Privacy Notice for MILKandLEAD Art Gallery

This will be updated from time to time as appropriate.

For the purpose of these terms a member of MILKandLEAD is any paid membership, donor, fellow, subscriber, guest, one-off event attendee, volunteer, staff, associate, partner, or contractor.

What personal data does MILKandLEAD collect?

The data we routinely collect includes members’ names, addresses, email addresses, telephone numbers, interests and dates of birth. We collect this data directly from our members when they join MILKandLEAD.

For some of our members we may have additional information when they attend a MILKandLEAD event such as delegate registration, artwork and papers given, or panels convened.

What is this personal data used for?

We use members’ data for the administration of membership, delivery of printed material, the communication of information, and the organisation of relevant cultural events.

Who is your data shared with?

We use a membership database system provided by Charitycheckout. (https://www.charitycheckout.co.uk/privacy)

For members who pay for their subscription by direct debit their banking details are also held by Charitycheckout for processing their payments.

We use also a ticket database system provided by Eventbrite (https://www.eventbrite.co.uk/support/articles/en_US/Troubleshooting/eventbrite-privacy-policy).

Email addresses are stored with Mailchimp for the sending out of member emails (https://mailchimp.com/legal/privacy).

Your personal data is not passed on by us to organisations other than those indicated above.

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 which does not identify anyone.

We use Google Suite to store our data, access of which is password protected and limited to members of staff (https://policies.google.com/privacy).

Where does this data come from?

Data for our members comes from them when they join MILKandLEAD Art Gallery or when they update their information either directly or via MILKandLEAD office.

How is your data stored?

This information is mainly stored in digital form on our membership system, and in the form of written documents stored at the MILKandLEAD Art Gallery. Our administrative address is 45, Alkham Road N16 7AA.  Any information that is stored remotely is stored in compliance with the GDPR.

Who is responsible for ensuring compliance with the relevant laws and regulations?

Under the GDPR (General Data Protection Regulation) we do not have a statutory requirement to have a Data Protection Officer. The person who is responsible for ensuring MILKandLEAD Art Gallery discharges its obligations under the GDPR is the gallery’s Managing Director.

Who has access to your data?

Staff of MILKandLEAD Art Gallery have access to members’ data in order for them to carry out their legitimate tasks for the organisations.

Sub-contractors of MILKandLEAD may be given access to data for specific tasks, such as sending mailings. They are not free to use it for any other purpose.

What is the legal basis for collecting this data?

MILKandLEAD Art Gallery collects personal data that is necessary for the purposes of its legitimate interests as a members organisation.

For some data, such as that relating to financial matters, the basis for its collection and retention is to comply with our legal obligations.

How you can check what data we have about you?

If you want to see the basic members data we hold about you, you should contact admin@milkandlead.com.

You can contact us with a “Subject Access Request” if you want to ask us to provide you with any other information we hold about you. If you are interested in any particular aspects, specifying them will help us to provide you with what you need quickly and efficiently. We are required to provide this to you within one month.

There is not usually a fee for this, though we can charge a reasonable fee based on the administrative cost of providing the information if a request is manifestly unfounded or excessive, or for requests for further copies of the same information.

Does MILKandLEAD collect any “special” data?

The GDPR refers to sensitive personal data as “special categories of personal data”.

We do not record any such special data.

How can you ask for data to be removed, limited or corrected?

There are various ways in which you can limit how your data is used.

• If you do not want to appear in the Members Directory contact admin@milkandlead.com and you will be made ex-directory.
• You may choose not to receive information emails from the MILKandLEAD Art Gallery (we do not send any out on behalf of other organisations).  You can do that by clicking the “unsubscribe” link in the email or by contacting admin@milkandlead.com.
• Any changes to or removals of your membership data can be made by contacting admin@milkandlead.com.

How long we keep your data for, and why?

We normally keep members’ data after they resign or their membership lapses in case they later wish to re-join. However, we will delete any former member’s contact details entirely on request.

Details of when an individual becomes a member and the dates of membership are kept in the archive.

Other data, such as that relating to accounting or personnel matters, is kept for the legally required period.

We normally keep members’ information after they die. If requested by their next-of-kin to delete it we will do so on the same basis as when requested to remove data by a former member.

When we updated this privacy policy?

This privacy statement was approved by the Board of Trustees and updated on 25th April 2018. Any changes we may make to our privacy statement in the future will be posted on this page and, where appropriate, notified to you by e-mail. Please check back frequently to see any updates or changes to our privacy statement.

How to contact us?

Questions, comments and requests regarding this privacy policy are welcomed and may be sent to admin@milkandlead.com.

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Mission Statement

The objectives of MILKandLEAD Art Gallery are the advancement of education in, and the promotion of, the arts for the public benefit, in particular the visual and performance arts, by the provision of arts facilities, public performances and exhibitions and the encouragement of high standards of art which increase the public’s knowledge, understanding and appreciation of the arts.

Why do we involve volunteers?

• To increase our contact with the local community we serve.
• To benefit from the skills and perspectives volunteers bring with them.
• To offer our volunteers new skills and experiences.
• To ensure that our services meet the needs of our users.

Recruitment

MILKandLEAD Art Gallery aims to:

• Identify worthwhile and satisfying opportunities for volunteers.
• Produce a volunteer role description for all voluntary opportunities.
• Help any volunteer overcome barriers that make it difficult for them to volunteer.
• Operate its Equal Opportunities policy at all times in relation to both recruitment and support of volunteers.
• Informally evaluate all prospective volunteer placements to ensure that their skills and interests are best served by the volunteering opportunity. References will also be taken up.
• Ensure that volunteers are not introduced to replace paid staff.

Induction

All volunteers will be entitled to a structured induction period, to familiarize them with the work of MILKandLEAD Art Gallery in general and their own area of work in particular. Training will be offered where it helps them fulfil their role effectively and as funds permit.

• All volunteers will be asked to read and sign a Volunteer Agreement which requires them to abide by the rules and principles of the organization. These will be clearly explained and copies of appropriate policies and procedures made available.
• All volunteers will be briefed about the importance of maintaining confidentiality and asked to sign a Confidentiality Statement.

Support and supervision

• Volunteers will be introduced to staff members, made to feel welcome, valued for what they offer and thanked for their contribution.
• MILKandLEAD Art Gallery will ensure that volunteers are made aware of health and safety procedures and requirements, and will, as far as practicable, provide a safe environment for volunteers.
• All volunteers will have a named person as their main contact. They will be provided with regular supervision to feedback on progress, discuss future developments and aim any problems. A grievance procedure exists to deal with any unresolved problems.
• All volunteers are covered by MILKandLEAD Art Gallery’s Insurance Policy while they are on the premises or engaged in MILKandLEAD Art Gallery’s work. Volunteers are required to provide their personal details to the gallery for insurance purposes and keep these updated as necessary.
• Volunteers will be encouraged to claim travel expenses.
• MILKandLEAD Art Gallery will ensure that volunteers are made aware of health and safety procedures and requirements, and will, as far as practicable, provide a safe environment for volunteers.
• Volunteers will be encouraged to express their views on matters concerning the organization. Their opinion will be sought concerning any changes or developments which may affect them.
• MILKandLEAD Art Gallery will respect the confidentiality of the volunteers and will not release any information about them without their agreement.
• MILKandLEAD Art Gallery will supply reference to any volunteer seeking other voluntary work or paid employment.

Termination

• MILKandLEAD Art Gallery reserves the right to terminate your volunteer relationship. This will be done in writing. MILKandLEAD Art Gallery will where possible try and give volunteers at least two weeks’ notice of termination of the volunteering relationship but has the right to terminate the volunteer relationship without notice at any time without prejudice.
• If you wish to withdraw from your voluntary role you are asked to give your supervisor as much notice as possible. MILKandLEAD Art Gallery would appreciate at least two weeks’ notice of you leaving your role but recognises your right to withdraw at any time without prejudice. You will be offered an exit interview upon leaving your voluntary role at MILKandLEAD Art Gallery.

Monitoring and Review

• It will be the responsibility of MILKandLEAD Art Gallery to regularly review the operation of this Volunteer Policy and to make sure that it is always in accordance with Equal Opportunity Policy and current volunteering best practice.

Young volunteers

• In accordance with Equal Opportunity Policy and current volunteering best practice. Young people are vulnerable and need to be kept safe. All volunteers will need to demonstrate to MILKandLEAD Art Gallery that they are at least 18 years old.

Safeguarding procedure for ex-offenders 

Criminal records are taken into account when the conviction is relevant. Having a conviction, whether it is spent or unspent, does not necessarily bar a prospective volunteer from a role within MILKandLEAD Art Gallery. This will depend on the circumstances and background of the offence and the role to be undertaken. MILKandLEAD Art Gallery recognises that criminal record disclosure is a most sensitive and complex area. Disclosure of any kind is dealt with on an individual basis.

Code of Conduct

• May accept unrestricted works of art, including those made with an expression of wishes that the gift be used for a particular purpose within MILKandLEAD Art Gallery’s objects.
• May accept works of art for particular projects provided those purposes are within MILKandLEAD Art Gallery’s objects and capable of being carried out.
• Will not accept works of art that are too difficult or costly to administer or gifts that are for purposes outside the purposes of MILKandLEAD Art Gallery.

• Whether the proposed project is an effective way of furthering MILKandLEAD Art Gallery’s objects.
• The intended impact of the proposed project.
• The anticipated financial cost of involvement in the proposed project.
• The impact the proposed project would have on MILKandLEAD Art Gallery’s reputation.
• Whether the proposed project could be carried out in a manner that is lawful and consistent with relevant guidance.
• The means by which useful results of any research will be disseminated.

• To develop the collection, creating opportunities for acquisition and commission, while improving its care and conservation.
• To bring the buildings, technical and managerial infrastructure of the MILKandLEAD Art Gallery to the highest standards, including processes, systems,  collections storage and staff accommodation.
• To develop staff as an essential resource through extension of staff diversity, training, development and learning programs.

• Collections Development Policy
• Collections Information and Access Policy
• Collections Care and Conservation Policy

• Minimal intervention.
• Appropriate materials and methods that aim to be reversible to reduce possible problems with future treatments, investigation and use.
• Full documentation of all work undertaken.
• Comprehensive consultation with Curator or Project Leader throughout the agreed/proposed treatment.

• An emergency situation.
• Mitigating/minimizing risk to the collection.
• Required for permanent display in the MILKandLEAD Art Gallery or one of the partners.
• Required for an exhibition or loan.
• Required for a curatorial project.
• Conservation treatment is requested by the Curator, Exhibition Manager or Project Leader. Requests are emailed to collections@milkandlead.com.

• Contribute to, deliver and participate in workshops, seminars and conferences both internally and externally, with the core objective of sharing research knowledge and understanding of the Gallery’s Collection.
• Continually assess its internal conservation approaches/methods, evaluating developments in the conservation/preservation fields and applying, where appropriate, to the Gallery model.
• Undertake and contribute to scholarly research.
• Identify materials and technical approaches of artists and liaising with external specialists/experts. Contributing to the existing body of knowledge on artist’s techniques and material science.
• Research the environmental impacts on the Gallery’s Collection on display – collate data on the display of works and identify the associated risks.

• PAS 198: 2012 Specification for managing environmental conditions for cultural collections (link)
• Benchmarks in Collection Care for Museums, Archives and Libraries, 2007 (link)
• Environmental Guidelines – IIC and ICOM-CC Declaration | INTERNATIONAL INSTITUTE FOR CONSERVATION OF HISTORIC AND ARTISTIC WORKS (link)
• Codes of Ethics: ICOOM-CC/ICON (link)
• Institute of Conservation (ICON) Conservation Register (link)

Artwork Submission Policy 

User Acceptance

1. This document (the Artist Submission Terms ) contains important legal terms which are additional to the Terms & Conditions relating to the use of the MILKandLEAD.com website (the Website) operated by MILKandLEAD Art Gallery. These Artwork Submission Terms apply to you if you submit art for consideration to be featured and showcased by MILKandLEAD Art Gallery. You are referred to in these Artwork Submission Terms as the Artist or as you.
2. You should read these Artist Submission Terms carefully, and we advise you to print and retain a copy for your reference.
3. By submitting your work of art (Artwork) to the website for consideration you accept these Artwork Submission Terms. If you do not agree with these Artwork Submission Terms then you must not submit your work to the website.
4. These Artwork Submission Terms and the Terms and Conditions relating to the use of the website constitute the entire agreement between you and MILKandLEAD in relation to the initial submission of your work and they supersede all other agreements, statements, letters and other arrangements made between the parties. If your work is short listed for selection as featured art by MILKandLEAD Art Gallery you will also be required to sign-up to some additional terms which will confirm the basis upon which MILKandLEAD Art Gallery will be entitled to use your work.
5. These Artist Submission Terms and any matter arising out of the subject matter of these Artist Submission Terms shall be governed by English law and you agree to submit to the non-exclusive jurisdiction of the courts of England and Wales.

Our Service

1. MILKandLEAD offers its services to artists through the website to enable and assist artists who wish to participate in our scheme to build and manage an artist promotional channel and present and feature images of their original artwork including, lens based media, fine art, paintings, mixed media, sculpture, video installations, street art and other media (Artist Submissions).
2. On a periodical basis, a panel of selected specialists (the MILKandLEAD Board of Curators) and the Website users (MILKandLEAD Community) select Artist Submissions (the Featured Artist Submissions) to be featured and showcased at MILKandLEADs discretion on the Website and in MILKandLEADs offline partners editorial pages and newsletters (subject to limitations of space, suitability and other editorial considerations).
3. MILKandLEAD accepts Artist Submissions for consideration by the MILKandLEAD Board of Curators and the MILKandLEAD Community on condition that the Artist Submissions comply with the representations and warranties set out in Section 4 of these Artist Submission Terms. Without prejudice to any other legal remedy that may be available to us, we reserve the right to reject any Artist Submission (either before or after it has been selected as a Featured Artist Submission) and remove it from the Website and any other publications or circulars, if we determine, at our sole discretion, that the Artist Submission fails to comply with those requirements.
4. MILKandLEAD expressly disclaims any and all liability in connection with Artist Submissions. MILKandLEAD reserves the right to remove any Artist Submissions from the Website and from the consideration process by the MILKandLEAD Board of Curators and MILKandLEAD Community, in its sole discretion and without prior notice (whether on the basis of a breach of warranty or obligation under these Artist Submission Terms or for any other reason). Further, MILKandLEAD reserves the right to terminate any user’s access to the Website at any time in its sole discretion and without prior notice.
5. Artists who, in the sole opinion of MILKandLEAD, do not comply with these Artist Submission Terms, may at any time be excluded from consideration.

Your Warranties

1. By submitting Your Work, you hereby warrant, covenant and represent to us as set out below:
   1. Your Work is your original artistic work, it has not been copied from any other work and does not contain any copies, reproductions, adaptations or versions of a third party’s work and it does not otherwise infringe or violate any persons copyright, design right, trade mark or confidential information.
   2. You are the sole owner of all rights, title and interest in the copyright in Your Work. You have not granted any licences to third parties to exploit Your Work (except rights which have now lapsed).
   3. Your Work (including the original version and any reproductions) is not and has not been reproduced, promoted or sold for any commercial purposes and you are the sole owner and you are in possession and control of the original version of Your Work.
   4. Your Work does not contain anything which is or would be (if Your Work is published) in breach of applicable laws or infringes any third party rights (such as material which is defamatory, threatening, liable to incite racial hatred directed to individuals because of their ethnicity, sexual identities or tendencies).
2. You agree to indemnify MILKandLEAD and keep it indemnified on demand against any loss or liability arising to MILKandLEAD or any of its directors, officers, employees or members of the MILKandLEAD Board of Curators out of the breach of any of the warranties above and against any breach of your obligations under these Artist Submission Terms.
3. You agree to notify us at copyright@MILKandLEAD.com if any of the representations above is incorrect or misleading in any way. Your warranties under this Section 4 will be qualified in respect of any such notification that you give us providing it is fair and complete.

Intellectual Property

1. You acknowledge and agree that the words MILKandLEAD and MILKandLEAD.COM and any other name, logo and sign used on the Website, as well as the design and layout and all content of the Website (including Featured Artist Submissions) are the trade marks, copyright and other intellectual property rights of MILKandLEAD and are owned solely by (or licensed to) MILKandLEAD. You shall not acquire any title, right or interest (including any user right) in any such intellectual property by reason of your submission of Your Work to the Website or by reason of its possible selection as a Featured Artist Submission. You acknowledge and agree that any use of our intellectual property is subject to our prior written consent.
2. If you become aware of any unauthorised use or misuse of Your work or any actual or suspected infringements of the copyright in Your Work during the ninety (90) days consideration period or after Your Work has been selected as a Featured Artist Submission (each, an Unauthorised Use), you shall notify us forthwith in writing giving such particulars of such Unauthorised Use as may be available in the circumstances. You shall not take or threaten any action or legal proceedings and shall not make any threats, complaints or statements to any third party in relation to such Unauthorised Use. MILKandLEAD in its sole and unfettered discretion, shall decide whether to take any action or make any threats or statements in relation to such Unauthorised Use. You agree to provide to MILKandLEAD (at your expense) such assistance, information and documentation as MILKandLEAD may reasonably require in connection with the enforcement of the rights assigned to MILKandLEAD under these Artist Submission Terms against any third party.

Limitations On Liability

1. In no event shall MILKandLEAD be liable to you for any damages, including any lost profits or savings or anticipated profits or savings, loss of data, loss of opportunity, loss or reputation, goodwill or business, or any consequential, special, incidental, or indirect damages of any kind arising out of the services provided by MILKandLEAD or its failure to provide these services, the consideration, selection or rejection of Your Work or any other Artist Submission or out of the operation of the Website, or the content of the Website, or the exploitation of any Featured Artist Submission, or as a result of the exercise or inability to exercise the rights granted to MILKandLEAD hereunder or as a result of the termination or expiry of these Artist Submission Terms, even if we have been advised of the possibility of such damages in advance.
2. MILKandLEADs maximum aggregate liability for any single event (or a series of related events) giving rise to a claim in connection with these Artist Submission Terms or in connection with the operation of the Website, either in tort, for breach of contract, misrepresentation or negligence, shall be limited to a sum equal the amount paid to you, or which would be payable to you if Your Work is selected as a Featured Artist Submission under these Artist Submission Terms.
3. Notwithstanding anything to the contrary above, nothing in these Artist Submission Terms shall operate to exclude or restrict our liability for death or personal injury resulting from our negligence, or our liability to fraud or fraudulent misrepresentation made by us, or any liability that cannot be limited or excluded by law.

Termination

1. MILKandLEAD may terminate these Artist Submission Terms by giving you notice in writing (including by fax or email) upon any breach by you of any of the warranties or obligations under these Artist Submission Terms or any of the Terms and Conditions relating to the use of the Website. Termination of these Artist Submission Terms shall not affect any accrued rights or obligations of either party but shall release both MILKandLEAD and you from any further obligations hereunder.

General terms

1. Nothing in these Artist Submission Terms shall create, or be deemed to create, a partnership or joint venture between you and MILKandLEAD. Except as expressly provided herein, these Artist Submission Terms shall not be construed as giving rise to the relationship of principal and agent or to any authority by you to represent or act on our behalf.
2. If at any time any provision of these Artist Submission Terms are or become illegal, invalid or unenforceable in any respect under the law of any jurisdiction, that shall not affect the legality, validity or enforceability in that jurisdiction or any other jurisdiction of any other provision of these Artist Submission Terms.
3. A person who is not a party to this Agreement shall have no rights to enforce the provisions of this Agreement under the Contracts (Rights of Third Parties) Act 1999.
4. No omission or delay in exercising any right, power or privilege under these Artist Submission Terms shall operate as a waiver thereof, nor shall any single or partial exercise of any such right, power or privilege preclude any other or further exercise thereof or of any other right, power or privilege. The rights and remedies herein provided are cumulative with and not exclusive of any right or remedies provided by law.