This privacy notice was published on 16.4.2018. It was last edited on 5.03.2020.

Who are we?

The Culture Diary is part of the GREAT Britain Campaign and is a way for UK culture and creative industries professionals to share and promote their UK and international tours, events, stories with the rest of the sector, public, and government including our partners Arts Council England, British Council, Department for Digital, Culture, Media & Sport, Foreign & Commonwealth Office, Department for International Trade and VisitBritain. Our registered office address is at Windsor House, 50 Victoria Street, London, SW1H 0TL.

The Culture Diary is the data controller and our Data Protection Officer can be contacted by email at: dcmsdataprotection@culture.gov.uk

16 or Under

We are concerned to protect the privacy of children aged 16 or under. If you are aged 16 or under‚ please get your parent/guardian's permission beforehand whenever you provide us with personal information.

When do we collect personal data about you?

• When you register for our an account.
• When you interact with us in person, through correspondence, by phone, by social media, or through our website.

Why do we collect personal data?

We collect and use personal data mainly to perform  direct marketing and customer service. We also collect data about suppliers, partners and persons seeking a job or working in our company. We collect your personal data, so we can reply to your enquiries.

How do we collect personal data?

We collect your data when you:

• Fill and submit account registration form on our website.
• Initiate contact through chat, contact form, telephone call or other means of direct communication

What do we use your personal data for?

We may use your information for the following purposes:

• Send you marketing communications which you have requested. These may include information about our products and services, events, activities, and promotions of our associated partners’ products and services. This communication is subscription based and requires your consent. You can unsubscribe from these communications by clicking the unsubscribe link in sent emails. You can register for our monthly newsletter here.

• Send you information about the products and services we provide. As the Culture Diary is run by a government department, the department may process personal data as necessary for the effective performance of a task carried out in the public interest and therefore doesn’t need consent.

• Follow up on incoming requests (customer support, emails, chats, or phone calls). As the Culture Diary is run by a government department, the department may process personal data as necessary for the effective performance of a task carried out in the public interest and therefore doesn’t need consent.

• Notify you about any disruptions to our services (system messages). As the Culture Diary is run by a government department, the department may process personal data as necessary for the effective performance of a task carried out in the public interest and therefore doesn’t need consent.

What type of personal data is collected?

We collect name, phone number, title and email address, in addition to your company’s name and contact information. We may also collect feedback, comments and questions received from you in service-related communication and activities, such as meetings, phone calls, documents, and emails. From our websites, we may collect IP-address and actions taken on the site.

If you upload photos or videos, add posts or comments, etc. on our website, the information can be read by anyone with access to the site and used for purposes over which we or you have no control. Therefore, The Culture Diary is not responsible for any information you submit to the website.

If you apply for a job at The Culture Diary, we collect the data you provide during the application process.

The Culture Diary does not collect or process any special categories of personal data, such as public unique identifiers or sensitive personal data.

How long do we keep your personal data?

We store personal data for as long as we find it necessary to fulfill the purpose for which the personal data was collected, while also considering our need to answer your queries or resolve possible problems, to comply with legal requirements under applicable laws, to attend to any legal claims/complaints, and for safeguarding purposes.

This means that we may retain your personal data for a reasonable period of time after your last interaction with us. When the personal data that we have collected is no longer required, we will delete it in a secure manner. We may process data for statistical purposes, but in such cases, data will be anonymised.

Your rights to your personal data

You have the following rights with respect to your personal data:

• The right to request a copy of your personal data that The Culture Diary holds about you.

  • You can send this query to dcmsdataprotection@culture.gov.uk(link sends e-mail).

• The right to request that The Culture Diary corrects your personal data if inaccurate or out of date.

  • If have registered a profile on our website, you may update your user profile by logging in and changing it on your profile 

• The right to request that your personal data is deleted when it is no longer necessary for The Culture Diary to retain such data.

  • You can request this functionality by going to contact us and sending us an email here to dcmsdataprotection@culture.gov.uk(link sends e-mail).with your username and email address. 

• The right to withdraw any consent to personal data processing at any time. For example, your consent to receive e-marketing communications:

  • If you want to withdraw your consent to e-marketing, please make use of the unsubscribe link included in our communication. Please note that you may still receive system messages and administrative communications from us, such as system messages and notifications about your account activities.

• The right to request that The Culture Diary provides you with your personal data and, if possible, to pass on this information directly (in a portable format) to another data controller when the processing is based on consent or contract.

  • You can send this query to dcmsdataprotection@culture.gov.uk(link sends e-mail) with your username and email address

• The right to request a restriction on further data processing, in case there is a dispute in relation to the accuracy or processing of your personal data.

• The right to object to the processing of personal data, in case data processing has been based on legitimate interest and/or direct marketing.

  • You can send this query to dcmsdataprotection@culture.gov.uk(link sends e-mail).

Any query about your personal data and privacy rights should be sent to dcmsdataprotection@culture.gov.uk(link sends e-mail).

The use of cookies and beacons

We use cookies and web beacons (‘Website Navigational Information’) to collect information as you navigate the company’s websites. Website Navigational Information includes standard information from your web browser, such as browser type and browser language; your Internet Protocol (“IP”) address; and the actions you take on the company’s websites, such as the web pages viewed and the links clicked.

This information is used to make websites work more efficiently, as well as to provide business and marketing information to the owners of the site, and to gather such personal data as browser type and operating system, referring page, path through site, domain of ISP, etc. for the purposes of understanding how visitors use a website. Cookies and similar technologies help us tailor our website to your personal needs, as well as to detect and prevent security threats and abuse. If used alone, cookies and web beacons do not personally identify you.

For further information visit http://www.aboutcookies.org or http://www.allaboutcookies.org. You can set your browser not to accept cookies and the above websites tell you how to remove cookies from your browser. However in a few cases some of our website features may not function as a result.

Do we share your data with anyone?

We do not share, sell, rent, or trade your information with any third parties without your consent, except from what is described below:

Linode

Linode is our VPS hosting provider. They provide the necessary infrastructure to run and serve the websites. They have a strict privacy policy and as an unmanaged service, they do not access the data inside the VPS. Linode privacy policy can be accessed here - https://www.linode.com/privacy.

Them Ltd

Them is our IT service partner. They are hosting, upgrading, patching and updating our website so they need to have access to your data among all other things. 

Coventry City of Culture Trust

The Coventry City of Culture Trust require the use of The Culture Diary admin area in order to organise the Coventry City of Culture 2021 year-long events. They will be using the Clash Diary to facilitate this and approve new users and organisations signing up to The Culture Diary to join this event.

MailChimp

We use a third-party provider, MailChimp, to deliver our newsletter. We gather statistics around email opening and clicks using industry standard technologies to help us monitor and improve our e-newsletter. For more information, please see MailChimp’s privacy notice (https://mailchimp.com/legal/privacy/). You can unsubscribe to general mailings at any time of the day or night by clicking the unsubscribe link at the bottom of any of our emails or by emailing our data protection officer at: dcmsdataprotection@culture.gov.uk.

Facebook, Twitter, LinkedIn, Instagram

Facebook, Instagram, and Pinterest are social networks. Integration of social network components allows them to track which page on our site you are accessing, but only if you are logged in to their account. If you do not wish this, please log out of your social network accounts before browsing the web.

Facebook privacy policy can be accessed here - https://facebook.com/about/privacy/

Twitter privacy policy can be accessed here - https://twitter.com/privacy?lang=en

Linked In privacy policy can be accessed here - https://www.linkedin.com/legal/privacy-policy

Instagram privacy policy can be accessed here - https://www.instagram.com/about/legal/privacy/

Google Analytics

When someone visits our website we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website.

Further information and the applicable data protection provisions of Google may be retrieved under https://www.google.com/intl/en/policies/privacy/ and under http://www.google.com/analytics/terms/us.html. Google Analytics is further explained under the following link: https://www.google.com/analytics/

Your right to complain with a supervisory authority

If you are unhappy with the way in which your personal data has been processed, you may, in the first instance, contact help@theculturediary.com.

If you remain dissatisfied, then you have the right to apply directly to your national supervisory authority for a decision. The supervisory authorities can be contacted at:

United Kingdom - https://ico.org.uk/concerns/

Existence of automated decision-making

As a responsible company, we do not use automatic decision-making or profiling.