1. Information about us
https://chead.ac.uk/ is a site operated by the Council for Higher Education in Art & Design (CHEAD). We are a registered charity and our registration number is 1174589. We are a charitable incorporated organisation registered in England and Wales under company number 1174589. Our main trading address is c/o Knox Cropper, 153-155 London Road Hemel Hempstead HP3 9SQ
We are committed to protecting and respecting your privacy. We are responsible for protecting your personal information as a “data controller” under applicable data protection legislation. If you have any queries about this Policy or how we use your personal information, please contact us using the details at Contact Us.
This policy sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it. By visiting our website you are accepting and consenting to the practices described in this policy.
Our nominated person for data protection is Anna Maloney, Membership Manager and their contact details are: firstname.lastname@example.org or +44 (0)3301200074.
2. What information do we collect?
We collect personal data as defined by applicable data protection legislation (‘personal information’). We collect information about:
• employees and other staff
• contacts at our member institutions
The personal information we collect might include name, email address, postal address, telephone number and twitter account details.
3. How do we collect information?
If you are an employee or provide services to CHEAD, we will collect information in line with your contract of employment or contract for services.
If you are a member, we will collect the details of the individual contacts you have referred to us.
We record your requests for information and any feedback we receive from you.
We obtain personal information from you when you use our website, enquire about our activities, register with us, send or receive an email, ask a question or otherwise provide us with personal information.
We collect this information for the purposes described in paragraph 5. The lawful basis for which we process your information is:
• your consent;
• processing is necessary for the performance of a contract to which you are a party. If you fail to provide this information we may be unable to perform the contract;
• processing is necessary for compliance with our legal obligations; and
• processing is necessary for the purpose of the legitimate interest pursued by us or a third party, except where your rights as a data subject override our legitimate interest. The legitimate interest we rely on is advancing knowledge and understanding in the art and design sector.
5. How do we use this information?
We will use your personal information:
• to promote the aims of CHEAD;
• to provide you with information you have requested;
• to provide you with information about future activities we think may be of interest to you, including third party activities; and
• for administration purposes including to create an account for you if you register with us; to notify you about changes to our services; as part of our efforts to keep our site safe and secure; and to ensure that content from our site is presented in the most effective manner for you and for your computer.
6. Do we share your information with anyone else?
We may need to provide your information to our contractors and suppliers who provide services on our behalf, to the extent necessary to enable you to receive those services.
We may also need to disclose your information if required to do so by law or as expressly permitted under applicable data protection legislation.
Our site may, from time to time, contain links to and from the websites of our partner networks and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.
7. How long do we keep your information for?
We keep your information for no longer than is necessary. We will retain your information for any period required by law, for example for compliance with HMRC requirements. Where we are not under a legal obligation to retain your information, we will determine what is necessary by reference to the lawful basis for processing set out above and our legitimate interests.
If you have any questions about how long we keep your information, please write to us at: CHEAD, c/o Knox Cropper, 153-155 London Road Hemel Hempstead HP3 9SQ
8. How do we protect personal information?
We take appropriate technical and organisational measures to ensure that the information disclosed to us is kept secure, accurate and up to date and kept only for so long as is necessary for the purposes for which it is used. You should be aware that the use of the Internet is not entirely secure and although we will do our best to protect your personal data we cannot guarantee the security or integrity of any personal information which is transferred from you or to you via the Internet. Any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features such as encryption to try to prevent unauthorised access.
9. Your Rights
If you have created an account with us, you can sign into your account to access and update your information.
You have a right to ask us to confirm whether we are processing information about you, and to request access to this information (‘right of access’).
You may ask us, or we may ask you, to rectify information you or we think is inaccurate, and you may also ask us to remove information which is inaccurate or complete information which is incomplete (‘right to rectification’). If you inform us that your personal data is inaccurate, we will inform relevant third parties with whom we have shared your data so they may update their own records.
We want to ensure that your personal information is accurate and up to date. If any of the information that you have provided us with changes, for example if you change your email address, name, payment details, or if you wish to cancel your registration, please let us know using the contact details at the end of this policy.
You have a right to obtain your personal data from us and reuse it for your own purposes, perhaps for another service, without hindering the usability of the data (‘right of portability’). This right does not apply where processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in us.
You have a right to seek the erasure of your data (often referred to as the ‘right to be forgotten’). You may wish to exercise this right for any reason, for example where it is no longer necessary for us to continue holding or processing your personal data you may withdraw your consent. You should note that we are entitled to and reserve the right to retain your data for statistical purposes. This right is not absolute, as we may need to continue processing this information, for example, to comply with our legal obligations, or for reasons of public interest.
You have a right to ask us to restrict our processing of your information (‘right to restriction’) if:
• you contest its accuracy and we need to verify whether it is accurate
• the processing is unlawful and you ask us to restrict use of it instead of erasing it
• we no longer need the information for the purpose of processing, but you need it to establish or defend legal claims
• you have objected to processing of your information being necessary for the performance of a task carried out in the public interest, or for the purposes of our legitimate interests. The restriction would apply while we carry out a balancing act between your rights and our legitimate interests.
• you exercise your right to restrict processing, we would still need to process your information for the purpose of exercising or defending legal claims, protecting the rights of another person or for public interest reasons.
You have a right to prevent us from processing your data for the purposes of marketing.
If you would like to exercise any of your rights above, please let us know using the contact details at the end of this policy. We will act in accordance with your instructions as soon as reasonably possible and there will be no charge.
You have a right to report any of your concerns about our use of your data to the Information Commissioner’s Office. You may do so by calling their helpline at 0303 123 1113.
Under the definitions in the General Data Protection Regulation ((EU) 2016/679) (“GDPR”), CHEAD is the Data Controller for information we process from you to engage with you as a member. Should you decide to engage in one of our online meetings, events or webinars, you will need to sign up to the Zoom service, and for your use of their service, Zoom will be the data controller. You can find the Zoom privacy information here: https://zoom.us/legal
Information we may collect from you
We may collect and process information that you provide by filling in a form or providing information online to register for an online CHEAD event. We will keep this information for no longer than is necessary so once an event has passed, personal information such as name, email and institution will not be retained.
Participating in Zoom meetings, events and webinars
By participating in one of our online meetings, events or webinars and enabling the sharing video and audio feature your image will be available to all attendees and any surroundings which may include other people in the background or information, unless you use a virtual background. Depending on how you set up your account and name, this will also be available to attendees to view.
Zoom Recordings and Transcripts
If you decide to participate in one of our online meetings, events or webinars, we may record the webinar and any contribution you make to it. We will ask you in advance to agree to any recording of the online meeting, event or webinar via the registration form. What you say in an online event will be recorded if the event is being recorded. If you screen share or discussion confidential (or special category) information, this too may be retained as part of the recording, so you should be mindful of your own privacy requirements.
For this recorded information, we remain the data controller and by making a contribution in an online meeting, event or webinar you are giving us your consent to record that contribution and to use it as a member resource in relation to the subject of the online meeting, event or webinar.
If you decide to participate in one of our webinars, you will need to sign up to the Zoom service, and to their terms and conditions. You should be aware that Zoom process your information in the US.
How Your Personal Data Will Be Processed
We may give your personal data to third parties where:
It is necessary for them to provide you with services on our behalf, for example Zoom as a meeting and webinar provider.
11. Changes to this policy
See also: CHEAD Subject Access Request Policy