PURPOSE OF PRIVACY NOTICE
Alexandra O’Toole is committed to protecting your personal information and being transparent about what information I hold about you and how I use it, in accordance with the General Data Protection Regulations 2018 (EU).
Using personal information allows me to develop a better understanding of my customers and in turn to provide you with relevant and timely information about the work that I do.
The purpose of this Privacy Notice is to give you a clear explanation about how I collect and use the information I collect from you directly and from third parties.
I use your information in accordance with all applicable laws concerning the protection of personal information. This notice explains:
· What information I may collect about you.
· How and when I may use that information.
· In what situations I may disclose your details to third parties.
· Your choices about the personal information you give me.
· My use of cookies to improve your use of my website.
· Use of Google Analytics.
· What to do if you have a complaint about the use of your data.
· Information about how I keep your personal information secure, how I maintain it and your rights to be able to access it.
If you have any queries about this notice, please contact Alex O’Toole alex@alexandra otoole.co.uk or by telephone on 07854 951266.
WHO I AM
Alexandra O’Toole is a Creative Director, Producer and Writer serving the creative and cultural industries.
Alexandra O’Toole is a sole trader.
INFORMATION COLLECTION
I collect various types of information and in a number of ways. I only collect these personal details when you specifically provide them on a voluntary basis. This information comes directly from you and with your consent when you sign up for our mailing lists, buy a ticket on my website (or through a third party ticketing platform), in person or over the phone, answer a survey, or email me with feedback, or participate in any of my workshops, classes or programmes. I also use Cookies on my website (see below for further information about my use of cookies).
The main purposes for which Alexandra O’Toole collect and process the details of customers, project participants and enquirers are:
· To provide the service, goods or information that they have requested.
· For administration purposes e.g. to administer free events, process applications for creative briefs.
· To gather feedback to help improve my work.
· To further my aims.
HOW I USE THIS INFORMATION
I will also hold and analyse your data to continue to improve my understanding of my target audiences and my supporters. This will enable me to create a profile of your interest and preferences in order to personalise the services I offer, and I may contact you in the most appropriate way and with the most relevant information.
I may use your data to contact you by either post, email, phone and/or SMS with news and information about my products, services, events and activities that I feel may be of interest to you. I will not use your personal information for such purposes if you have told me that you do not wish to be contacted.
When you use my services and provide your personal data, you do not need to subscribe to marketing from me. If you have consented to receiving marketing information from me, you can withdraw your consent at any time by emailing alex@alexandraotoole.co.uk stating your name and email address.
INFORMATION YOU GIVE ME
When you register on my website, I’ll store personal information you give me such as:
· Your name
· Email address
· Telephone number
· Card details (for more details see Managing Your Personal Information below).
INFORMATION ABOUT YOUR INTERACTIONS WITH ME
For example, when you visit my website, I collect information about how you interact with my content. When I send you an email I store a record of which ones you have opened and which links you have clicked on.
INFORMATION FROM THIRD PARTIES
I occasionally receive information about you from other partner organisations who have asked you for explicit consent for me to contact you. In such instances, I will contact you only once to confirm that you would like to receive further communications from me.
SENSITIVE INFORMATION
(GDPR) Data Protection law recognises that certain categories of personal information are more sensitive such as health information, ethnicity and religious beliefs. I only collect this type of information about my customers when there is a clear reason for doing so. For example, I may collect gender and ethnicity data solely for research purposes.
LEGAL BASIS
There are three bases under which I may process your data:
Contract purposes
When you make a purchase from me you are entering into a contract with me. In order to perform this contract I need to process and store your data. For example, I may need to contact you by post, email or telephone in the case of cancellation of an event.
Alternatively, if I contract you as an artist or supplier I am also entering into a contract with you and I will process and store your data in order to fulfil contract requirements.
Legitimate business interests
I will collect and process your personal data for purposes that are in my legitimate organisational interests. However, I only do this if there is no overriding prejudice to you by using your personal information in this way. I describe below all situations where I may use this basis for processing.
With your explicit consent
For any situations where the two bases above are not appropriate, I will instead ask for your explicit consent before using your personal information in that specific situation, for example, telephone campaigns or sharing your data with a third party organisation.
COMMUNICATIONS
Marketing
I aim to communicate with you about the work that I do in ways that you find relevant, timely and respectful. To do this I use data that I have stored about you, such as what events you have booked for in the past, as well as any preferences you may have told me about.
I will use my legitimate organisational interest as the legal basis for communications by post and email where this is appropriate. Otherwise I will only contact you when you have given me explicit consent.
In the case of email communications I will provide you with an option to unsubscribe in every email that I send you, or you can alternatively use the contact details at the end of this policy to update your preferences.
Other processing activities
In addition to marketing communications, I also process personal information in the following ways that are within my legitimate organisational interests:
I may analyse data I hold about you to ensure that the content and timing of communications that I send you are as relevant to you as possible.
I may analyse data I hold about you to identify and prevent fraud.
In order to improve my website I may analyse information about how you use it and the content that you interact with.
I may also process information to fulfil my statutory obligations and regulatory responsibilities.
In all the above cases I will always keep your rights and interests at the forefront to ensure they are not overridden by your own interests or fundamental rights and freedoms. You have the right to object to any of this processing at any time. If you wish to do this, please use the contact details at the end of this policy. Please bear in mind that if you object this may affect my ability to carry out tasks above that are for your benefit.
HOW I WORK WITH THIRD PARTIES
I may occasionally outsource functions when I do not have the capacity and expertise required in-house, such as evaluation services and analytical services that enable me to target my communications with customers and supporters more effectively.
In addition, I sometimes work with third party organisations to provide systems such as box office ticketing and emailing systems. In such cases, I will only use reputable and well vetted firms and have contracts and processes in place that ensure the safe and confidential processing of personal data at all times. In these cases I require that these third parties comply strictly with my instructions and with data protection laws, for example around security of personal data.
I may also disclose personal information where I are under a duty to comply with any legal obligation, for example to government bodies and law enforcement agencies.
DATA SHARING
Alexandra O’Toole will NEVER sell your personal information to others. From time to time, I may share email address information with specific named visiting companies whose performances you have attended. In these cases I will always ask for your explicit consent before doing so. In these cases, the relevant companies will adhere to the Data Sharing agreements in place between us.
I will NEVER share this information without your express permission.
HOW I USE COOKIES
Cookies are small text files that are automatically placed onto your device by some websites that you visit. They are widely used to allow a website to function, for example, to keep track of your shopping basket, as well to provide website operators with information on how the site is being used and to make a user’s experience more efficient.
The law states that I can store cookies on your machine if they are essential to the operation of this site but that for all others I need your permission to do so.
Alexandraotoole.co.uk does use some non-essential cookies. I use cookies to identify how the website is being used and what improvements I can make. They also enable me to identify how many people use my website. I do not do this to track individual users or to identify them, but to gain useful knowledge about how the site is used so that I can keep improving it for my users. Without the knowledge I gain from the systems that use these cookies I would not be able to provide the service I do.
I use Google Analytics, a popular web analytics service provided by Google, Inc.
I do not use cookies to provide me with access to your computer or any information about you, other than what you choose to share with me.
GOOGLE ANALYTICS
Google Analytics uses cookies to help me to analyse how users use the site. It counts the number of visitors and tells us things about their behaviour overall such as the typical length of stay on the site or the average number of pages a user views.
The information generated by the cookie about your use of my website (including your IP address) will be transmitted to and stored by Google on servers in the United States. Google will use this information for the purpose of evaluating your use of my website, compiling reports on website activity and providing other services relating to website activity and internet usage.
Google is certified under the Privacy Shield Agreement, which provides a guarantee to comply with European privacy legislation. Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google’s behalf. Google undertakes not to associate your IP address with any other data held by Google. I only use Google Analytics with activated IP anonymisation. This means that the IP address of the users will be shortened by Google within member states of the European Union or in other contracting states of the Agreement on the European Economic Area. Only in exceptional cases will the full IP address be sent to a Google server in the USA and shortened there.
If you want to delete any cookies that are already on your computer, please refer to the instructions for your file management software to locate the file or directory that stores cookies. You can access them through some types of browser. Search in your cookie folders for alexandraotoole.co.uk to find my cookie and the Google Analytics cookie if you wish to delete them.
Users may also prevent the collection by Google of the data generated by the cookie and related to their use of the online offer as well as the processing of this data by Google by downloading and installing the browser plug-in
For more information about Google’s data usage, settings and opt-out options, please visit Google’s websites: Google’s use of your data when you use websites or apps of my partners, Advertising use of data, Managing information Google uses to show you ads.
More information about cookies, including how to block them or delete them, can be found at AboutCookies.org.
MANAGING YOUR PERSONAL INFORMATION
I strive at all times to ensure that your personal information is accurate and up to date. You may ask me to correct or remove information that you think is inaccurate by contacting me.
I will always hold your information securely through operating strong physical and electronic security safeguards. I also follow stringent procedures to ensure I work with all personal data in line with the General Data Protection Regulation (GDPR) that came into effect on 25 May 2018.
Alexandra O’Toole tries to meet the highest standards when collecting and using personal information. For this reason, I take any complaints I receive about this very seriously. I encourage people to bring it to my attention if they think that my collection or use of information is unfair, misleading or inappropriate. I would also welcome any suggestions for improving my procedures.
This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of Alexandra O’Toole’s collection and use of personal information. However, I am happy to provide any additional information or explanation needed.
Complaints and enquiries about, or suggestions for improvements to, my data protection processes should be directed to the Data Protection Officer using the contact details provided below.
Links to / from other websites
My website contains links to other internet websites which I do not operate and other internet websites may contain links to my website. I am not aware of, and are not responsible for the privacy policies, practices or content of such other websites. I encourage website visitors to read and become familiar with the privacy policies maintained by such other websites.
Embedded content from other websites
Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.
These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracing your interaction with the embedded content if you have an account and are logged in to that website.
Security of your personal information
I will put in place appropriate safeguards (both in terms of my procedures and the technology I use) to keep your personal information as secure as possible. I will ensure that any third parties I use for processing your personal information do the same. I will not transfer, process or store your data anywhere that is outside of the European Economic Area.
Your rights to your personal information
You have a right to request a copy of the personal information that I hold about you and to have any inaccuracies in this data corrected. Please use the contact details at the end of this policy if you would like to exercise this right.
Complaints Procedure
You have the right to lodge a complaint about the use of your data either by using the contact details at the end of this policy or by contacting the ICO at or by calling 0303 123 1113.
If you contact me to lodge a complaint, I will respond within 21 working days.
If you apply to work or volunteer for Alexandra O’Toole, I will use the information you supply to me to process your application and to monitor recruitment statistics. Where I want to disclose information to a third party, for example where I want to take up a reference or obtain a disclosure from Disclosure Scotland or the Disclosure and Barring Service, I will not do so without informing you beforehand.
Personal information about unsuccessful candidates will be held for 12 months after the recruitment exercise has been completed, after which it will be destroyed, unless you have asked us to destroy it earlier or allowed me to retain it for longer by written request.
CONTACT DETAILS & FURTHER INFORMATION
If you wish to make a complaint, request further explanation of any issues relating to this privacy notice, or make a suggestions for improving my processes relating to the way I use personal data, then please direct your request to the Data Protection Officer by email at alex@alexandra otoole.co.uk
You may opt out from receiving Alexandra O’Toole marketing communications at any time, change your contact preferences or ask to have your personal data removed or corrected in my records by emailing me at alex@alexandra otoole.co.uk
Please ensure that you state your full name and email address in the letter or email so that I may locate your record on my database.
If you wish to request a copy of all or part of your personal information held by Alexandra O’Toole by making a subject access request you can do so by emailing alex@alexandra otoole.co.uk
CHANGES TO THIS PRIVACY NOTICE
I keep my privacy notice under regular review. You are advised to visit this page periodically in order to keep up to date with any changes. By continuing to use my services you will be deemed to have accepted such changes.
This privacy notice was last updated on 1st November 2020.