We may collect personal information about you when you access the website, subscribe to our mailing list (or a mailing list of our commissioning partners), contact us, send us feedback, submit information via the website and/or participate in any of our photo mosaic projects. We collect this personal information from you either directly (such as when you submit information via the website) or indirectly (such as your browsing activity while on the website).

Photographs and data collected during a project is uploaded via our GDPR compliant secure content management system. At the end of each project, we securely archive all data collected and store it for up to ten years.

Information provided by you

The personal information we collect about you depends on the activities carried via the Website. This information includes:

  • Your name;
  • Your address;
  • Your phone number;
  • Your email address;
  • Your age;
  • Your gender;
  • Your birthplace; and/or
  • Your social media handles,

(together, “Your Basic Information“).

You may also submit content to the Website and via social media (using specific hashtags and tagging) including:

  • Photographs of you or that you have permission to grant us a licence to use; and/or
  • Stories and other information that you would like us to publish,

We do not intend to collect or use and we do not knowingly collect or use:

  • any special categories of personal data (including details about your race, ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, genetic information or biometric information) (“Special Category Data”);
  • any special categories of personal data (including details about your race, ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, genetic information or biometric information) (“Special Category Data”);
  • any personal information about criminal convictions or offences (“Criminal Offence Data”); and/or
  • any personal information relating to children (“Children’s Data”).

We keep your information confidential but may disclose it to our partners, personnel, suppliers, subcontractors (including our cloud-based data processing, data analytics and payment service providers) and others insofar as it is reasonably necessary for the purposes set out in this privacy policy. 

Sharing information with third-party service providers

We may provide your personal information to the following third-party service providers:

  • Payment-processing services such as PayPal or Intuit;
  • Delivery couriers and postal services;
  • Email marketing service providers such as Mailchimp;
  • Event ticketing services;
  • Marketing mailing houses;
  • Social media platforms;
  • Arts organisations, funders, sponsors, press, media or partners involved in our projects;
  • Companies we subcontract to photograph, design, print or deliver our projects;
  • Trained sub contracted arts assistants and interns and volunteers; and
  • Software companies that we use to safely store and encrypt our data including Jot form, Drop box and Site Ground.

This list is not exhaustive and may change from time-to-time in line with our business processes. We will not pass your information on to third parties for marketing purposes unless you have provided your consent, in which case the advertisements that appear when you visit our Website may be targeted to provide you with more relevant advertising content and you may receive communications from third parties offering similar or related services to us. We require third parties to respect your personal information and to process it only in accordance with applicable law.

Sharing information with commissioning partners

If you choose to participate in a photo mosaic project, your Basic Information and Your Content will be a part of that project and, in accordance with our Contributor Terms and Conditions, will be shared with our commissioning partners for their use in connection with that photo mosaic project. The processing of your personal information by any commissioning partner is subject to their privacy policy.

Sharing information as part of a merger, acquisition or sale

If we are involved in a merger, acquisition or sale of all or a portion of our business or assets, the information we hold may be included as part of that merger, acquisition or sale, in which case you will be notified via email and/or a prominent notice on the Website of any changes affecting the use of your personal information. 

Legal requirement to share information

We may disclose your information to the extent that we are required to do so by law (which may include to government bodies and law enforcement agencies), in connection with any legal proceedings or prospective legal proceedings and in order to establish, exercise or defend our legal rights (including providing information to others for the purposes of fraud prevention).

How we share your personal information

Under the GDPR and the DPA, you have a number of important rights free of charge. In summary, those include rights to:

  • fair processing of information and transparency over how we use your use personal information;
  • access to your personal information and to certain other supplementary information that this privacy policy is already designed to address;
  • require us to correct any mistakes in your information which we hold;
  • require the erasure of personal information concerning you in certain situations;
  • receive the personal information concerning you which you have provided to us, in a structured, commonly used and machine-readable format and have the right to transmit those data to a third party in certain situations;
  • object at any time to processing of personal information concerning you for direct marketing;
  • object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly affect you;
  • object in certain other situations to our continued processing of your personal information; and
  • otherwise restrict our processing of your personal information in certain circumstances.

For further information on each of those rights, including the circumstances in which they apply, see the Guidance from the UK Information Commissioner’s Office (“ICO”) on individuals rights under the General Data Protection Regulation.

If you would like to exercise any of those rights, please:

  • email, call or write to us;
  • let us have enough information to identify you (e.g. your name and registration details);
  • let us have proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill); and
  • let us know the information to which your request relates.

You are under no statutory or contractual obligation to provide us with any personal information. However, if you do not provide the personal information necessary for the performance of our Services, we will not be able to provide you with our Services. If you are unhappy with the way that we are processing your personal information or would like to limit the processing of your personal information to a particular purpose, please email us here.

If you have previously consented to direct marketing but now would prefer not to receive direct marketing, you can follow the opt-out links on any marketing message sent to you or you can email us here.