Privacy & Child Protection Policy

Privacy Policy

The Arts Council, as part of the Department of Education, Sport and Culture, is committed to protecting your privacy and ensuring all of your personal information is safe and secure. This privacy policy outlines how we will use, maintain and disclose data collected from users of our website. 

The Department of Education, Sport and Culture is a data controller for the purposes of the Data Protection Act 2002/General Data Protection Regulation (Isle of Man) Order 2018.  The contact details for the Department of Education, Sport and Culture are:

Data Controller – Department of Education Sport and Culture.  Thie Slieau Whallian, St John's, IM4 3AS

The information we collect

We may collect, store and use the following types of personal data:

·         Information you provide to us for the purpose on funding, on funding application forms.

·         Information that you provide to us for the purpose of registering with us for the online application portal.

·         Information that you provide to us for the purpose of subscribing to our website services, email notifications and/or newsletters.

·         Details of any ticketing history or future purchases.

·         Any other information that you choose to send to us.

·         Record details of your visit to our website included, but not limited to:

Google Analytics: Information about your computer and about your visits to and use of this website, such as your IP address, geographical location, browser type, referral source, length of visit and number of page views. Please note that this information does not identify any individual user.

Freedom of Information Act

In accordance with the Freedom of Information Act the Arts Council may be required to disclose your information as part of a freedom of Information request. Please refer to the information below.

Cookies Policy 

Details on the cookies we use can be found within the Cookies page on our website.

The Data Protection Officer for the Department of Education, Sport and Culture is: DPO, Department of Education, Sport and Culture, Thie Slieau Whallian, St Johns, IM4 3AS.  Tel 01624 685834.  Email. DPO-DESC@gov.im

When we collect your personal data we will:

·         Only collect what we need and no more.

·         Keep your information secure.

·         Tell you how we will use your information.

·         Delete your information when it is no longer needed.

·         Only process your information in line with rules set out in the General Data Protection Regulation (Isle of Man) Order 2018.

How we will use your information

We collect and process information, including personal data, to provide effective and efficient services.

The Arts Council will use your information in line with the rules set out in the Data Protection Act 2002 / General Data Protection Regulation (Isle of Man) Order 2018 for the following reasons:

·         Contact you, with your consent, about funding, events and services that you have requested/provided or which we believe that you may be interested in.

·         Contact you regarding updates and changes to the funding application process, with your consent.

·         Application forms including End of Project forms are used for the purpose of administration and data collection as far as collating statistics relevant to the use of tax payers, and as part of a contract with you to further the arts on-island.

·         To analyse use of the website and make improvements.

·         help prevent and detect crime

To assist in the delivery of our services we use the following:

Eventbrite – our choice of provider for the purchase of e-tickets.  Your name, email address, home address, phone number and interests.  Secure payments are made via Eventbrite through a link on our website. Eventbrite participates in and has certified its compliance with the EU-U.S. Privacy Shield Framework.

MailChimp – to allow us to email customers on a regular basis, weekly and monthly.  Your name, email address, interests are all that we request.  MailChimp participates in and has certified its compliance with the EU-U.S. Privacy Shield Framework.

(Details of organisations covered by Privacy Shield can be found at: https://www.privacyshield.gov/list )

To assist in the delivery of future services, specifically the online application portal we will be collecting data from a log-in portal within our website. By registering with the online application portal you will be giving the Isle of Man Arts Council permission to use your data as part of the administration process.

Transfer of Information outside the EEA

Eventbrite and MailChimp may require data to be stored on servers outside of the EEA, as detailed above.  Information sent to these will be limited to that which is necessary.

Marketing

We will only contact individuals who have subscribed to the Arts Council newsletter, or have requested direct communication for marketing purposes, and only in relation to the application funding process and any marketing products and/or services that we publicise as art of our strategy to promote on-island Creative Industries.

Should you wish to no longer receive marketing communications from us:

·         An unsubscribe facility is available within the marketing email which opens a webpage to allow you to request no further marketing contact from us.

·         You can reply to the newsletter directly requesting no further marketing contact (opt out facility).

·         Contact the Arts Council directly on 01624 697420 or email us at ali.debacker@gov.im to request no further marketing contact from us.

After any of these have occurred, we will not directly contact you in this regard again unless you provide a subsequent request to start receiving it again.

What types of personal data do we collect about you

Depending on how you interact with us we may process different data about you. Below you will find an overview of the categories of data that we may collect.  If you use a link to any website operated by a Department or Office of the Isle of Man Government, or any external website, you should make sure you read the privacy policy or fair processing notice on that website page to find out what it does with your information.

Information you provide to us directly

Category of data
Examples of that type of data
Account login information
Login ID, password, or security questions
Contact information
Name, email address, telephone number, address
Financial data
Amount of funding applied for, amount of funding received, amount of funding returned, costs of tickets bought through Eventbrite

We do not hold credit or debit card information
Other information
Feedback, comments, complaints
Personal identification data
Name, title, date of birth, address
 

Information we collect automatically

When you visit or use our website we may collect information sent to us by your computer, mobile phone, or other device. For example we may collect:

Category of data
Examples of that type of data
Device information
Hardware model, operating system version
Log information
Time, date and duration of visit
Other information
Links you click, location, interests and hobbies, gender and age
Tracking information
We use cookies

Read more about how we use Cookies

Social media referral pages
 

See the privacy policies of Eventbrite and MailChimp for details of information they may collect, which is not passed on to us, such as IP address.

Protecting your information

The Arts Council will ensure that:

·         Safeguards are in place to make sure personal data is kept securely.

·         Only authorised staff are able to view your data.

·         Not pass your details to third parties unless we are instructed to do so by court order, under the remit of Freedom of Information or you provide permission for us to do so.

·         Retain the information for no longer than is necessary and your information will be permanently deleted once the timeframe set out below has been reached.

We may share your information:

·         With or between other Government Departments, Boards and Offices to provide a service or information you have requested.

·         The police or law enforcement agencies where there is a legal requirement to do so.

·         The courts on production of a valid court order.

·         The general public under a Freedom of Information request where necessary and justifiable.

Your Rights

You have a right to access your personal data to ensure that it is accurate, and to request that it is rectified, blocked, erased or destroyed if it is inaccurate. 

To make any request relating to your data held by us, please contact the Data Protection Officer for the Department of Education, Sport and Culture: Data Protection Officer.  Department of Education, Sport and Culture. Thie Slieau Whallian, St John's IM4 3AS. Email: DPO-DESC@gov.im or telephone 01624 685808.

If you are not satisfied with the response you receive, you may also complain to the Information Commissioner, whose details can be found on www.inforights.im, or the relevant supervisory authority.  You may have a right to other remedies.

Arts Council Retention Periods

Arts Council Retention Periods

Document Type
Retention Periods

(From date submitted)
Application Form (if successfully funded)
6 years
End of Project Form
6 years

Unsuccessful funding applications will be deleted within 3 months of being declined.

Mailing list subscription
Renewed every 5 years

-       if there is no response the subscription and all information regarding yourself (name, email address and interests) will be deleted

More Information

You can find out more information by:

·         Looking at the advice given on the government website.

·         Contacting our Data Protection Officer.

·         Making a complaint if you feel that your information is not being processed fairly.

·         Making a subject access request for the personal data we hold about you.

Information can be obtained in large print, braille, or in an alternative language.

Privacy policy amends

This Privacy Notice may change. We will not reduce your rights under this Privacy Notice without your consent. If any significant change is made to this Privacy Notice we will provide a prominent notice on this website so that you can review the updated Privacy Notice.

Child Protection Policy

1)     Purpose of the Arts Council Child Protection Policy

         a)    This policy details the position of this organisation in relation to child protection issues arising during any activity under the jurisdiction of the Arts Council.

2)     Supervision ratios

       a)     When allocating adult staff for the purpose of supervision of an activity involving children or young people, a risk assessment will be made taking the following factors into account: the sex, age and ability of the group; children with special educational or medical needs; nature of activities; experience of adults in off-site supervision; duration and nature of any journeys involved; type of any accommodation; competence of staff, both general and on specific activities; requirements of the organisation/location to be visited; competence and behaviour of pupils; and first aid cover.

b)         For general activities, the following ratios will be used:

a.    1 adult for every 6 children aged 5-8

b.    1 adult for every 10-15 children aged 8-11

c.    1 adult for every 15-20 children aged 12 and over

c)        The minimum requirement for supervision of any size group is one adult, plus enough supervisors to cope effectively with an emergency, based upon the results of the risk assessment as above.

3)     Changing Rooms

       a)     When children and young people are using changing rooms, two members of staff will supervise them. Adult staff must not change or shower at the same time using the same facilities. For mixed gender activities, separate facilities will be made available for boys and girls.  If a child feels uncomfortable changing or showering in public, no pressure will be placed on them to do so. Instead, they will be encouraged to shower or change at home.

       b)     If children with disabilities are taking part, both the child and their carer must be involved in deciding how they should be assisted.  Ensure they are able to consent to the assistance that is offered.

4)     Injuries and illness

       a)     When an injury occurs during any activity, the staff witnessing the incident should inform the parents of the child as soon as possible. If the child requires medical attention, staff should arrange for this immediately.  All incident report forms must be completed for the incident and filed with the Arts Council.

b) For all children taking part in Arts Council activities, contact details should be available, as well as information about any relevant medical conditions.

5) Collection by parents/carers

         a)     Timetables for all events and activities should be made available to parents, and parents should be notified of any changes to this timetable in writing. For any child under the age of 18, permission must be obtained from a parent/carer before taking part in any activities.

       b)     The Arts Council is not responsible for transporting children to or from activities. In cases of late collection, staff should attempt to contact the parent/carer of the child according to the information held regarding contact

               details, using the alternative contact if necessary.  Staff should wait with the child until collected, and inform the parent/carer of the policy relating to late collection.

       c)     Staff should not, in cases of late collection, take the child home or to any other location, or ask the child to wait with them in a vehicle or facility alone. Children should not be sent home with any other person except with permission from the parent or carer.

6)     Discipline

       a)     Discipline should only be used with the clear intention of teaching or re-enforcing appropriate behaviour, and not to gain power, to embarrass or humiliate a child or young person.

       b)     Discipline should only be used to:

               i)  Develop a sense of responsibility for behaviour.

               ii)  Develop respect for others and their property.

               iii) Reinforce the rules or values of the activity.

               iv) Reinforce positive behaviour or attitudes. 

               v) Reinforce awareness of the health and safety aspects of the activity.

7)     Physical Contact

       a)     Staff may need to use physical contact during an activity to instruct, encourage, protect or comfort a child or young person. This should be used only to meet the child’s needs and not the adult’s.

       b)     Physical contact should only be used to:

               i)  Develop arts activity skills or techniques.

               ii)  To treat or prevent an injury.

               iii) To meet the requirements of the arts activity.

c)        The adult concerned should explain the reason for the physical contact to the child, and unless the situation is an emergency the adult should ask the child’s permission.

d)        Physical contact should not include touching genital areas, buttocks or breasts.

Physical contact should not take place in secret or out of sight of others. All injuries should be fully recorded by staff.

         8)     Sexual Activity

a)   Sexual activity between children/young people is strictly prohibited during events and activities organised by the Arts Council.  Inappropriate sexual behaviour committed by a young person may lead to disciplinary action in accordance with Manx legislation. Sexual activity between adults and children under the age of 16 is a criminal act and should be reported immediately.

  b)    Sexual interactions between adults and young people (aged 16 or over) involved in the same activity are prohibited when the adult is in a position of trust or authority.  Inappropriate or criminal sexual behaviour committed by an adult will lead to suspension and disciplinary action.

         9)     Participants with Disabilities

  a)    Children or young people with disabilities have the same rights and opportunities as others involved in the activity to have fun and be safe.  Due to their particular vulnerability to abuse or neglect, staff should take additional steps to safeguard them.  Information relating to Arts Council activities should be made accessible to children or young people with communication difficulties.

  b)    When involving children with disabilities in events activities, staff should seek advice from the child with their parents regarding how they may be best assisted when taking part.  When children with disabilities are lifted or manually supported, the individual child must be treated with dignity and respect.

Terms & Conditions

It is important that you read and fully understand our terms and conditions of use.

Welcome to our website. If you continue to browse and use this website you are agreeing to comply with and be bound by the following terms and conditions of use, which together with our privacy policy governs Arts Council's relationship with you in relation to this website.

The term "Arts Council" or "us" or "we" refers to the owner of the website and associated business. The term "you" refers to the user or viewer of our website.

The use of this website is subject to the following terms of use:

The content of the pages of this website is for your general information and use only. It is subject to change without notice.

Neither we nor any third parties provide any warranty or guarantee as to the accuracy, timeliness, performance, completeness or suitability of the information and materials found or offered on this website for any particular purpose. You acknowledge that such information and materials may contain inaccuracies or errors and we expressly exclude liability for any such inaccuracies or errors to the fullest extent permitted by law.

Your use of any information or materials on this website is entirely at your own risk, for which we shall not be liable. It shall be your own responsibility to ensure that any products, services or information available through this website meet your specific requirements.

This website contains material which is owned by or licensed to us. This material includes, but is not limited to, the design, layout, look, appearance and graphics. Reproduction is prohibited other than in accordance with the copyright notice, which forms part of these terms and conditions.

All trademarks reproduced in this website, which are not the property of, or licensed to the operator, are acknowledged on the website.

Unauthorised use of this website may give to a claim for damages and/or be a criminal offence.

From time to time this website may also include links to other websites. These links are provided for your convenience to provide further information. They do not signify that we endorse the website(s). We have no responsibility for the content of the linked website(s).

You may not create a link to this website from another website or document without Arts Council's prior written consent.

Your use of this website and any dispute arising out of such use of the website is subject to the local laws.

Cookie Policy

To comply with the Privacy and Electronic Communications Regulations we periodically conduct a Cookie Audit of our website. This Cookie Audit was last updated on 24 May 2012.

Our website uses a number of cookies to store data on our visitor's computers.  

To find out how to control the cookies that are created on your device please see this page. To find out how to delete cookies please see this page. For more information about managing cookies, please see http://www.aboutcookies.org/.

Cookies created by this website

This website creates a number of cookies, which are referred to as first party cookies as they are specific to the host site that created them.  All the first-party cookies which are created do not store any personal or sensitive information, or anything that makes you personally identifiable to us. They are used for essential functionality such as security when processing form data or for analytics which helps us use anonymous visitor data to gain a better understanding of how people use our website.

Session IDs

Our web server may create an essential session cookie called PHPSESSID, which is essential for your use of some of the interactive elements of the website, such as contact forms.  The cookie contains a session ID which is a mechanism for distinguishing your visit to our website from any other visitors that may be using the website at the same time. This cookie expires when you leave our website.

Cookie Message

If you click the 'close' button on the Cookie Message that may appear along the top of our website, our web server will create a cookie called cookieclosed, which is essential for remembering that you have closed this message, and to prevent it from continually reappearing after you have closed the message. This cookie expires after 24 months from the initial 'close' of the message, after which the Cookie Policy message may reappear if you revisit our website.

Analytics

We use Google Analytics, which creates a number of first-party cookies, all prefixed __utm:

__utma contains a unique and anonymous identifying ID, which allows us to ensure that subsequent visits to our website are recorded as belonging to the same (unique) visitor. This cookie expires after two years.
__utmb used to establish and continue a unique user session. Each time you request another page from the website the cookie is updated to expire after 30minutes.
__utmc works with __utmb to determine when to create a new session for a website visitor. This is a session cookie and expires when you exit the browser.
__utmz tracks how you found us and is used to calculate traffic and navigation within the website.
__utmv You may also sometimes find this cookie is created which relates to custom reporting segments, a feature which we occasionally use on Google Analytics

Full details of the cookies which Google Analytics uses can be found in Cookies & Google Analytics in documentation for Google's Analytics tracking code. You can also read Google's Privacy Policy for Google Analytics.

We don't share the data that Google Analytics collects, and we don't believe that our use of Google Analytics is privacy-intrusive. We use the data that is collected in the following ways:

• to report, in aggregate, how our visitors find and use our website;
• to understand overall visitor behaviour; and
• to inform how we update and improve our website.

To opt out of our use of Google Analytics you may wish to consider using the Google Analytics Opt-out Browser Add-on.

Content Marketing

There is a cookie created called hittail_ok to monitor the popularity of content on our website, in particular the blog. This cookie contains non-personally identifiable information and is deleted when you close your web browser. Every computer that accesses this website is assigned a different cookie that allows us to statistically monitor how many people are using the website. It allows us to determine the popularity of certain content in order to decide on what content to write in future blog posts. It does not allow us to track what content a specific person or device has viewed.

Paid Search Marketing

We use Google Adwords as a means of advertising our website. If you click on a sponsored advert on Google, information about the ad and keywords that brought you to our website is stored in the __utmz cookie mentioned above. This helps us track visits from Google Adwords that led to an enquiry, so that we can determine the return on investment of our advertising spend. No personally identifiable information is stored in this cookie, however we may be able to associate a contact form you have submitted, with analytics data stored in the __utmz cookie. This information is used to determine which ads and keywords led to an enquiry, so that we can optimise the Adwords campaign accordingly.

Cookies created by external services

In addition to our first-party cookies, you may be served one or more of the following third-party cookies during your visit to our website. By using our website we'll assume that you are happy to receive all cookies on our website, but we have provided information at the top of this page on how you can set your browser to prevent cookies being created.

Third party cookies are cookies created by an external service when you use a page on our website. These cookies are specific to the third-party's domain and accordingly the data held in them can be seen and managed by the third party and not by us. We control whether or not we use the third-party service with our website, and how it is integrated and presented on our website. We do not have control over the cookies themselves. We carefully select 3rd party services to use on our website; ones that are not likely to abuse your privacy according to the terms of their privacy policies.

Google Maps

We may use Google Maps on our Contact Us page to provide detailed information on how to locate our offices.  Google Maps stores up to four cookies: khcookie, NID, SNID and PREF. We use Google's interactive maps because we believe they provide a helpful way for our visitors to identify how best to travel to us. We use the Google Maps tools on the basis that Google adheres to its privacy policy and its terms of service for Google Maps

ShareThis

We may use the ShareThis plugin to help us market and distribute our content. ShareThis offers online services and applications that allow users to share content on the Web more easily.

ShareThis creates a number of cookies in order to identify a particular device that was used to interact with their service for the purposes of tracking usage and for delivering targeted advertising to its users.

ShareThis creates the following cookies: BC_BANDWIDTH, ShareUT, __stid, __unam, __uset, stOAuth

It may also create the following Google Analytics cookies for analytics purposes: __utma, __utmz

We request consent from you before enabling this plugin, which will create the necessary cookies required by ShareThis. We use this cookie on the basis that ShareThis adheres to its privacy policy. You can choose to opt out of being tracked and having your information shared from the ShareThis privacy policy.

Disqus

We use an external service to add comment functionality to our blog. This allows users to post comments about blog posts using their existing social network accounts such as facebook.

Disqus creates a number of cookies for the purpose of uniquely identifying your browser and lets Disqus help you log in faster and enhance your navigation through the site. A cookie may also convey information to us about how you use the Service.

Disqus creates the following cookies: disqus_unique, __qca, testCookie, UID, UIDR.

It may also create the Google Analytics cookies for the purpose of tracking usage of its service: __utma, __utmb, __utmc, __utmz.

For full details on how Disqus creates cookies and how they use data captured by them can be found in their privacy policy.

YouTube

We may use YouTube to host video content.  When you view a web page on our site with an embedded YouTube video, YouTube creates at least three cookies: VISITOR_INFO1_LIVE, use_hitbox, and PREF.  In some circumstances you may also find an additional GEO cookie. We use the YouTube service as a convenience for our visitors, and we use it on the basis that Google adheres to its privacy policy.

Flash Local Shared Object (LSO) storage

If you want to manage the contents of your Flash Local Shared Objects, please use Adobe's Website Storage Settings panel.

We rarely use Flash technology on our website, however in some limited circumstances we may use Flash as follows:

YouTube video

We may periodically use the YouTube service to host video content, and embed YouTube's player in our web pages to allow you to watch the video without leaving our website.  YouTube's embedded player currently creates and updates two Flash LSO objects from s.ytimg.com. The LSOs are soundData (which appears to store volume setting preferences) and videostats (which appears to store performance-related information).  We have no direct control over YouTube's use of the data stored in this object. For more information, please read YouTube's privacy policy.

Other cookies

From time to time we may use additional external services on our website which may create cookies on your device. As we add new services or make changes that use cookies, we will update this cookie policy with the details. 

If you have any concerns about the cookies we create or the way we aim to attain consent from you, please contact us and we'll be happy to answer your questions.

In accordance with the Isle of Man Government’s Policy for Managing Vexatious Complaints, Correspondence and Behaviour 2016, unacceptable behaviour by enquirers, applicants and complainants cannot be tolerated and may result in restriction or termination of all contact with the Isle of Man Arts Council members and officers.