How we use your information
This privacy notice tells you what to expect when Luminaire Arts collects personal information. It applies to information we collect about:
- Visitors to our websites
- People who call us
- People who email us
- People who use our ‘Contact Us’ service
- People who use Luminaire Arts services
- Job applicants, current and former Luminaire Arts employees/freelance staff
- Your rights
- Complaints or queries
- Access to personal information
- Disclosure of personal information
- Legal basis for processing personal information
- Links to other websites
How to contact us:
Visitors to our websites
When someone visits www.luminairearts.co.uk we use a third-party service, Google Analytics, to collect standard Internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way that does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.
A cookie is a small file, which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.
We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.
Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.
You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.
What we do with the information we gather
We require this information to understand your needs and provide you with a better service, and in particular for the following reasons:
- Internal record keeping.
- We may use the information to improve our products and services.
- We may periodically send promotional emails about new products, special offers or other information, which we think you may find interesting using the email address, which you have provided.
- From time to time, we may also use your information to contact you for market research purposes. We may contact you by email, phone, fax or mail. We may use the information to customise the website according to your interests.
B2B E-newsletter and Events
We use a third-party provider, Mailchimp, to deliver our monthly B2B e-newsletters, which detail updates from our 300 artists and gallery events. We gather statistics around email opening and clicks using industry standard technologies to help us monitor and improve our e-newsletter. For more information, please see Mailchimps privacy notice.
We have to hold the email details of the companies who have requested our services in order to provide them but they can cancel their subscription at any time and are given an easy way of doing this on Mailchimp.
We use a third-party service to publish our website. We use a standard service to collect anonymous information about users’ activity on the site, for example the number of users viewing pages on the site, to monitor and report on the effectiveness of the site and help us improve it.
People who call our helpline
When you call Luminaire Arts helpline we collect Calling Line Identification (CLI) information. We use this information to help improve its efficiency and effectiveness. This also helps us return call and allow you to leave messages.
Calls may be recorded for training and compliance purposes.
People who use our ‘Contact Us’ service
If you use the ‘Contact Us’ service we will receive an email, which contains your name, email address, company name, phone number and the contents within the additional details field. This information will not be shared with any other organisations.
People who use Luminaire Arts services
Luminaire Arts offers various online services and resources relating to Artwork and Art sourcing.
We have to hold the details of the people who have requested our services in order to provide them. However, we only use these details to provide the service a person or organization has requested and for other closely related purposes such as keeping you up to date with new artists and their work. When people do subscribe to our services, they can cancel their subscription at any time and are given an easy way of doing this.
Job applicants, current and former Luminaire Arts employees/freelance staff
Luminaire Arts is the data controller for the information you provide during the process unless otherwise stated. If you have any queries about the process or how we handle your information, please contact us on the details at the bottom of the page.
What will we do with the information you provide to us?
All information you provide during the application process will only be used for the purpose of progressing your application, or to fulfil legal or regulatory requirements if necessary.
We will not share any of the information you provide during Luminaire Arts internal recruitment process with any third parties for marketing purposes. Data sent electronically or processed beyond the initial application will be stored outside the European Economic Area by our third-party processors – all processors have appropriate levels of security and organisational controls to meet data protection requirements. The information you provide will be held securely by us and/or our data processors whether the information is in electronic or physical format.
We will use the contact details you provide to us to contact you to progress your application. We will use the other information you provide to assess your suitability for the role you have applied for.
What information do we ask for, and why?
We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.
The information we ask for is used to assess your suitability for employment. You don’t have to provide what we ask for, but it might affect your application if you don’t.
Applications may be received by email, physically by post or through a third-party recruitment agency. We may ask you for your personal details including name and contact details. We will also ask you about your previous experience, education, referees and for answers to questions relevant to the role you have applied for. Our recruitment team will have access to all of this information.
We might ask you to participate in assessment days; complete tests or occupational personality profile questionnaires; and/or to attend an interview – or a combination of these. Information will be generated by you and by us. For example, you might complete a written test, or we might take interview notes. This information is held by the Luminaire Arts.
How long is the information retained for?
If you are successful, the information you provide during the application process will be retained by us as part of your employee file for the duration of your service plus 6 years following the end of your employment.
If you are unsuccessful at any stage of the process, the information you have provided until that point will be retained for 6 months from the closure of the campaign.
Information generated throughout the assessment process, for example interview notes, is retained by us for 6 months following the closure of the campaign.
Under data protection legislation, you have rights as an individual, which you can exercise in relation to the information we hold about you.
You can read more about these rights here – https://ico.org.uk/for-the-public/is-my-information-being-handled-correctly/
Complaints or queries
Luminaire Arts tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.
This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of Luminaire Arts collection and use of personal information. However, we are happy to provide any additional information or explanation needed.
Access to Personal information
Luminaire Arts tries to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a ‘subject access request’. If we do hold information about you we will:
- give you a description of it
- tell you why we are holding it
- tell you who it could be disclosed to
- let you have a copy of the information in an intelligible form
To make a request to Luminaire Arts for any personal information we may hold you need to put the request to firstname.lastname@example.org
If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone. If we do hold information about you, you can ask us to correct any mistakes by contacting us.
Disclosure of personal information
In many circumstances we will not disclose personal data without consent, unless legally obliged to do so. We may disclose your personal information to the following categories of recipients:
The Luminaire Arts group consists of:
- Lumianire Arts Ltd
To any competent law enforcement body, regulatory, government agency, court or other third party where we believe disclosure is necessary (i) as a matter of applicable law or regulation, (ii) to exercise, establish or defend our legal rights, or (iii) to protect your vital interests or those of any other person;
To enforce or apply our Terms of Service or other agreements or to protect Luminaire Arts and its customers (including with other companies and organisations for the purposes of fraud protection and credit risk reduction) to any other person with your consent to the disclosure.
However, we will normally collect personal information from you only where we have your consent to do so, where we need the personal information to perform a contract with/involving you, or where the processing is in our legitimate interests and not overridden by your data protection interests or fundamental rights and freedoms. In some cases, we may also have a legal obligation to collect personal information from you or may otherwise need the personal information to protect your vital interests or those of another person.
If we ask you to provide personal information to comply with a legal requirement or to perform a contact with you, we will make this clear at the relevant time and advise you whether the provision of your personal information is mandatory or not (as well as of the possible consequences if you do not provide your personal information).
Similarly, if we collect and use your personal information in reliance on our legitimate interests (or those of any third party), we will make clear to you at the relevant time what those legitimate interests are.
If you have questions about or need further information concerning the legal basis on which we collect and use your personal information, please contact us using the contact details provided under the “How to contact us” heading below.
Links to other websites
This privacy notice does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.
Changes to this privacy notice
We keep our privacy notice under regular review.
How to contact us
Luminaire Arts Ltd
19 Grosvenor Place