Memoire Ce Soir CIO
Memoire Ce Soir CIO · Registered charity 1218886
Privacy Policy
This policy explains how Memoire Ce Soir CIO collects, uses and protects personal information when you visit our website, contact us, attend or apply to our activities, or support our work.
1. Who we are
Memoire Ce Soir CIO is a registered charity in England and Wales (charity number 1218886), based in East London. For UK data protection law, we are the controller of personal information described in this policy.
Questions or requests can be sent to info@memoirecesoir.eu.
2. Information we collect
- Contact and correspondence information, such as your name, email address and anything you include in a message to us.
- Donation information, such as your name, contact details, donation amount, Gift Aid information where relevant, and transaction records. Complete payment-card details are handled by our payment providers and are not intended to be stored by us.
- Event and participation information, including booking details, access requirements you choose to share, attendance records and communications about an event.
- Applications and submissions for open calls, educational projects, collaborations, volunteering or work, including portfolio material and other information you provide.
- Marketing preferences, where you ask to receive news or other communications.
- Technical information, such as IP address, browser and device information, referring pages, server logs and cookie choices.
We normally collect information directly from you. We may also receive limited information from donation, ticketing or event partners where this is needed to administer your transaction or participation.
3. Why we use information and our lawful bases
| Purpose | UK GDPR lawful basis |
|---|---|
| Responding to enquiries and managing relationships with artists, audiences, donors, partners and suppliers. | Legitimate interests in operating the charity and responding to people who contact us; and steps requested before entering a contract where relevant. |
| Processing donations, Gift Aid and related records. | Performance of a contract, legal obligation, and our legitimate interests in funding and administering our charitable work. |
| Managing events, bookings, open calls, educational projects and participation. | Performance of a contract or steps requested before a contract; legitimate interests in delivering our charitable programme; consent where required. |
| Sending optional news and fundraising communications. | Consent, which you may withdraw at any time. |
| Keeping the website secure, preventing fraud and understanding basic site performance. | Legitimate interests in providing a safe, reliable website; consent for non-essential cookies or similar technologies. |
| Meeting accounting, safeguarding, regulatory and other legal duties. | Legal obligation and, where relevant, substantial public interest conditions permitted by law. |
4. Sensitive information
Please avoid sending sensitive information unless it is necessary. If you choose to tell us about accessibility, health or other sensitive circumstances, we will use it only for the stated purpose and with an appropriate legal condition, such as your explicit consent or a safeguarding obligation.
Where an activity involves children or young people, we will provide suitable information at the point of collection and seek consent or authorisation where required.
5. Who we share information with
We share personal information only where needed, including with trusted service providers that support:
- website hosting, maintenance, security and email;
- donations and payments, including Donorbox and its payment processors;
- event ticketing, programme delivery and access arrangements;
- professional advice, accounting, insurance and regulatory compliance; and
- public authorities where disclosure is required by law or needed to protect someone’s vital interests.
These organisations may act as our processors or as separate controllers under their own privacy notices. We do not sell personal information.
6. International transfers
Some providers may process information outside the UK. Where this happens, we use an appropriate legal safeguard, such as UK adequacy regulations, the UK International Data Transfer Agreement, the UK Addendum to approved standard contractual clauses, or another safeguard permitted by law.
7. How long we keep information
We keep information only for as long as reasonably necessary for the purpose collected, including legal, accounting and safeguarding requirements. In general:
- financial, donation and Gift Aid records are normally kept for up to six years after the relevant financial year;
- ordinary enquiries are normally kept for up to two years after the matter is closed;
- unsuccessful applications and open-call submissions are normally deleted within twelve months, unless you ask us to keep them for another opportunity;
- marketing records are kept until you unsubscribe or after a reasonable period of inactivity; and
- technical logs are kept for a limited period appropriate to security and troubleshooting.
We may keep information longer where a legal claim, safeguarding matter or regulatory requirement makes this necessary.
8. Your rights
Depending on the circumstances, you may have the right to ask us for access to your personal information, correction, deletion, restriction, portability, or to object to its use. Where we rely on consent, you may withdraw it at any time without affecting earlier lawful use.
You have an absolute right to object to direct marketing.
To exercise a right, email info@memoirecesoir.eu. We may need to confirm your identity before responding.
9. Complaints
Please contact us first so we can try to resolve your concern. You also have the right to complain to the UK Information Commissioner’s Office. Visit ico.org.uk/make-a-complaint or call 0303 123 1113.
10. Cookies and external websites
Our Cookie Policy explains how this site uses cookies and similar technologies. Our website also links to external services and social platforms. Their handling of personal information is governed by their own policies.
11. Security and automated decisions
We use reasonable organisational and technical measures to protect personal information. No online service is completely secure, so please take care when deciding what to send electronically.
We do not use personal information to make solely automated decisions that have legal or similarly significant effects on you.
12. Changes to this policy
We may update this policy when our activities, services or legal obligations change. The latest version will always be published on this page with its updated date.
