Effective date: 12th June 2024

Introduction

This privacy policy sets out how AA2A Limited (AA2A) (Co. Reg 7381357) uses and protects any information that you give AA2A when you use our website or take part in our schemes. In this Privacy Policy when we refer to ‘AA2A’, ‘We’, ‘Us’ or ‘Our’ we are referring to AA2A Limited. You may contact AA2A in relation to data protection matters by emailing aa2aproject@gmail.com.

By accessing or using our services, you consent to the terms of this Privacy Policy. If you do not agree with the practices outlined in this policy, please do not use our services.

Information We Collect

We collect personal information in various ways to provide and improve our services. The types of personal information we collect may include:

2.1. Information You Provide

When artists apply to our program, they provide personal information, such as their name, contact information, educational background, portfolio, and other relevant details through our application forms. We receive copies of all application forms sent to our host institutions.

AA2A artists share personal information with us through our two annual feedback forms. Completing these forms is a compulsory part of an AA2A residency.

AA2A receives personal information including name, contact information, educational background, job history, relevant experience etc. when advertising a job role. 

We also receive any information supplied e.g. name, email address when distributing an AA2A Google Form (e.g. Artist support fund) as all responses come directly to us. 

2.2. Information Automatically Collected

We may collect certain information automatically when you access and use our website, including your IP address, browser type, device information, and usage data. This information is collected to analyse how our services are used, improve our website, and ensure security.

Use of Personal Information

We use the personal information we collect for the following purposes:

3.1. To Provide Our Services

We use the information you provide to assess and process your application to participate in AA2A's program, as well as to facilitate your access to workshops and equipment at host universities and colleges. Our lawful basis for this processing is the necessity of these activities to fulfil the contract with you.

3.2. Communication

We may use your contact information to send you important updates, announcements, and other relevant information about our services. Our legitimate interest in this processing is to keep you informed about our services and opportunities.

3.3. Research and Improvement

We may use the information we collect to analyse and improve our services, understand user preferences, and tailor our offerings to better meet the needs of AA2A artists and students of host institutions. Our legitimate interest in this processing is to enhance our services.

3.4. Legal Compliance

We may process your personal information to comply with legal obligations, such as tax reporting, and to respond to lawful requests from government authorities. Our lawful basis for this processing is compliance with legal obligations.

3.5. Funding Compliance

We may use your personal information to ensure compliance with the terms and conditions of funding agreements that support our program. This includes reporting and sharing necessary information with funding bodies, such as Arts Council England, as required by contractual obligations.

Sharing of Personal Information

We may share your personal information with the following parties:

4.1. Host Universities and Colleges

We share personal information with host universities and colleges to facilitate your access to their facilities. Our lawful basis for this sharing is the necessity of these activities to operate our schemes effectively. 

4.2. Service Providers

We may engage third-party service providers to assist with various aspects of our services, including data processing, analytics, and communications. These providers are contractually obligated to protect your personal information. Our lawful basis for this sharing is legitimate interests in improving and maintaining our services.

4.3. Legal Compliance

We may disclose your information to comply with legal obligations, including responding to lawful requests from government authorities, to protect our rights, privacy, safety, or property, and to enforce our terms and policies. Our lawful basis for this sharing is compliance with legal obligations and the protection of our legitimate interests.

4.4. Funding Compliance

We may use your personal information to ensure compliance with the terms and conditions of funding agreements that support our program. This includes reporting and sharing necessary information with funding bodies as required by contractual obligations. Our lawful basis for this processing is the necessity of compliance with contractual obligations and legal requirements related to the funding received by AA2A.

We will not share personal data with any other third parties nor will we ever sell your personal information. 

Security of Your Information

We take all reasonable measures to protect your personal information from unauthorized access, disclosure, alteration, and destruction. However, no method of transmission over the internet or electronic storage is entirely secure, and we cannot guarantee absolute security. 

Data Retention

We will retain the information provided by AA2A applicants or participants for up to three years from the date they provided the information. This includes but is not limited to personal details, contact information, and any other data necessary for participation. After this period, profiles will be deleted, personal information removed from our contacts and any evaluation data anonymised. 

Your Data Rights

You have certain rights regarding your personal information. These include the right to:

6.1. Access, correct, or delete your personal information.

6.2. Object to the processing of your personal information.

6.3. Withdraw your consent at any time, where applicable.

If you would like your online profile amended or removed from our website at any time, we will respond to any request within 15 working days. Having a profile is a requirement of any current year artist or student rep, however. 

To exercise these rights or for any privacy-related inquiries, please contact us at the address provided at the top of this policy. 

Changes to this Privacy Policy

We may update this Privacy Policy to reflect changes in our practices or for other operational, legal, or regulatory reasons. Any updates will be posted on our website, and the effective date will be revised accordingly.