Privacy Notice
How we use your information
Privacy notice for Oriel Myrddin Gallery
The proper handling of personal information by Carmarthenshire County Council and Oriel Myrddin Gallery is very important to the delivery of our services and maintaining public confidence.
Personal data is any information that relates to a person who can be directly or indirectly identified from the information. The terms ‘information’ and ‘personal data’ are used throughout this privacy notice and have the same meaning.
To ensure we treat personal information correctly, we seek to adhere in full to the requirements of Data Protection legislation.
This privacy notice has therefore been produced to explain as clearly as possible what we do with your personal data.
Our Website
Analytics
We use Squarespace to collect information about how our visitors use and navigate our website. We use this information to report to our Board of Trustees and our funders such as The Arts Council of Wales and to analyse usage of the website.
The cookies collect information such as the number of visitors to the site, which pages have been visited. This information is anonymous and cannot be used to identify you personally. You can read more about how Squarespace uses your personal information here: https://www.squarespace.com/privacy.
We may also share your personal information to comply with applicable laws and regulations, to respond to a subpoena, search warrant or other lawful request for information we receive, or to otherwise protect our rights.
Use of cookies
We collect Device Information using ‘Cookies’. These are data files that are placed on your device or computer and often include an anonymous unique identifier. For more information about cookies and how to disable cookies visit: http://www.allaboutcookies.org
Third-party cookies
During your visits to the Oriel Myrddin Gallery website you may be delivered cookies by third-party websites. When you visit a page with content embedded from, for example, Facebook, Twitter, YouTube, Instagram or Flickr, you may be presented with cookies from these websites. Oriel Myrddin Gallery does not control the dissemination of these cookies. You should check the third-party websites for more information about these.
Other websites
Our website may contain links to other websites which are outside our control and are not covered by this privacy notice. If you access other sites using the links provided, the operators of these sites may collect information from you which will be used by them in accordance with their privacy policy, which may differ from ours.
What information is collected?
When you sign up to Oriel Myrddin Gallery e-mailing list we only collect your e-mail address and some subscriber options which define the information you want to receive from us. We may, on occasion, carry out visitor surveys, which you are not obliged to take part in. Information collected in this way will be extracted from the subscriber database and processed separately from your personal data.
Why is the information being collected?
When you subscribe to Oriel Myrddin Gallery e-mailing list you consent to your e-mail address being used to receive regular up-to-date news and information on exhibitions, events, fundraising activities and special offers. Your e-mail address and subscriber options allow us to send you the information about Oriel Myrddin Gallery activities most relevant to you. You may opt to receive information on Exhibitions/Events only, Family Activities only or to receive information on all Oriel Myrddin Gallery activities.
We may, on occasion, ask for your support or further questions to help us better understand our user base. The data helps us to communicate our fundraising activities or monitor and improve our communications strategy and to report to our funders about our audience profile.
How will the information be stored and used?
When you complete an Oriel Myrddin Gallery feedback form or e-mail sign-up form in the gallery, you will be sent a link to subscribe to Oriel Myrddin Gallery e-mailing list via Oriel Myrddin Gallery website. This allows us to fully comply with Data Protection guidelines by ensuring you consent to your data being used in line with this Privacy Policy.
When you subscribe to Oriel Myrddin Gallery e-mailing list via Oriel Myrddin Gallery website, your e-mail address and subscriber options will be stored on the 'Squarespace' secure server (find out more about https://www.squarespace.com/privacy data security).
We will not share your personal data with third parties. It will be kept private for Oriel Myrddin Gallery use only.
How long will we retain the data?
Personal information (your e-mail address) on feedback forms or e-mail sign up forms will be disposed of securely immediately after we send you an e-mail to confirm your subscription via Oriel Myrddin Gallery website.
On subscription, your e-mail address and subscriber information will be retained on the 'Squarespace' secure server until you withdraw consent by unsubscribing.
How to unsubscribe from Oriel Myrddin Gallery mailing list
You can unsubscribe from the Oriel Myrddin Gallery mailing list at any time by clicking the 'Unsubscribe' link at bottom of e-mail communications, or by e-mailing cmspring@carmarthenshire.gov.uk to unsubscribe from paper versions. You are welcome to sign up again at a later date if you choose.
1. The purposes for which we use your personal data
The information we collect about you will be used for the purposes of:
Enabling us to maintain, develop, research and deliver a programme of exhibitions, formal, informal educational activities and events.
Purchasing goods and services and engaging artists, makers, designers, performers and educators to deliver our service.
The legal basis for the processing of personal data in relation to these purposes is to exercise our authority under Section 12 of the Public Libraries and Museums Act 1964, under which the Council has a discretionary power to maintain museums and art galleries.
We also communicate with our customers to let you know about our exhibitions and events through marketing emails. We also ask you to help us improve our service by taking part in research and customer surveys. We contact you in this way based on your consent and you can withdraw this at any time by emailing us.
2. What type of information do we use?
We collect the following types of personal data about you to deliver this service:
Artists, makers, designers, performers, and educators:
Name
Address
Email address
Telephone number
Bank/payment details
We also need a Disclosure & Barring Service (DBS) check where you work with children or vulnerable adults.
Volunteers:
Name
Address
Email address
Telephone number
Information about next of kin
Our customers:
Name
Address
Email address
Telephone number
Bank/payment details
3. Do we use information received from other sources?
As we’ve explained above, we do receive information from the DBS if you work with children and vulnerable adults in our galleries. A DBS check will include the following information:
Name
Date of birth
Whether there are any relevant criminal convictions
We process this information about criminal convictions for reasons of substantial public interest, on the basis of this legislation referred to above.
4. Transferring your information abroad
We use a third party called Squarespace to send marketing emails to our customers and they are based in the United States of America.
The company participates in and has certified its compliance with the Privacy Shield framework and is committed to treating all personal data received from European Union member countries in accordance with the Privacy Shield framework’s principles.
5. Who has access to your information?
When we need to carry out a DBS check, we share your name and contact details with this service.
Where we organise touring exhibitions, we need to provide other venues with your contact details.
There are also other specific situations where we may be required to disclose information about you, such as:
Where the Council is required to provide the information by law
Where disclosing the information is required to prevent or detect a crime
Where disclosure is in the vital interests of the person concerned
6. How long we will keep your information
We only keep information about artists and customers until the end of the event, exhibition or activity.
We keep personal data contained in financial records for six years, plus the current financial year in accordance with the Council’s Retention Guidelines.
If you are a volunteer, we keep your information for as long as you continue to work with us.
7. Your Data Protection rights
You have the right to:
Obtain access to the personal data that Carmarthenshire Council is processing about you – you can make a request by using the contact details provided below
Have any inaccurate or incomplete information rectified (corrected)
Withdraw your consent to processing, where this is the only basis for the processing
Make a complaint to the Information Commissioner’s Office (ICO), the independent body in the UK which protects information rights
In some circumstances, you may have the right to:
Object to the processing of your personal information
The erasure of your personal data
Restrict the processing of your personal information
Data portability
8. Contact details
For more information regarding this privacy notice and your rights, please contact:
Data Protection Officer
Carmarthenshire County Council
County Hall
Carmarthen
SA31 1JP
Email: dataprotection@carmarthenshire.gov.uk
Tel: 01267 224127
Contact details for the Information Commissioner’s Office along with further guidance on Data Protection legislation can be found on the ICO website: