Who we are

Art Services Grants Limited trading as SPACE (“SPACE”, “we”, “us” or “our”) is responsible for deciding how and why personal information covered by this policy is used. Our registered address is 129–131 Mare Street, Hackney, London E8 3RH.

This policy explains how we handle personal information when you visit www.spacestudios.org.uk, contact us, sign up to communications, submit an online form or otherwise interact with us through our website. Separate privacy notices may apply to particular activities or relationships, such as employment, recruitment, studio lets, artist applications, events or other services; where relevant, we will make those notices available.

For questions about this policy or how we use personal information, contact Hannah@spacestudios.org.uk or write to SPACE, 129–131 Mare Street, Hackney, London E8 3RH.

Personal information we may collect

The information we collect depends on how you interact with SPACE. It may include:

• Contact and identity details, such as your name, email address, telephone number and the organisation you represent.
• Information you provide in enquiries, messages, feedback, applications, registrations or other forms.
• Communication preferences, including whether you have chosen to receive updates from us.
• Technical and website-use information, such as IP address, browser and device details, pages visited and referral information, where collected by our systems.
• Records of consent and privacy choices, where relevant.

We aim to collect information that is relevant and proportionate to the purpose for which it is used. Please do not send sensitive personal information through a general website form unless we have specifically requested it and explained how it will be handled.

How we obtain information

We usually collect personal information directly from you when you contact us, complete a form, subscribe to updates or use our website. Some technical information may be collected automatically through website systems and similar technologies. If we obtain information from another source, we will provide information about the source and relevant details where required by data protection law.

Why we use personal information and our lawful bases

Data protection law requires us to have a lawful basis for each purpose for which we use personal information. Depending on the activity, we may use information for the following purposes:

• Responding to enquiries and providing information you request. The lawful basis will depend on the circumstances and may be our legitimate interests in responding to communications or taking steps at your request before entering into an arrangement.
• Administering applications, registrations, bookings, donations, purchases or other services where offered. The relevant basis may be taking steps at your request, performing a contract, complying with a legal obligation or our legitimate interests, depending on the activity.
• Sending newsletters or other direct marketing. We will comply with the consent and other requirements that apply to the relevant communication. You can unsubscribe from marketing emails using the method provided in the message.
• Operating, maintaining and securing our website and systems. We may rely on legitimate interests where appropriate, subject to people’s rights and expectations.
• Meeting legal, regulatory, accounting, reporting or record-keeping obligations where these apply.

Cookies and similar technologies

Our website may use cookies and similar technologies. These are explained in our separate Cookie Policy, which will describe the technologies actually used on the website, their purposes, providers and how you can manage your choices.

Who we share personal information with

If you choose to make a payment through Stripe, the payment-processing service on our website, please note the information you provide will be processed by Stripe to facilitate and manage the transaction. This may include your name, contact details, transaction information and payment details. SPACE does not need to receive or retain your full card details for the payment to be processed. Stripe may process some information in its own capacity under its privacy terms. Please read the Stripe Privacy Policy for further information: https://stripe.com/gb/privacy .

We may also disclose information where required by law, to establish or defend legal claims, or to protect the rights, safety and security of SPACE and others. We do not sell personal information.

International transfers

Stripe is a global payment provider. When you make a payment through Stripe, personal information may be transferred to and processed in countries outside the United Kingdom, including the United States. Stripe states that it uses recognised transfer mechanisms and safeguards for international transfers, including the UK Extension to the EU–US Data Privacy Framework where applicable. Further information is available in Stripe’s Privacy Centre: https://stripe.com/gb/privacy.

How long we keep personal information

We keep personal information only for as long as necessary for the purpose for which it was collected, including to meet legal, accounting or reporting requirements and to deal with queries or disputes. The appropriate retention period depends on the type of information and the reason it is held.

How we protect personal information

We use appropriate technical and organisational measures designed to protect personal information against unauthorised access, loss, misuse, alteration or disclosure. Access will be limited to people and providers who need the information for their work. No method of transmission or storage is completely secure, but we take reasonable steps to protect the information we hold.

Your data protection rights

Depending on the circumstances and the lawful basis for processing, you may have the right to:

• Request access to the personal information we hold about you.
• Ask us to correct inaccurate or incomplete information.
• Ask us to erase information in certain circumstances.
• Ask us to restrict how we use information in certain circumstances.
• Object to processing based on legitimate interests and to direct marketing.
• Request transfer of information you provided to us, where the right to data portability applies.
• Withdraw consent at any time where we rely on consent.

These rights are not absolute and may be subject to legal conditions or exemptions. To exercise a right, contact Hannah@spacestudios.org.uk or write to SPACE, 129–131 Mare Street, Hackney, London E8 3RH. We may need to verify your identity before responding.

Data protection complaints

If you are unhappy with how SPACE has collected or used your personal information, you can make a data protection complaint directly to us by emailing Hannah@spacestudios.org.uk or writing to SPACE, 129–131 Mare Street, Hackney, London E8 3RH. Please explain your concern and provide any information that may help us investigate. You do not need to use a particular form.

We will acknowledge your complaint within 30 days of receiving it. We will investigate it appropriately, keep you informed of progress where appropriate, and respond without undue delay, explaining the outcome and any action we have taken or propose to take. We will handle complaints fairly and keep an appropriate record of them.

If you remain dissatisfied, or wish to raise the matter with the regulator, you can also complain to the Information Commissioner’s Office (ICO). Contacting SPACE first does not remove your right to contact the ICO.

Freedom of Information

SPACE is a registered charity that receives funding from Arts Council England. Receiving public funding does not, by itself, mean that a charity is subject to the Freedom of Information Act 2000 (FOIA). On the information currently available, SPACE does not represent itself as a public authority to which FOIA applies. We will review this position if our legal status, functions or contractual arrangements change.

The Freedom of Information Act gives people a right to request recorded information held by public authorities. Arts Council England is itself subject to FOIA. Some information held by SPACE may need to be provided to Arts Council England or another public authority for the purposes of an FOI request, depending on the applicable funding agreement and information-sharing arrangements.

If SPACE receives a request that appears to be an FOI request, we will assess it and seek advice where necessary rather than automatically accepting or refusing it. Personal information will not be disclosed merely because an FOI request has been made. Any disclosure considered by a public authority must be assessed under the relevant law, including applicable exemptions and data protection requirements.

Requests for a copy of personal information about you should normally be made as a data protection rights request, such as a subject access request. For information requests, contact Hannah@spacestudios.org.uk or write to SPACE, 129–131 Mare Street, Hackney, London E8 3RH. SPACE should confirm this section against the current Arts Council England funding agreement and the ICO’s guidance before publication.

Complaints

If you have concerns about how SPACE uses your personal information, please contact Hannah@spacestudios.org.uk so that we can try to resolve them.

You also have the right to complain to the UK Information Commissioner’s Office (ICO). Information is available at https://ico.org.uk/make-a-complaint/ or by calling 0303 123 1113.

Links to other websites

Our website may link to third-party websites or include third-party content. Those websites and services have their own privacy practices, which SPACE does not control. Please read their privacy information before providing personal information.

Changes to this policy

We may update this policy when our practices or legal requirements change. The latest version will be published on www.spacestudios.org.uk, with the date of the most recent update. If a change materially affects how we use personal information, we will take appropriate steps to bring it to people’s attention.