Privacy policy

Thank you for taking the time to review our privacy policy. Your privacy is important to us, and we would encourage you to read the policy prior to booking or participation in any of our services. Please do get in touch if you have any questions about this.

The following notice pertains to the services offered under the name ‘Sandpiper Arts’ and includes general creative sessions and events and Occupational Therapy (OT)orientated ‘Creative Wellbeing’ sessions. Participants in OT orientated activities may be required to share additional health and wellbeing information to enable sessions to be tailored to meet their needs, preferences, and participation needs.

Summary
Sandpiper Arts (referred to as Sandpiper Arts throughout the rest of this policy) full privacy policy is explained below, but the summary points to note are:

  • We will only ever ask you, or in the case of ‘Creative Wellbeing’ or ‘Occupational Therapy orientated Sessions, any relevant professionals/family/carers for what we really need to know about you or a person you may be assisting to attend Sandpiper Arts sessions.

  • We will collect and use the personal data that you share with us transparently, honestly, and fairly.

  • We will always respect your choices around the data that you share with us and the communication channels that you ask us to use.

  • We will put appropriate security measures in place to protect the personal data that you share.

  • We will never sell your data.

  • We will keep all your personal data secure: filed and locked away, uploaded, and encrypted in the case of electronic information stored on (iPad, Laptops, Hard drives).

We encourage you to read the privacy policies of any external websites you visit via links on our website.

You can check the personal data we hold about you, and ask us to update it where necessary, by emailing fiona@sandpiperarts.co.uk

“Sandpiper Arts takes all possible and reasonable care to keep your details, payment and personal information secure, but in the absence of negligence on our part, we will not be liable for any loss you may suffer if a third party acquires unauthorised access to any Personal Information you provide when accessing our website".

Sandpiper Arts reserves the right to make changes to and update this policy at any time.

The Information we gather, why and how we use it
It’s important that you read and understand what follows because it explains how Sandpiper Arts collects and uses personal information provided to us.

We collect various information about you such as your full name, date of birth, address, contact information, payment information and other information applicable to carry out your request to us online and in person – Our aim is to use this information to provide you with a good quality, safe and enjoyable service which meets your needs, interests, and preferences. Also, to enable ongoing improvements and developments of the service.

Information will be gathered when:

  • Accessing the 'Sandpiper Arts' website – www.sandpiperarts.co.uk

  • Registering an email address to request information from us, directly from the website. All info will be sent to our general email address: fiona@sandpiperarts.co.uk.

  • Contacting us by telephone, email or writing to us or engaging with us on social media – we may keep a record of any correspondence.

  • Completing any forms on the website or associated link.

  • Completing any forms for yourself or a person you are supporting to access other therapy sessions, services, or resources (In the case of Creative Wellbeing & Occupational Therapy Sessions)

  • Registering for employment or volunteering with Sandpiper Arts - in any capacity (e.g., Volunteering in creative sessions, as a paid support worker in creative sessions, administrative or other business-related roles.

  • Registering to become a supporter, collaborator, funder or similar with Sandpiper Arts. We may keep any other information which can identify you (or which is available on public registers). Personal information which you provide to us will be held securely and we will use and process your personal information in accordance with the Data Protection Act 1998, as amended from time to time, as well as any other relevant data protection or privacy legislation.

Please note that Sandpiper Arts reserves the right to disclose information in certain circumstances, as follows:

  • Process payments and prevent fraudulent transactions (we may retain your details for these purposes for a reasonable length of time and we may pass your details to a third party to carry out these actions).

With your consent:-

  • retain your personal information, preferences, and details of your transactions to keep you informed by email, post, SMS mobile messaging, telephone and/or through other digital means including social media platforms, for which you have provided your details to us.

  • Improve the content and appearance of the website to ensure that content is presented in the most effective manner for you.

  • Assess and process your application to work with Sandpiper Arts in a paid, voluntary or student capacity. (we may retain a record of your information for a reasonable timeframe following the end of our recruitment selection process for administration purposes).

  • Carry out valuation and examination (for example market, customer and product research) to enable us to review, develop and improve the products or services which we offer. We require all the third parties that we interact with to treat your personal information as carefully and confidentially as we do.

Agreeing to the above Privacy Policy
You agree that you do not object to us using your personal information for any of the purposes outlined in this privacy policy and you confirm that you do not and will not consider any of these purposes as a breach of any of your rights under the Privacy and Electronic Communications (EC Directive) Regulations 2003.

This includes exchanging information with other companies and organisations for the purposes of managing and improving the quality or products and services we offer and for the purpose of fraud protection and credit risk reduction.

You should be aware that if we are requested by the police or any other regulatory or government authority or body investigating suspected illegal activities to provide your personal information or any other information we obtain about you, we are entitled or obliged to comply.

How long we keep your information for
We will not keep your personal information processed by us for any purpose or purposes for longer than is necessary for that purpose or for those purposes.

Accessing the information, we hold about you
Under data protection legislation you have the right to access information held about you.

If you chose to exercise this right, then any access request may be subject to an administration fee to meet our costs in providing you with details of the information we hold about you.

External sites and organisations
The website and emails may, from time to time, contain links to and from the websites of our advertisers, partners, affiliates, and social media platforms.

If you follow a link, create an account, or provide your information to any of these Websites, these websites have their own privacy policies and Sandpiper Arts does not accept any responsibility or liability for these policies.

Please check individual policies before you submit any personal details to these websites. Please note it is at your discretion to submit personal information to these websites.

Cookies
Cookies help us to continuously improve your experience with us at Sandpiper Arts

Cookies refers to website tracking which allows us to see how you found the website, reward sites that brought you to us, see if you can access all of the features on the website, see how you spend time on our site; how often you visit, how long for and how often you come back, when you first visited our site and help us develop relevant advertising.

Please note that we don’t control the setting of third-party cookies on links or social media sites, so we suggest you check the third-party websites for more information about their cookies and how to manage them.

Please be aware you can set your browser to delete or reject cookies yourself if so, you wish.

Data Protection Officer
We are not required by law to have a “Data Protection Officer” – however we have a Data Protection Manager.

Please let us know if you have any queries or concerns whatsoever about the way in which your data is being processed by either emailing the Data Protection Manager at fiona@sandpiperarts.co.uk, or writing to use at the following address: Data Protection Manager Unit 6 Strachan Gardens, Edinburgh, EH4 3RY Policy amendments

We keep this Privacy Policy under regular review and reserve the right to update from time to-time by posting an updated version on our website, not least because of changes in applicable law.

We recommend that you check this Privacy Policy occasionally to ensure you remain happy with it.

We may also notify you of changes to our privacy policy by email.

Data retention
We are legally required to hold some types of information to fulfil our statutory obligations (e.g. As an HCPC (Health and Care Professionals Council) As a Registered Occupational Therapy the founder of Sandpiper Arts Fiona Wilson, it is my professional duty to keep records of Occupational Therapy orientated sessions and on occasion write official reports on the work that I do. Sessions which will be record in the way will be identified and the requirement to record these discussed prior to commencement of session.

In general, unless still required in connection with the purpose(s) for which it was collected and/or is processed, we remove your personal information from our records five years after the date it was collected.

However, if before that date (i) your personal information is no longer required in connection with such purpose(s), (ii) we are no longer lawfully entitled to process it or (iii) you ask us to delete it we will remove it from our records at the relevant time.

You can request to remove your personal information at any time by emailing fiona@sandpiperarts.co.uk

Your Data Protection Rights and Consent
You have a choice about whether you wish to receive information from us.

Unsubscribe
If you do not want to receive communications from us about the creative, wellbeing or Occupational Therapy services we provide, then you can select your choices by ticking the relevant boxes situated on the form on which we collect your information.

Where we rely on your consent to use your personal information, you have the right to withdraw that consent at any time. This includes the right to ask us to stop using your personal information for direct marketing purposes or to be unsubscribed from our email list at any time.

You also have the following rights:
Right to be informed – you have the right to be told how your personal information will be used.

This Policy and other policies and statements used on our website and in our communications are intended to provide you with a clear and transparent description of how your personal information may be used.

Right of access – you can write to us to ask for confirmation of what information we hold on you and to request a copy of that information. Provided we are satisfied that you are entitled to see the information requested and we have successfully confirmed your identity, we have 40 days to comply. As from 25 May 2018, we will have 30 days to comply.

Right of erasure – as from 25 May 2018, you can ask us for your personal information) to be deleted from our records.

In many cases we would propose to suppress further communications with you, rather than delete it.

Right of rectification – if you believe our records of your personal information are inaccurate, you have the right to ask for those records to be updated.

Right to restrict processing – you have the right to ask for processing of your personal data to be restricted if there is disagreement about its accuracy or legitimate usage.

Right to data portability – You have the right to ask that we transfer the information you gave us to another organisation, or to you, in certain circumstances. You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you. Please contact us if you wish to make a request at:

Sandpiper Arts
6 Strachan Gardens
Edinburgh
EH4 3RY
email: fiona@sandpiperarts.co.uk

Right to make a complaint
You are further entitled to make a complaint about us or the way we have processed your data to the Information Commissioner’s Office (“ICO”). For further information on how to exercise this right, visit Information Commissioner's Office (ICO)

Information Commissioner's Office (ICO)

Security of and access to your personal data

We endeavour to ensure that there are appropriate and proportionate technical and organisational measures to prevent the loss, destruction, misuse, alteration, unauthorised disclosure or of access to your personal information.

Your information is only accessible by:
Fiona Wilson Occupational Therapist and authorised staff working with her at Sandpiper Arts -Relevant information will be made available to Volunteers or Partner organisation on a need-to-know basis e.g. name, contact details, participation needs.

The security of your personal information is important to us but remember that no method of transmission over the Internet, or method of electronic storage is 100% secure.

Otherwise, than as set out in this Privacy Policy, we will only ever share your data with your informed consent.

Further information
Overview of the GDPR - General Data Protection Regulation
Guide to the UK General Data Protection Regulation (UK GDPR) | ICO