Privacy Notice

Havering London Limited is committed to protecting your personal information and being transparent about what information we hold about you and how we use it, and handle personal data in accordance with the UK GDPR and the Data Protection Act 2018.

The purpose of this Privacy Notice is to provide a clear explanation about how we collect and use the information we gather from you directly and from third parties. We may update this Notice occasionally, so please check this page for the latest version. 

We use your information in accordance with all applicable laws concerning the protection of personal information. This notice explains: 

• Who we are
• What information we may collect about you
• How and when we may use that information
• Who has access to that information and in what situations we may disclose your details to third parties
• Your choices about the personal information you give us
• Information about how we keep your personal information secure, how we maintain it and your rights to be able to access it
• What to do if you have a complaint about the use of your data

By using our website or corresponding with Havering London, you agree to be bound by this Notice.

If you have questions about this Notice or our privacy practices, please contact us at:

Email: manager@haveringlondon.com
Post: Havering London Limited, ℅ Havering Town Hall, Main Road, Romford, RM3 3BB

Who We Are
Havering London Limited (company limited by guarantee, no. 15885716 registered at Havering Town Hall, Main Road, Romford RM3 3BB) is a cultural and placemaking organisation created to deliver Havering’s cultural strategy and lead on cultural activity across the borough. It exists to bring partners together — including Havering Council, community groups, creatives, and private sector — to make Havering a more vibrant, inclusive and connected place through culture.

We are the data controller, meaning that we decide how your personal data is processed and for what purposes. We take your privacy seriously and will only use your personal information to provide the services you have requested.

We are registered with the Information Commissioner’s Office (ICO). 

What is Personal Data?
Personal data refers to information that can identify a living individual, either on its own or combined with other data we hold.

What information we may collect about you
We collect various types of personal information and in a number of ways. We only collect these personal details when you specifically provide them. This information comes directly from you and with your consent when you:

• Use our website, email or phone to contact us
• Sign up for our email newsletter
• Register your venue, event or opportunity with us
• Register or buy a ticket for an event or activity via a third party ticketing platform or service such as Typeform or Eventbrite
• Answer a survey, or email us with feedback
• Volunteer or participate in our events or activities
• Apply for a paid or voluntary opportunity with us

We also use Cookies on our website.

Havering London collects and process the details of attendees, participants and enquirers to

• To provide the service, goods or information that they have requested.
• For administration purposes e.g. ticket sales, to administer free events, process applications for creative briefs
• To gather feedback to help improve our work
• To further our aims

How and when we may use that information
We may use your information to:

• Send you communications by post, email, phone, WhatsApp and/or SMS with information that you have consented to (e.g. newsletters, opportunities)
• Contact you either by post, email, phone, WhatsApp and/or SMS with information about events, activities, or opportunities that we feel may be of interest to you. We will not use your personal information for this purpose if you have told us that you do not want to be contacted.
• Ask for feedback or comments on our work via online or in-person surveys
• Notify you of changes to our services
• Analyse data to continue to improve our understanding of our audiences.
• Process job or volunteer applications
• We will also hold and analyse your data to continue to improve our understanding of our audiences. 

We will also hold and analyse your data to continue to improve our understanding of our target audiences and our supporters. This will enable us to create a profile of your interest and preferences in order to personalise the communications we make, and we may contact you in the most appropriate way and with the most relevant information.

When you use our services and provide your personal data, you do not need to subscribe to marketing from us. 

Who has access to your information

• Only Havering London staff and approved partners have access where necessary.
• All staff follow strict confidentiality procedures.
• We never sell or rent your data, and we do not share it for marketing purposes.

Third-Party Providers
We may occasionally outsource functions when we do not have the capacity and expertise required in-house, and we work with third party organisations to provide systems such as email and ticketing. In such cases, we will only use firms with processes in place that ensure the safe and confidential processing of personal data at all times for, and we will ensure that these third parties comply strictly with data protection laws, for example around security of personal data.  These include:

• MailChimp (USA) – for e-newsletters.
• Eventbrite – for ticketing.
• Typeform and Arts Council England systems – for surveys and feedback.

These providers have their own privacy policies, and your data may be transferred outside the UK (e.g. MailChimp servers in the US). We may also disclose personal information where we are under a duty to comply with any legal obligation (for example to government bodies and law enforcement agencies).

Data Sharing
Havering London will never sell your personal information to others. From time to time, we may share email address information with specific named organisations whose events or activities you have attended or participated in. In these cases we will always ask for your explicit consent before doing so, and the organisations will adhere to the Data Sharing agreements in place between us.

We will never share this information without your express permission.

How Long We Keep Your Data

• We keep personal data only as long as necessary to fulfil the purposes it was collected for, including legal and reporting obligations. Typically, unused personal data is deleted after five years.

Security of Your Data

• Access is password-protected and/or locked.
• If you register with our services, you are responsible for keeping your password secure.

Job or volunteer applications
If you apply to work or volunteer for Havering London, we will use the information you supply to us to process your application and to monitor recruitment statistics. Where we want to disclose information to a third party, for example where we want to take up a reference or obtain a disclosure from Disclosure Scotland or the Disclosure and Barring Service, we will not do so without informing you beforehand.

Personal information about unsuccessful candidates will be held for 12 months after the recruitment exercise has been completed, after which it will be destroyed, unless you have asked us to destroy it earlier or allowed us to retain it for longer by written request.

Special Categories of Data
(GDPR) Data Protection law recognises that certain categories of personal information are more sensitive such as health information, ethnicity and religious beliefs. We only collect this type of information when there is a clear reason for doing so, for example for research purposes and equal opportunities monitoring or to improve accessibility to events and activities. This information is anonymised.

Legal Basis
There are three bases under which we may process your data:

Contract purposes
When you make a purchase from Havering London you are entering into a contract with us. To perform this contract we need to process and store your data. For example,  we may need to contact you in the case of cancellation of an event. Alternatively if we contract you as an artist we are also entering into a contract with you and we will process and store your data in order to fulfil contract requirements.

Legitimate business interests
We will collect and process your personal data for purposes that are in our legitimate organisational interests. However, we only do this if there is no overriding prejudice to you by using your personal information in this way. We describe below all situations where we may use this basis for processing.

With your explicit consent
For any situations where the two bases above are not appropriate, we will instead ask for your explicit consent before using your personal information in that specific situation (e.g. telephone campaigns or sharing your data with a third party organisations)

Your Rights

You have the following rights:

• Access – you are able to request a copy of your personal data at any time by making a Subject Access Request. Please see below for how to do this.
• Rectification – You are able to update and correct inaccurate or incomplete data. Please do so by contacting info@haveringlondon.com 
• Erasure – you can ask us to delete your data by emailing info@haveringlondon.com 
• Restriction – this limits how we process your data. We keep personal data only as long as necessary to fulfil the purposes it was collected for, including legal and reporting obligations. Typically, unused personal data is deleted after five years. You may ask us to delete your data at any time/
• Portability – you can request your data in a transferable format.
• Objection – you can object to us processing your data for legitimate interests or marketing.
• Withdraw consent – you will be asked to opt-in to share your data, and may withdraw your consent at any time, stopping us from using your data where consent applies.

Subject Access Requests
If you would like a copy of all or part of your personal information held by Havering London, please make a subject access request by email or in writing to:

Email: manager@haveringlondon.com
Post:  Havering London Limited, ℅ Havering Town Hall, Main Road, Romford, RM3 3BB

We will respond within one month. Complex requests may take longer, but we will inform you within the first month.

Complaints and enquiries
If you have any complaints and enquiries about, or suggestions for improvements to, our data protection processes these should be directed to General Manager at manager@haveringlondon.com.

You have the right to lodge a complaint about the use of your data either by using our contact details, or contacting the Information Commissioner’s Office (ICO) or by calling 0303 123 1113. If you contact us to lodge a complaint, we will respond within 21 working days. If you are not satisfied, you can also contact the ICO:

Information Commissioner’s Office
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Tel: 0303 123 1113
Website: www.ico.org.uk

This privacy notice does not provide exhaustive detail of all aspects of Havering London’s collection and use of personal information. However, we are happy to provide any additional information or explanation needed.