Privacy Policy

We respect your privacy and we are committed to protecting your personal information. We want to offer a transparent policy to help you better understand the personal data we collect. We ask that you read this privacy notice carefully as it contains important information on who we are, how and why we collect, store, use and share personal information, your rights in relation to your personal information and on how to contact us and supervisory authorities in the event you have a complaint.

Who we are

Common Room Projects Ltd collects, uses and is responsible for certain personal information about you. When we do so we are regulated under the General Data Protection Regulation and we are responsible as the data controller of that personal information for the purposes of those laws.

Privacy policy contact information:

Common Room Projects Limited
Tel: +44 (0)7949415551
Email: info@commonroomprojects.com

The personal information we collect and use

Information collected by us

In the course of our relationship with you we collect the following personal information when you provide it to us:

· Contact details that you provide to us, including name, residential address, date of birth, telephone number, email address, postal address if different to residential

· Information about your art interests

· Notes on your interactions and conversations with us

· Notes on any orders or agreements that you establish with us

Information collected from other sources

We also obtain personal information from other sources as follows:

Cookies & Similar Technologies

We use cookies (small text files placed on your device) and similar technologies to provide our websites and online services and to help collect data. Cookies allow us, among other things, to store your preferences and settings; enable you to sign-in; provide interest-based advertising; combat fraud; and analyse how our websites and online services are performing.

You have a variety of tools to control cookies, web beacons and similar technologies, including browser controls to block and delete cookies and controls from some third-party analytics service providers to opt out of data collection through web beacons and similar technologies. Your browser and other choices may impact your experiences with our products.

How we use your personal information

We use your personal information for the following purposes:

· To understand whether our artwork is of interest and/or relevant to you

· To contact you in the event that our events, artist updates and new releases are likely to be relevant and/or of interest to you

· For Identification, details including, but is not limited to, information in support of proof of identification and proof of address. This may include the processing of documents such as passports, driving licences or utilities bills. We may also verify the details that you give us using anti-money laundering & fraud prevention software where we consider that doing so is a requirement of the prevailing legislation

· For record-keeping and to decide our next actions to take with you

Who we share your personal information with

We store your data through our Customer Relationship Management (CRM) platform. It is our internal system, the data is held within the European Economic Area.

We may share personal information with the HMRC as our Anti Money Laundering supervisor and with law enforcement officials or other authorities as required by law.

We may share your personal information with our third party service provider who use credit reference agencies, electoral role and fraud prevention agencies to help prevent money laundering and financial crime if required to by law,

We will not share your personal information with any other third party except than our framers, couriers and/or our artwork insurance providers and only then if you have opted to use these services.

Whether information has to be provided by you, and if so why

The provision of your contact details is required from you to enable us to make orders or agreements with you.

By registering with us in gallery or via our website, we will keep you informed of events and information about our artwork, that we think will be of interest.

How long your personal information will be kept

· At a minimum, we will hold your personal data for a period of 7 years, as is required by current UK tax law (6 years plus the current year).

· Our maximum retention period is ten years from the date of your last purchase or three years from your date of registration with us if you have not made a purchase.

Reasons we can collect and use your personal information

We hold data if you have provided your information to a member of staff in gallery or have filled out an online form.

We rely on the legitimate interest as the lawful basis on which we collect and use your personal data.

Your rights

Under the General Data Protection Regulation, you have a number of important rights. In summary, those include rights to:

· Fair processing of information and transparency over how we use your use personal information

· Access to your personal information and to certain other supplementary information that this Privacy Notice is already designed to address

· Require us to correct any mistakes in your information which we hold

· Require the erasure of personal information concerning you in certain situations

· Receive the personal information concerning you which you have provided to us, in a structured, commonly used and machine-readable format and have the right to transmit those data to a third party in certain situations

· Object at any time to processing of personal information concerning you for direct marketing

· Object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly affect you

· Object in certain other situations to our continued processing of your personal information

· Otherwise restrict our processing of your personal information in certain circumstances

For further information on each of those rights, including the circumstances in which they apply, see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals’ rights under the General Data Protection Regulation.

If you would like to exercise any of those rights, please fill in our Data Subject Access Request Form and return to the contact details in the ‘How to contact us’ below.

If you would like to unsubscribe from any mailing list, please contact kate@commonroomprojects.com or write to us at Common Room Projects Ltd, Station Master’s House, Welwyn North Station, Digswell, Herts AL6 0AS. It may take several working days for this to take place.

Keeping your personal information secure

We have appropriate security measures in place to prevent personal information from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

How to complain

We hope that we can resolve any query or concern you raise about our use of your information.

The General Data Protection Regulation also gives you right to lodge a complaint with a supervisory authority, in particular in the European Union (or European Economic Area) state where you work, normally live or where any alleged infringement of data protection laws occurred. The supervisory authority in the UK is the Information Commissioner, who may be contacted at https://ico.org.uk/concerns/ or via telephone at 0303 123 1113.

Changes to this privacy notice

This privacy notice was published in January 2024.

We may change this privacy notice from time to time. When we do, we will inform you by posting the updated version at www.commonroomprojects.com summarising key amendments.

How to contact us

Please contact us if you have any questions about this privacy notice or the information we hold about you.

Common Room Projects Limited
Tel: +44 (0)7949415551
Email: info@commonroomprojects.com