We are Eastside Educational Trust “Eastside” registered as a Charity, registration number: 1077192
We understand that your personal information and privacy is important to you. We make every effort to ensure that the information you share with us is recorded accurately, retained securely and used only according to your wishes. We protect your personal information and adhere to all current data protection act legislation with respect to protecting privacy. We do not give out, sell or trade our mailing list data with external organisations. We comply with the Electronic Communications Regulations (PECR), the General Data Protection Regulation ((EU) 2016/679) (GDPR) and the Data Protection Act 2018.
What data we collect
Eastside collects personal data that you may volunteer as part of attending an event, joining as a friend or via a donation form, e-newsletter sign-up or responding to a visitor survey. Personal information we collect may include:
- your full name and title
- postal address, postcode, email address and phone number
- current interests (e.g. project news, friend’s scheme, events)
- contact preferences
- gift/donation information; including first name, last name, email address, billing address and payment card details (via secure SSL encrypted payment form)
- Gift Aid status
- details of correspondence sent to you, or received from you
- website ‘cookies’ where express consent has been given to allow us to analyse website traffic in Google Analytics
We will also collect and hold information about any contact you have with us if you book a project for your organisation or apply as an individual for a project, further information may include:
- your organisation’s name and address where not an individual application additional organisational contacts
- details of project applied for
- any other information provided by yourself at the request of Eastside to process your application
We also may receive personal data about you from various third parties, including digital agencies, and publicly available sources.
In the process of collecting individual applicant information we will also request that you complete a monitoring form with questions regarding ethnicity, gender, disability and other protected characteristics. This information is used to evaluate the reach of our recruitment strategies and the composition of the participants in our programmes. This data is always aggregated and anonymised before being used in evaluations submitted to our funding partners.
When we ask you to provide your personal information we will let you know why we are asking, and how we will use your data, by directing you towards this notice.
How we will use this data
Depending on your relationship with Eastside, and the preferences you have indicated, data we hold may be used to send you promotional, marketing, membership or fundraising information by post, telephone or electronic means, either where you have provided consent to receive such communications or where we have a legitimate interest to do so (and have considered and balanced any potential impact on you and your rights before we process your personal data). These types of communications can include:
- new workshop programmes and upcoming funded project opportunities
- news and updates about Eastside and marketing or supporter e-newsletters.
- information on our fundraising operations, including occasional targeted requests to consider supporting us in various ways.
- other relevant communications based upon your relationship with Eastside.
Sharing your data
We will only pass your data to third parties in the following circumstances:
- you have provided your explicit consent for us to pass data to a named third party
- we are using a third party (eg Mailchimp) purely for the purposes of processing data on our behalf and we have in place a data processing agreement with that third party that fulfils our legal obligations in relation to the use of third party data processors
- we are required by law to share your data.
Right of correction or removal
We want to make sure that your personal information is accurate and up to date. You may ask us to correct or remove information you think is inaccurate or have any set or sets of data removed even if correct. If you wish to exercise any of your rights, as listed below please write to our Data Controller, General Manager Victoria Aspden, at victoria@eastside.org.uk
You have the right to:
- Request access to your personal data (commonly known as a “subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
- Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
- Request erasure of your personal data in certain circumstances. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
- Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) as the legal basis for that particular use of your data (including carrying out profiling based on our legitimate interests). In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your right to object.
- You also have the absolute right to object any time to the processing of your personal data for direct marketing purposes.
- Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
- Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent.
- Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in one of the following scenarios:
- If you want us to establish the data’s accuracy;
- Where our use of the data is unlawful but you do not want us to erase it;
- Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or
- You have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
No fee usually required
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.
What we may need from you
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
Time limit to respond
We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
Subject Access Requests
Upon successful verification of your identity following a subject access request, you are entitled to obtain the following information about how your personal information is processed:
a) the purposes of the collection, processing, use and storage of your personal data
b) the source(s) of the personal information, if it was not obtained from you
c) the categories of personal data stored about you
d) the recipients or categories of recipients to whom your personal data has been or may be transmitted along with the location of those recipients
e) the envisaged period of storage for your personal data
f) the use of any automated decision-making and/or profiling
You can make the above request by emailing victoria@eastside.org.uk or by writing to:
Eastside Educational Trust, 16 Perseverance Works, 37 Hackney Road, London, E2 7NX
Storing and deleting your data
Unless we have been given specific permission to retain and process your data on an ongoing basis (e.g. as a subscriber to our mailing list) we will hold it securely for up to 36 months from the point at which you supplied the data to us, after which point it will be deleted from our digital cloud storage systems. Please note each moment of contact – such as an application for a project – is treated as a unique set of data for the purposes of this timeframe. The deletion will be of the data supplied for that particular project at that moment in time.
Security
The transmission of information via the Internet or email is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of data while you are transmitting it to our site; any such transmission is at your own risk. Once we have received your personal data, we will use strict procedures and security features to try to prevent unauthorised access. We will process, disclose or share your personal data only if required to do so by law or in the good faith belief that such action is necessary to comply with legal requirements or legal process served on us or the Website.
Third party links
You might find links to third parties on our Website or via our Social Media channels, these may be partner organisations, funders or other arts organisations offering events or services we feel are of interest to our users. These third parties should have their own privacy policies, which you should check. We do not accept any responsibility or liability for their policies whatsoever as we have no control over them. In cases when we use external websites provided by other organisations such as Twitter, YouTube or Facebook, then we would ask you to consult their privacy policies.
Google Analytics
When someone visits www.eastside.org.uk, we use Google Analytics to collect statistical data and details of visitor patterns which tell us which parts of our website visitors use most often.
None of this information uses, or requires the use, of personal information and is processed in a way that does not identify individuals. We do not make any attempts to find out the identities of individuals visiting our website.
Mailing List
We use a third party provider MailChimp to deliver our newsletter. We use MailChimp software to help gather statistics on opening rates and clicks on links which help us monitor and improve our communications. Individuals can unsubscribe at any time from newsletters by clicking the unsubscribe link on each e-newsletter.
Online project booking/enquiries
The information you provide when booking a project or making a project enquiry online will be used primarily to contact you regarding that enquiry and then confirm the project details and your participation, including adding that information to any contracts, agreements and invoices as appropriate. We will then use that information to contact you about future projects and opportunities where you have explicitly given your consent for us to use the information in that way. Where your information is being held solely for the purposes of a project application and running, we will delete it from our databases within 36 months of the final project date for participants or 36 months after the application date for unsuccessful applicants.
You have the right to lodge a complaint with the Information Commissioners Office (ICO) if you believe your data has been processed in a way that does not comply with data protection. You can do so by calling the ICO helpline on 0303 123 1113 or via their website
This privacy notice was last updated: November 2024