The organisers of the project I Would Be Here If I Could are committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information. Please read this policy carefully to understand our views and practices regarding your personal data and how we will treat it.
Definitions
- Participants: Individuals who have submitted audio messages to the project.
- Visitors: Individuals who visit our website and may leave text replies to participants’ messages or comments on blog posts.
- Personal Data: Data which can be used to identify you. This may include your name, date of birth, address, telephone number, IP address, user agent string, etc.
- Sensitive Personal Data: Information related to any of the following: racial or ethnic origin, political opinions, religious beliefs, trade union membership, health, sexuality or sex life, offences and/or convictions.
1. Information we collect
We may collect and process the following personal data about you:
- Participants:
- Name
- Reader/proxy’s name
- Alias
- Email address
- Audio message
- Photograph
- Date of birth
- Address
- Phone number
- IP address
- User agent string
- Other information you provide
- Visitors:
- Name (if provided)
- Email address (if provided)
- Website address (if provided)
- Postcode (if provided)
- Text replies to audio messages
- Comments on blog posts
- IP address
- User agent string
We do not ask for or knowingly collect any sensitive personal data.
2. How we use your information
We use the personal data we collect in the following ways:
- To operate and maintain our website
- To allow you to participate in interactive features of the website and the project
- To notify you about updates to our website or the project
- To gather analysis or valuable information so that we can improve our website
- To monitor the usage of our website
- To detect, prevent, and address technical issues
If we would like to use your personal data for any other purpose (connected with the project) your permission will be requested.
2.1 Mailing list
We operate a mailing list via Mailchimp on a double opt-in basis. This means that in addition to opting in via the website, you must also click the link in the confirmation email that is sent to you. If either of these steps aren’t completed, you will not be added to the mailing list.
We will only sent non-essential emails to you if you have opted-in to receive them. Mailing list subscribers can opt-out at any time via the link at the bottom of one of our emails.
When joining the mailing list, you are given the option to provide your postcode. If provided, the postcode will be geocoded and we may use this to send tailored information if project-related activity is planned near you. We may also aggregate collected postcodes to help us make decisions on where to hold project-related events or visits.
2.2 Public visibility of information
We may make the following information publicly visible:
- Participants: Your first name or alias (if provided), your reader or proxy’s name (if provided), your photograph and your audio message (both in audio form and as a transcript) may be made publicly available on our website, on social media, and in the real world through exhibits.
- Visitors: If you leave a reply to a message or a blog post, your name, website, and your reply may be visible to the public on our website, on social media, and in the real world through exhibits.
3. Legal basis for processing
We process your personal data based on the following legal grounds:
- Consent: By providing your personal data, you have given us consent to process it for the specified purposes.
- Performance of a Contract: To fulfill the obligations under any contract we have with you.
- Legal Obligations: To comply with legal requirements.
- Legitimate Interests: For our legitimate business interests, provided your interests and fundamental rights do not override these interests.
4. Disclosure of your information
We do not share your personal data with third parties except in the following cases:
- To comply with a legal obligation
- To protect and defend our rights or property
- To prevent or investigate possible wrongdoing in connection with our services
- To protect the personal safety of users of our services or the public
- With your consent
5. Third-party services
We use third-party services to help us operate our website and understand our visitors:
- Google Analytics: For website analytics.
- Mailchimp: For email marketing and communication.
- Google ReCaptcha: For spam protection.
- Mapbox: For map functionalities.
These third parties have access to your personal data only to perform these tasks on our behalf and are obligated not to disclose or use it for any other purpose.
6. Data security
We implement appropriate technical and organizational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorized disclosure, or access.
7. Data retention
We retain your personal data only for as long as necessary to fulfill the purposes for which it was collected or to comply with legal, regulatory, or internal policy requirements.
8. Your rights
You have the following rights regarding your personal data:
- Access: You can request a copy of your personal data we hold.
- Rectification: You can request correction of any inaccurate or incomplete personal data.
- Erasure: You can request deletion of your personal data.
- Restriction: You can request restriction of processing your personal data.
- Objection: You can object to the processing of your personal data.
- Data Portability: You can request transfer of your personal data to another service provider.
To exercise these rights, please contact us. We are obligated to respond to such requests within 40 days.
9. Withdrawal of consent
Participants can withdraw their consent and have their message removed from the website at any. To do this, please contact us. We are obligated to respond to such requests within 40 days.
10. Cookies
We use cookies to enhance your experience on our website. Cookies are small files placed on your device that allow us to recognize and remember you.
- Functional Cookies: These are required for the correct operation of our website. They enable core functionalities such as security, network management, and accessibility.
- Analytics and Statistical Cookies: These cookies help us understand how visitors interact with our website by collecting and reporting information anonymously. You can opt-out of these cookies.
You can control and manage cookies through your browser settings. However, please note that disabling cookies may affect the functionality of our website.
11. Changes to this privacy policy
We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page. You are advised to review this Privacy Policy periodically for any changes.
This version of the privacy policy was published and came into effect on 1st August 2024.