How We Use Members’ Data
Tate and The Paul Mellon Centre for Studies in British Art, as joint lead organisations for the British Art Network, are Joint Controllers of personal data relating to the Network’s activities.
As a member of the British Art Network, Tate and The Paul Mellon Centre for Studies in British Art process personal data relating to you to fulfil our contractual obligations. It also enables Tate and The Paul Mellon Centre for British Art to provide you with relevant information and for communications purposes unless you ask us not to do so.
The Purpose of Processing
Tate and the Paul Mellon Centre process your personal data to provide and administer services to perform tasks relating to Tate’s functioning as a public institution (as per Article 6(1)(c)). This data processing is based on your consent. These services include but are not limited to; surveys to track statistics, newsletters, and access to online material. Where Tate and the Paul Mellon Centre are relying on your consent to process your personal data, you have the right to withdraw your consent at any time.
Tate and the Paul Mellon Centre process your personal data for the purposes of administering an agreement (Article 6(1)(b) of the UK GDPR). The administration of a contract includes: procurement, payments, renewals, disputes, and other processes related to the entering and performance of a contract. If you do not provide all of the requested personal data then Tate and the Paul Mellon Centre may not be able to enter into and perform the contract.
Your Data: Communications
As a member of the British Art Network, Tate and The Paul Mellon Centre for Studies in British Art process personal data (e.g. contact details) to fulfil our contractual obligations. It also enables Tate and The Paul Mellon Centre for British Art to provide you with relevant information and for communications purposes unless you ask us not to do so.
Your Data: Network Events
If you participate in Network events, Tate and The Paul Mellon Centre for Studies in British Art will also process personal data (e.g. contact details, access and dietary requirements) for:
- the administrative, accounting, taxation and management purposes of the British Art Network;
- ensuring the health and safety of all participants in British Art Network events;
- supporting work to ensure diversity and inclusion across British Art Network activities (personal data you provide to this end will only be published in statistical form, with all data anonymised).
Tate and The Paul Mellon Centre for Studies in British Art will, when necessary for those purposes, make such data available to third parties providing services to the British Art Network and to regulatory authorities (including HMRC) and as required by law.
Your Data: Research and Evaluation
The British Art Network is working with external evaluators and audience development consultants as part of its funding agreements and its commitment to learning from its members in order to improve its practices.
From 6 November 2023, Tate and The Paul Mellon Centre for Studies in British Art will make certain personal data on British Art Network members available to these third parties to allow them to undertake membership research and evaluation services.
Member names and email addresses will be provided in order to send a survey to all Network members.
The following pseudonymised data on members (no names) will be provided to undertake research into the breadth of organisational engagement with the Network: job title, organisation, date of joining the Network, BAN bursaries awarded since 2019, region according to Arts Council England area boundaries. This research will remain internal to the British Art Network team and Steering Group, and will not be shared more widely.
Your Data: Bursary Applications
The British Art Network doesnot use automated decision making.
Monitoring forms are separated from application forms and do not form part of the shortlisting process. Individual monitoring forms are destroyed following the collation of statistical, anonymised data by the British Art Network team. All information remains anonymous in funding reports and evaluation reports. Fuller information about how the British Art Network processes your data when you apply for a Network bursary can be found in the bursary application documents.
Your personal data is shared with other organisations to process information on its behalf. Your personal data may be used for research or analysis purposes. Your personal data may also be used by our auditors to assess our compliance with standards and regulations. Some of these organisations could be based outside of the European Economic Area (EEA) or could store data outside the EEA. The British Art Network will adhere to adequacy decision guidelines when data is transferred outside of the EEA. Your personal data is shared using secure transfer methods. Tate and the Paul Mellon Centre have assured the data safeguarding measures of all organisations with which your personal data is shared.
Safeguarding Your Data
Electronic information is processed within our secure networks. Hard copy information is processed within our secure premises. Where it is necessary for us to share information with third parties we consider the technical or organisational security measures they have in place before allowing access or transmitting data. Our electronic systems and physical storage have appropriate access controls applied. The systems we use allow us to erase or update personal data at any point in time.
Retention and Erasure
Personal data relating to you will be retained by Tate and The Paul Mellon Centre for Studies in British Art until the end of the funding period, after which it will be destroyed. We retain personal information from our members for three months from the cancellation of the membership unless there is a legitimate reason to retain it for longer. Any invoices, reimbursement claims and letters of agreement will be retained by Tate and The Paul Mellon Centre for Studies in British Art for 6 years after the current financial year, after which they will be destroyed. Select information (such as significant email exchanges relating to the content of a Network event) may be retained permanently in each party’s Institutional Archive for research purposes.
You do not have to provide your consent and you can withdraw your consent at any time. If you do not provide your consent to process your personal data for a specific service that is offered under the lawful basis of your consent, then we might not be able to provide that service to you in full.
Should you no longer wish to receive direct contact from the Network, or should you wish to be removed entirely from the British Art Network members database, you may contact the Paul Mellon Centre for Studies in British Art ([email protected]) copying into the email the British Art Network Team ([email protected]) or call us on 0207 511 3800.
We try to respond to all legitimate requests within one month. Occasionally, it may 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.
We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial changes. We will also notify you in other ways from time to time about the processing of your personal data.