Privacy Policy

 

1. Introduction

This Privacy Policy explains how The Space by AZM CIC collects, uses, stores and protects personal information.

The Space by AZM CIC is committed to handling personal data responsibly, lawfully, fairly and transparently.

 

This policy applies to personal information collected through our website, email communications, applications, enquiries, partnerships, programmes, events, residencies, mentoring, collaborations, sponsorship, donations and other activities connected with The Space by AZM CIC.

 

2. Who We Are

The Space by AZM CIC is a Community Interest Company supporting visibility, opportunity and access for UK-based designers, artists and creative practitioners through creative and cultural activity.

 

For questions about this Privacy Policy or how personal data is handled, please contact :

Email : Info@thespace.website

 

3. Personal Information We May Collect

We may collect personal information when you contact us, submit an application, register interest, attend an event, work with us, partner with us, support us, donate, sponsor activity or otherwise engage with The Space by AZM CIC.

 

This may include :

  • name
  • email address
  • telephone number
  • postal address or location
  • professional title, organisation or creative practice
  • portfolio, biography, artist statement, CV, website or social media links
  • application information and supporting materials
  • images, videos, creative submissions or project proposals
  • correspondence with us
  • event, programme or participation information
  • payment, donation, sponsorship or funding-related information
  • accessibility, safeguarding or support needs where voluntarily provided
  • equal opportunities monitoring information where voluntarily provided
  • website usage information, where collected through cookies or analytics

 

We will only collect personal information that is relevant to our work and the purpose for which it is provided.

 

4. How We Use Personal Information

We may use personal information to :

  • respond to enquiries
  • assess applications and expressions of interest
  • manage programmes, residencies, exhibitions, pop-ups, events, mentoring and collaborations
  • communicate with applicants, artists, designers, partners, funders, sponsors, donors, suppliers and participants
  • review portfolios, proposals and creative submissions
  • organise events, meetings and public-facing activity
  • manage partnerships, sponsorship, donations and support
  • administer contracts, invoices, payments or financial records
  • comply with legal, regulatory, safeguarding, governance or reporting obligations
  • protect the safety, integrity and reputation of The Space by AZM CIC
  • improve our website, communications, programmes and services
  • promote selected work, projects or participants where permission has been obtained

 

5. Lawful Basis for Using Personal Data

We will only use personal data where we have a lawful basis to do so.

The ICO explains that organisations must have a valid lawful basis when collecting or using personal information.

 

Depending on the situation, we may rely on one or more of the following lawful bases :
 

Consent : where you have given permission, for example to receive certain communications or for your image, biography or creative work to be used for promotion.

Contract : where processing is necessary to take steps before entering into an agreement or to perform an agreement with you.

Legal obligation : where we need to comply with legal, accounting, safeguarding, regulatory or reporting requirements.

Legitimate interests : where it is necessary for the proper operation, administration, protection and development of The Space by AZM CIC, provided your rights and interests do not override those interests.

 

6. Special Category Data

In some circumstances, we may receive sensitive personal information, for example information relating to health, disability, access needs, ethnicity, safeguarding concerns or equal opportunities monitoring.

We will only collect this information where it is relevant, necessary and provided voluntarily or where we have a lawful reason to process it.

Special category data requires additional protection and a separate condition for processing under UK data protection law.

 

7. Creative Submissions and Portfolio Materials

If you submit creative work, images, video, portfolio materials, proposals, biography, statements or links, we will use them only for the purpose for which they were provided, such as assessing an application, considering an opportunity, managing a programme, or communicating with you.

The Space by AZM CIC does not claim ownership of your creative work simply because you submit it.

Where selected work is to be published, promoted, exhibited, shared with partners or used publicly, we may request separate permission or agree separate terms with you.

 

8. Sharing Personal Information

We may share personal information where necessary and appropriate with :

  • staff, contractors, advisers, assessors or volunteers acting for The Space by AZM CIC
  • venues, partners, funders, sponsors or collaborators involved in relevant activity
  • professional advisers, accountants, insurers or legal advisers
  • payment, banking, IT, website, email or administration service providers
  • safeguarding, regulatory, legal or public authorities where required or appropriate

 

We will not sell personal information.

We will not share personal information publicly without a proper reason or permission where required.

 

9. International Transfers

Some service providers, digital tools, email platforms, cloud storage systems or website services may process information outside the United Kingdom.

Where this happens, we will take reasonable steps to ensure that appropriate safeguards are in place.

 

10. How Long We Keep Personal Information

We will keep personal information only for as long as necessary for the purpose for which it was collected, including any legal, accounting, governance, safeguarding, reporting or dispute-related requirements.

Retention periods may vary depending on the type of information and the reason it is held.

 

For example :

  • general enquiries may be kept for a limited period after the enquiry is resolved
  • application materials may be kept for programme administration, future reference or audit purposes where appropriate
  • financial and accounting records may be kept for the period required by law
  • safeguarding, conduct or complaints records may be kept for as long as necessary due to the nature of the concern

 

11. How We Protect Personal Information

We will take reasonable steps to protect personal information from unauthorised access, loss, misuse, alteration or disclosure.

Access to personal information will be limited to those who need it for legitimate organisational purposes.

 

12. Website Cookies and Analytics

Our website may use cookies or similar technologies to support website functionality, improve user experience or understand how the website is used.

Where required, visitors will be provided with information about cookies and choices about their use.

 

13. Your Rights

Under UK data protection law, you may have rights in relation to your personal information, including the right to :

  • be informed about how your data is used
  • access your personal data
  • request correction of inaccurate data
  • request deletion of your data in certain circumstances
  • request restriction of processing
  • object to processing in certain circumstances
  • request data portability in certain circumstances
  • withdraw consent where processing is based on consent

 

Some rights may not apply in every situation, depending on the lawful basis and the circumstances.

The ICO notes that lawful basis can affect which rights are available.

 

14. Complaints

If you have concerns about how The Space by AZM CIC handles your personal information, you can contact us first so that we can try to resolve the matter.

 

Email : Concerns@thespace.website
 

You also have the right to complain to the Information Commissioner’s Office (ICO), the UK Regulator for Data Protection.

 

15. Changes to This Privacy Policy

The Space by AZM CIC may update this Privacy Policy from time to time.

Any updated version will be published on this website.

 

16. Contact

For questions about this Privacy Policy or how personal information is handled, please contact :

 

Email : Info@thespace.website