Privacy Policy

Date of Adoption: September 2025
Next Review Date: September 2026

Purpose: At Figment Arts, we are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains what data we collect, how we use it, your rights, and how to contact us.

1. Who we are

Figment Arts is a Community Interest Company registered in England at Freedom Works, The Mill Building, 31 Chatsworth Rd, Worthing BN11 1LY. Company number: 06364816

Our mission is to support artists and communities through inclusive, creative projects.

If you have any questions about this policy, please contact us at: info@figmentarts.org.uk

2. What information we collect

We may collect and process the following personal data when you:

• Sign up for our newsletter or mailing list:
  Name and email address
• Book or attend our workshops, events, or projects:
  Name, email address, phone number, access requirements, emergency contact details (via google forms)
• Make a donation or become a supporter:
  Name, contact details, donation amount, and (where applicable) Gift Aid declarations
• Visit our website:
  IP address, browser type, and pages viewed (through analytics tools, anonymised where possible), merchandise purchase (e.g., online store, in-person sales) including name and address
• Contact us directly:
  Any information you choose to share (e.g., name, email, project ideas, volunteer information)

3. Mailing Lists

To subscribe to our monthly newsletter, we ask for your personal information. We use this information to send you the newsletter and to contact you if we need more information from you or have important information to share with you. We also use it to make sure our records are accurate and that you’re happy with our service.

We don’t rent, sell, or trade our email lists with other companies.

We use a third-party service called MailChimp to send our newsletters. We collect statistics about email open rates and clicks, which helps us make our newsletter better. For more information, you can read MailChimp’s privacy notice.

You can unsubscribe from our newsletter at any time. Simply click the unsubscribe link at the bottom of any of our emails or send an email to info@figmentarts.org.uk

4. Why we collect your data & legal bases

We only use your data when the law allows us to. This includes:

Purpose & Legal basis

• Send newsletters and updates: Consent
  Administer bookings and workshops: Contract
  Respond to enquiries: Legitimate interest & consent
  Process donations & Gift Aid: Legal obligation & consent
  Improve our website & services: Legitimate interest
  Contact us directly: Consent

5. How we use your data

• To deliver events, workshops, and projects you’ve signed up for
• To communicate with you about upcoming activities and opportunities
• To manage donations and claim Gift Aid (where eligible)
• To monitor and evaluate participation (often in anonymised form)
• To keep our website secure and user-friendly

We never sell your data or share it for commercial purposes.

6. Who we share your data with

Sometimes, we may share data with trusted third parties who help us deliver our services, such as:

• Mailing list platforms (e.g., Mailchimp)
• Event booking systems (e.g. Eventbrite, Ticketsource, Google forms)
• Payment processors (e.g., Stripe, PayPal)
• Funders, but only in anonymised form for reporting

We only share data with third parties when it’s necessary for them to perform services on our behalf, and we have contracts in place to protect your data. All third parties are required to process your data securely and only for the purposes we specify.

7. How long we keep your data

We only keep your data for as long as necessary:

• Mailing list data: until you unsubscribe
• Booking and participation data: up to 6 years (for financial records and reporting)
• Donation and Gift Aid records: 6 years (as required by HMRC)
• General enquiries: up to 2 years
• Project Specific Data: Sometimes there might be data related to project development, artist collaborations, or community engagement. In such cases a retention period may be needed, relevant to project completion or archival needs.

8. Your rights

Under UK data protection laws, you have the right to:

• Access your data
• Ask us to correct or update it
• Ask us to erase it (where we have no legal reason to keep it)
• Withdraw Consent
• Complain
• Object to processing in certain circumstances
• Request a copy of your data (data portability)

To exercise these rights, email us at info@figmentarts.org.uk

9. Cookies & website analytics

Our website uses cookies and analytics tools (Google Analytics) to help us understand how visitors use the site. You can control cookies through your browser settings. Where possible, the data collected is anonymised. This data helps us understand things like how many people visit our site and which pages are the most popular. It doesn’t identify you personally, and we never try to find out who is visiting our site. We also don’t allow Google to try and identify our visitors. You can control cookies through your browser settings and our website cookie banner that allows users to accept or reject non-essential cookies before they are placed on their device.

10. Changes to this policy

We may update this Privacy Policy from time to time. The latest version will always be posted on our website.

11. Contact & complaints

If you have any questions or concerns, please contact us: info@figmentarts.org.uk

If you’re not satisfied with our response, you can contact the UK Information Commissioner’s Office (ICO): www.ico.org.uk