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Privacy policy

Ipswich Cultural Education Partnership (ICEP) is committed to protecting your privacy and personal information, and to be transparent about what information we hold and how we use it.

Collecting and processing personal data allows us to develop a better understanding of our stakeholders. It allows us to provide you with timely and relevant information about the work that we present and to make important decisions about our programme of events and the opportunities that we create for people to engage with our work.

We will use any personal information that we collect about you in accordance with the General Data Protection Regulations and the Privacy and Electronic Communications Regulations 2003.

What information do we collect?

We collect various types of information in a number of ways:

Information that you give us.

For example when you register on our website or take part in an event, we’ll store personal information you give us such as your name, email address, organisation, and telephone number.

Information about your interactions with us.

For example, when we send you a mailing we may keep a record of this, and when we send you emails, we can see what you have opened and which links you have clicked.

The information we hold about you may include:

  • your name, email address and telephone number ticketing information,
  • your preferences for how we communicate with you about our activities
  • what events and activities you have participated in
  • if you are under 18, the name of your parent or guardian
  • film and photography of you at public events, workshops or other activities
  • information that is available publicly

Film and Photography

During the course of public performances, events and workshops we may take photographs and video to document events and for use on our digital platforms, printed materials and other promotional activity. This includes, but is not limited to, our website, social media channels, leaflets, posters and media releases. We will also share these images with relevant partners and artists relating to an event or activity to use for the same purposes. We will always put up signage at events to notify audiences if this is taking place.

If we are taking close-up images at public events we will endeavour to ask for an individual’s permission. If you are aged 16 or over we will ask for your verbal consent, for anyone under 16 we will ask for written permission from a parent or guardian.

At educational workshops and participation events we will always ask for written consent for anyone aged under 18 and adults at risk. When working with schools this may be acquired through permissions that they have already sought.

Audiences at ticketed performances consent to filming, photography and sound recording of themselves as part of the audience.

How do we use your data?

We use your data to:

  • provide you with information about events that you have booked for and contact you if there are any important changes
  • respond to comments or complaints that you have made, or provide any relevant information which you have requested
  • create a profile of your interests and preferences so that we can send communications that are most relevant to you
  • Facilitate communications and relationship-building within ICEP
  • send you information about events, activities and news that we think will be of interest to you

Third parties

There are certain circumstances under which we may disclose your personal information to third parties in order to fulfil our contract to you, to deliver our activities and to our subsidiaries described above.

These third-party providers will only collect, use and disclose your information to the extent necessary to allow them to perform the services they provide to us. These providers include our email distribution service, website developer, and PR / marketing consultants. In these cases we require that these third parties comply strictly with our instructions and with data protection laws, for example regarding security of personal data.

We will share your personal information when required in order to comply with any legal obligation (for example to government bodies, NHS Test and Trace and law enforcement agencies).

Our website may contain links to and from the websites of other organisations. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.

It is also inherent in membership of ICEP that you will be able to contact other network partners, and vice versa, to build the partnership and engage in activities. You therefore agree to the sharing and pooling of essential contact and other details, via this website and elsewhere, so that you can play a full part in the network.

Unsubscribing and updating your preferences

If there are aspects of your record that are inaccurate or that you would like to remove, or you want to change your contact preferences, you can usually do this by logging in to your account through our website.

You can also ask for your preferences to be updated at any time using the contact information below.

Every email communication you receive from us will provide you with the opportunity to opt out of receiving subsequent communications.

If you have opted out of receiving information from us, we may still use your personal information to contact you about a booking (for example to let you know if an event is cancelled or if there is a change to the programme).

If you wish to remove yourself as a partner of ICEP, please contact the Partnerships Officer jess@icep.org.uk in the first instance.

Maintaining your information

Unless you ask us otherwise, we will continue to store your personal information. This allows us to maintain contact with you and ensure that any future bookings or engagement you have with us are linked back to one single record. You can ask for inaccuracies in your data to be corrected at any time using the contact details below.

Security of your information

We have safeguards in place to keep your personal information as secure as possible and make every endeavour to ensure that any third parties we use for processing your personal information do the same. We use a secured server which supports our email servers and any cloud-based file storage system. Information can only be accessed by authorised staff within our organisation and our staff are trained to understand the importance of keeping personal data secure. Our computers are safeguarded by anti-virus software and the regular changing of security passwords.

Changes to this policy

We may change this Privacy Policy from time to time. If we make any significant changes in the way we treat your personal information we will make this clear on our website or by contacting you directly.

Your rights

You have the right to request a copy of all of the personal information that we hold about you, and to have any inaccuracies in this data corrected. In order to do this, please use the contact information below.

We will provide a copy of the information within one month of receipt of the request. This information will be provided free of charge (unless the request is deemed to be repetitive, unfounded or excessive).

We will process any requests for information to be updated or deleted within one month of receipt of the request.

Contact us

Please contact us if you have any questions about this policy or our organisational Data Protection Policy, if you would like to ask for your information to be updated, for your communication preferences to be amended or for your information to be removed.

Email jess@icep.org.uk

Write to Ipswich CEP, Festival Bridge, Guildhall, Guildhall Hill, Norwich NR2 1JS

Phone 01603 877750 and ask to be put through to Festival Bridge

Updated: 10 April 2022