Privacy Policy

RIAC UK (RIAC) is a charity aimed at encouraging trustee involvement in the arts. It is a charity registered with the Charity Commission for England and Wales, reg. charity number 1201090.

We are fully committed to protecting your data and the privacy policy below explains the processes that are taking place to maintain this security.

How we collect your personal information:

We may collect your personal data in various ways, for example:

Through you signing up to our mailing list, via the RIAC website or via an email request;
Through another organisation introducing us to you to us;
From information you have supplied to us in connection with the activities of RIAC.

The categories of data we collect

We may collect the following categories of personal data about you:

Your name and contact information such as personal address, business address, email address and telephone number (and, on an ongoing basis, any change of address details);
Information about your business, or your giving and social investment activities that you have given us or from publicly available sources;
Information concerning your engagement with RIAC, including records of communications between you and us and your attendance at events and meetings organised by RIAC;
Your opinion and feedback in relation to any surveys or questionnaires issued by RIAC that you complete, such as feedback on our charitable activities and events;
Technical information collected through your use of our website;

The basis for processing your data, how we use that data and with whom we share it

1. Legitimate interests

We may process your personal data because it is necessary for our legitimate interests. This will always be weighed against your rights, interests and expectations. Examples of where we process personal data in accordance with our legitimate interests include:

To correspond with you about our activities, including details of events that you have requested from us;
To inform you of media opportunities, potentially, and of opportunities to write or feature in our newsletters and information materials, and to send you these newsletters and other similar updates – except in situations where it is required or appropriate to seek your specific consent;
Processing technical information about your use of our website to ensure that content on our website is presented in the most effective manner;
Processing your enquiries and feedback.

In this respect, we may also provide your personal data to the following (where this is necessary for our or a third party’s legitimate interests):

Other organisations involved in wider activities of RIAC – except in situations where it is required or appropriate to seek your specific consent;
Third party service providers whom we may engage to assist in delivering RIAC events: for example, event organisers, conference producers, speakers and venue providers;
Third party service providers whom we may engage to assist us in putting together, printing and delivering our newsletter, information materials and website content, and our IT support and data storage provider(s);
Our websites operator, who may store details such as name and email address to enable you to log in to our websites;
Our professional advisers, where it is necessary for us to obtain their advice or assistance;
Our bank, to whom payment details are provided in order to process a payment from you or to an organisation you represent;
Other organisations whose work may be of interest to you (by introducing you to them).

2. Legal obligations

We may also process your personal data for our compliance with our legal obligations. In this respect, we may use your personal data to comply with subject access requests of others, tax legislation, safeguarding requirements, for the prevention and detection of crime, and in order to assist the police and other competent authorities with investigations (including criminal investigations). In this respect, we may provide your personal data to our professional advisers, where this is necessary for us to obtain their advice or assistance.

3. Consent

In some circumstances RIAC may seek your specific consent to process your personal data: for example, if we wish to use your name, likeness or an attributed quote in our newsletter, information materials, on our website or in connection with media opportunities; or where we wish to put you in touch with external agencies and/or representatives of other organisations.

We will normally seek consent when processing your medical information such as dietary requirements or other information about your health, such as for our records. At times the processing of personal data concerning your health may be necessary to protect your vital interests (such as your immediate safety) and it may not be appropriate to seek your consent in such circumstances.

If you have given your consent and you wish to withdraw it, please contact us using the contact details below. Please note that where our processing of your personal data does not rely on your consent, we may not be able to fulfil your request (see your rights below).

Retention of your data

We may retain your personal data for such period as we reasonably consider appropriate in connection with our relationship with you and/or the organisation you represent/ed; or for record-keeping and archival purposes; or to protect our legal interests (for example where required by relevant authorities); or as otherwise stated to you when your data is collected.

Your rights

You also have the following rights:

To be informed what personal data we hold about you and/or to obtain access to it (i.e. by receiving a copy of it in a permanent form);
To require us not to send you direct marketing communications;
To require that we cease processing your personal data if the processing is causing you damage or distress;
To require us to correct the personal data we hold about you if it is inaccurate;
To require us (in certain circumstances) to erase your personal data;
To request that we restrict our data processing activities (and, where our processing is based on your consent, you may withdraw that consent, without affecting the lawfulness of our processing based on consent before its withdrawal);
To receive from us the personal data we hold about you which you have provided to us, in a reasonable format specified by you, including for the purpose of you transmitting that personal data to another data controller; and
To object, on grounds relating to your particular situation, to any of our particular processing activities where you feel this has a disproportionate impact on your rights.

Please note that the above rights are not absolute, and we may be entitled to refuse requests where exceptions apply: for example if we have reason to believe the personal data we hold is accurate or we can show our processing is necessary for a lawful purpose set out in this Privacy Notice.

RIAC is registered with the Information Commissioner and you can find out more about your rights under data protection legislation at www.ico.org.uk.

Questions and concerns

If you have any questions or concerns about how we process your personal data, or you wish to exercise any of the rights set out above, you may contact RIAC by email

If you are not satisfied with how we are processing your personal data, you can raise a concern with the Information Commissioner (www.ico.org.uk)