Privacy Policy

Who Pink Book are

The Pink Book are a CIC made up of individuals who work in the arts sector in the UK. For the purposes of this policy, “we”, “us” and “Pink Book” mean the Pink Book CIC.

Why we collect information

To send you emails - If you sign up to our mailing list, we will keep your name and email on file so that we can send you updates and keep you involved in our work.

To help you volunteer with us - if you are a Pink Book volunteer, we will collect data so that we understand who you are and what you can help us achieve. This will include your name and contact details, and what projects you have undertaken.

If you donate - we will receive your name and contact details so we can contact you if we have any issues. You will be asked to join the fundraising email list, where we will contact if we are fundraising for a specific project and we think you would be interested.

If you are featured in any of our photos and videos, we will keep your name and contact details so we are able to get in touch for media consent. 

If your words are used in testimonials, we will keep your name and contact details (even if your quote is used anonymously) so we are able to get in touch for media consent. If you wish to remain completely anonymous, please contact pinkbookinfo@gmail.com to discuss with the team.

How we use this information

Pink Book uses this information to:

• Keep you up to date with our campaigns and engage you with our work
• Keep a record of our volunteers
• Keep a record of our donations
• Make sure we are using quotes and media consensually
• Share trans voices online

How we collect information

We will usually collect information through a form, and it will be made clear to you why we are taking this. If you see us in person, we might collect your name and email through a physical sign-up sheet, which we will then add to our database. We will also collect information if you sign up to volunteer or you make a donation.

How we will not use your information

We use Mailchimp and Google Forms for the purposes of sending you emails and gathering your views. We will not use any other third party platform to store your data and will never share data without your consent. Any information shared publicly will be made clear via a consent form. We do not sell data.

How long we will keep your information for

We will only hold your data for as long as it is required. This will vary depending on the activity for which the data is being used. According to our obligations under the Data Protection Act and the GDPR, we make every effort to ensure that we only hold on to your data for as long as it is required. By company law we are required to retain information related to donations (such as donation forms and correspondence) for seven years (six years from the end of the financial year it is collected), at which time it will be destroyed.

Our data retention schedule is as follows:

Where you have contributed to our work by contributing a quote and/or photo, we will retain your information indefinitely (unless otherwise requested).

Where you have made a financial contribution to our work (including by shopping in our online store), we will retain your information for seven years (unless otherwise requested).

Where you have signed up for a newsletter, we will retain your information for as long as we offer a newsletter. You are free to unsubscribe at any time, at which point your information will be deleted from our records.

Where you are a volunteer, we will retain your information for the length of time you are a volunteer or for two years since your last engagement (unless otherwise requested).

It is your right to ask that your information is erased from our records whenever you wish.

Security

The Pink Book does not have its own data servers and so our information is stored on a cloud. We all work remotely on secured wifi, and we have full confidence in the security of our data storage systems. Where your information is stored with a third party (Mailchimp for mailing list subscribers and Google Forms for volunteers and contributors) we are confident they can handle this securely and direct you to their privacy policies if you have any queries.

Your rights when it comes to staying in touch

Under UK law, all people have rights surrounding the information we store. These include:

• viewing the information we hold about you
• updating or correcting any information we hold about you
• asking us to delete any information we hold about you
• the right to opt out of communication, including marketing and fundraising.

To exercise any of these rights, you can e-mail pinkbookinfo@gmail.com. We are a small team, but we endeavour to complete these requests within the month. Please title your email clearly, so we know it is regarding your data.

Contacting Pink Book

To contact Pink Book regarding anything in the privacy policy or your data, please email pinkbookinfo@gmail.com with a clear subject line.

Policy updates

This is version 1.0 of the privacy policy.