to any information that you have agreed to share on that channel. This may include your name/user name, demographic information and access to content that you have posted. We may use this information for statistical purposes to help us understand the size of demographic make-up of our users/audience and we may use contact details to send you a response to something that you have raised.
If you do not want to receive information by post or email about events, offers, our fundraising activities or research you have the option to change any of your contact preferences at any time by clicking unsubscribe on email bulletins or contacting us to ask for your details to be removed.