The Paul Mellon Centre is aware of its obligations under the General Data Protection Regulation (GDPR) and the UK Data Protection Act 2018. It is committed to processing your data securely and transparently and will only use it legally and responsibly. You can find our Data Protection and Records Management policies online.

This privacy notice explains how the Paul Mellon Centre (“we”, “our”, “us”) processes the personal data of individuals who attend, speak at, or are invited to our events; apply for one of our grants or fellowships; enter, or verify an entrant for, the Write on Art competition or receive communications from us via our mailing list (“you”, “your”); or have participated in the Country House Project. It describes how we process your personal data in the circumstances described in this privacy notice where we are a data controller in respect of your personal data, including what information we collect from you, what we do with it and with whom it might be shared.

If you have any questions about how the Paul Mellon Centre manages personal information please contact us.

The Paul Mellon Centre for Studies in British Art is an educational charity. It has two complementary purposes: to contribute to the study and understanding of British art and architecture and to act as a research centre for scholars working in this field.

We are the controller of your data and registered with the ICO under Data Protection Registration Number: Z7433064.

The Paul Mellon Centre for Studies in British Art
16 Bedford Square
London
WC1B 3JA

Our primary website domain is as follows: paul-mellon-centre.ac.uk

We only collect information that is necessary to run the Centre, fulfil our obligations to you, and keep you informed about our activities.

The personal data we collect may include:

• your name and title;
• your email address;
• your date of birth;
• your gender;
• your school name and school year
• your postal address;
• your phone number;
• your bank details (for payments related to grant and fellowship applications or events);
• your IP address;
• biographical and curriculum vitae information;
• still images, audio and visual recordings of your contribution, participation or attendance at events
• information about the events that you attend in connection with us;
• personal information contained within your grant or fellowship application;
• information, photographs and films about your house and the works of art in your possession

Under the GDPR, certain categories of personal information are recognised as sensitive, including health information and information regarding race, religious beliefs and political opinions. We only collect such information in limited cases and where there is a clear reason for doing so, such as in relation to accessibility, dietary requirements for events, or for the purposes of equal opportunities monitoring. Data collected for these purposes is collected with the explicit consent of the data subject.

Information you give us

We collect personal information when you

• sign up to receive copies of our newsletter and/or e-news updates online or in-person;
• enter, or verify an entrant for, the Write on Art competition
• make an application for a fellowship or grant;
• submit a request to, or agree to speak at one of our events;
• enquire about our events; fellowships; grants or services; or
• participate in the Country House Project

We will only process your information if we have a legal basis for doing so under current data protection legislation, including:

Legitimate interests

We process your personal information because it is necessary for our legitimate interests. Our legitimate interests include pursuing our charitable objective to promote and support the study of British art and architecture of all periods. In this respect, we may use your personal data for marketing purposes (unless it is required or appropriate to gain your consent).

We may, from time to time carry out filming or photographing of events at the Paul Mellon Centre. Where this is the case, we will always flag this first with clear signage or otherwise make you aware of the filming in advance so that you can avoid being filmed or photographed.

Performance of a contract

We will process your personal information because it is necessary for the performance of a contract with you or in order to take steps at your request prior to entering into a contract, for example:

• to administer an event booking;
• to process grant and fellowship applications and administer grants and arrange fellowships for successful applicants;
• to process Write on Art competition entries;
• to consider your request to speak at one of our events.

Consent

We also process your personal information where we have your specific consent to do so. For example, where you have agreed to receive marketing emails and email updates about our activities, or to speak at one of our events.

Where you have given consent to the processing of your data you may withdraw it at any time. See below, "What rights do you have in relation to your personal information?"

With regard to Write on Art entrants, information about race and ethnic origin will only be collected with your explicit consent.

Legal obligations

We also process your personal information for our compliance with our legal obligations. In this respect, we may use your personal data for the following:

• to meet our legal and regulatory obligations;
• in order to assist with investigations (including criminal investigations) carried out by competent authorities.

For these purposes we may provide your data to our auditors, the police and other competent authorities.

We will not sell your personal information to any third parties or external organisations but we may share some of your personal information with our service providers/external data processors to carry out work on our behalf or to help us deliver a service to you.

Personal data shared with others in relation to events

In the case of events, we may share some of your personal information with institutions with whom we collaborate. For example:

• we will share delegate lists with events venues (where the event is not held at the Paul Mellon Centre);
• we will share personal information such as your name, contact details and financial and credit card information with Eventbrite, our ticketing service provider;
• we may share your biographical and curriculum vitae information with event partners;
• we may share audio visual recordings and still images with the general public and with event partners;
• we will store audio and visual recording with the Amazon web service provided by Preservica; with Google docs and with Vimeo Inc. and their subsidiary Livestream.

Personal data shared with others in relation to grants and fellowships

In the case of grants and fellowships, your personal information will be shared as follows:

• all applications and the personal data contained within will be shared with FluidReview by SurveyMonkey, our online grant and fellowship application software supplier;
• all applications and the personal data contained within will be shared with members of our Advisory Council;
• Rome Fellowship applications and the personal data contained within will be shared with representatives of the British School at Rome;
• Digital Project Grant applications and the personal data contained within will be shared with external expert advisors in the field;
• Andrew Wyld Research Support Grant applications and the personal data contained within will be shared with representatives of the Andrew Wyld Fund;
• Terra-PMC Fellowship applications and the personal data contained within will be shared with representatives of the Terra Foundation for American Art.

Personal data shared with others in relation to Write on Art

In the case of Write on Art, your personal information will be shared as follows:

• all competition entries and the personal data contained within will be shared with SuveyMonkey, our online competition entry application software supplier.

Your personal information, excluding information about race and ethnic origin, will also be shared as follows:

• all competition entries and the personal data contained within will be shared with Art UK our competition partners;
• all competition entries and the personal data contained within will be shared with the Write on Art judging panel.

Personal data shared with others in relation to mailing lists

Personal data such as your name, email address and marketing preferences will be shared with Mailchimp, our email distribution service provider.

In the case of our tri-annual newsletter, your personal information will be shared with Cultureshock, a creative media agency who manage the production process, and TMB Mailing, our distribution company, who send out copies of our printed newsletter.

Personal data shared with others in relation to the Country House Project

In the case of the Country House Project, personal information about participants will be shared as follows:

• name; address; and information, photographs and film about the participant’s house and the works of art in their possession will be made freely available in the form of a published research project on the Centre’s website
• it may also be made available in other matter produced by the Centre, such as our information leaflets, Newsletter, annual report, and social media channels

Personal data otherwise shared with others

We may also share your personal data with other third parties who help us manage our systems and processes including:

• Capsule, our online contacts management software supplier;
• Zapier, an automation tool that integrates various databases operated by us;
• Google Analytics, Google Data Studio and Google Tag Manager, a suite of tools that collect and display quantitative data about user interactions with websites operated by us;
• Hootsuite, a social media management platform that monitors engagement with content published by us; and
• Senate House Services, who host and support our IT provision.

Where service providers are based outside of the EEA, transfers of personal data are based on:

• in the case of service providers based in the US, the service provider being a certified member of the EU-US Privacy Shield scheme;
• a decision by the European Commission that the third country, territory or one or more specific sectors in the third country, or an international organisation ensures an adequate level of protection;
• standard data protection clauses in the form of template transfer clauses adopted by the European Commission have been entered into by us and the recipient of the data;
• there exists another situation where the transfer is permitted by law (for example, where we have your explicit consent).

We will keep your information for as long as is necessary for the purposes set out in this privacy notice for as long as is required for legal purposes; our legitimate business and charitable purposes; and to fulfil our contractual obligations to you including, where necessary, after the termination of our relationship with you. The retention period will vary according to the nature of the purpose under which the information is held. For example:

• We retain personal information needed to send you copies of the newsletter for as long as you wish to subscribe to this service. You may unsubscribe any time.
• We retain information about grant and fellowship applicants, Write on Art competition entrants (excluding information about race and ethnic origin) and Country House participants, and recordings or still images taken at events indefinitely for historical research purposes in our Institutional Archive.
• We retain contact details of individuals invited to celebratory events organised by us until the event has taken place.

We follow strict security procedures in the storage and disclosure of information which you have given us to try to prevent:

• unauthorised access;
• improper use of disclosure;
• unauthorised modification;
• accidental loss, damage and destruction.

This privacy notice does not apply to third party websites you are directed to from our website. We encourage you to read the privacy statements on the other websites you visit.

You have certain rights in relation to your personal information. They are:

1. The right to obtain confirmation that we are processing your personal information (see below our Subject Access Request process);
2. The right to access your information (see below our Subject Access Request process);
3. The right to have your personal information rectified if it is incomplete or inaccurate;
4. The right to have your personal information removed or deleted in certain circumstances, for example when you have withdrawn consent to it being processed and we have no other basis for processing it;
5. The right to restrict the processing of your personal information in certain circumstances;
6. The right to object where we are processing your information on the basis of our legitimate interest;
7. The right to object, on grounds relating to your particular situation, to any of our particular processing activities where you feel this has a disproportionate impact on you;
8. The right to receive from us the personal data we hold about you which you have provided to us, in a reasonable format specified by you, including for the purpose of you transmitting that personal data to another data controller;
9. Where you have provided your consent to the processing, the right to withdraw consent to the processing of your data (without affecting the lawfulness of processing based on consent before its withdrawal), including in relation to marketing communications.

Please note that the above rights are not absolute, and requests may be refused where exceptions apply.

If you are not satisfied with how we are processing your personal data, you have the right to make a complaint to the Information Commissioner (or another data protection supervisory authority in the EU, including the data protection regulator in the EU country where you are located).

For a more detailed explanation of these rights, please see the Information Commissioner’s guidance.

Approved by the Director of Studies on 28 September 2018.

This privacy notice is updated from time to time.

8 November 2018: Additions were made to incorporate data processing in relation to the Write On Art competition.

12 February 2019: Clarification to section about how we collect information.

27 March 2019: Additions were made to incorporate data processing in relation to individuals participating in, and being invited to, events.

12 July 2019: Additions were made to incorporate data processing in relation to individuals participating in The Country House Project.

If you have any queries about our privacy notice, or want to raise a concern about how we process the information we hold about you, please email dataprotection@paul-mellon-centre.ac.uk, or write to the Data Protection Manager at:

The Paul Mellon Centre for Studies in British Art
16 Bedford Square
London
WC1B 3JA