IMIX IMIX

Privacy policy

Introduction

IMIX (“IMIX”, “we”, “us” or the “organisation”) is a charity that works with people and the media. We understand and respect the importance of your privacy and we are committed to safeguarding your personal data.

This notice explains when and why we collect personal data about people, how we use it, the conditions under which we may disclose it to others and how we keep it secure.

In delivering our work, we must collect personal data from you and this notice outlines how we treat your personal data after it has been collected by any of our channels; including our website, social media channels, phone calls and emails and future digital services or channels as they evolve.

IMIX are the data controller of your personal data. We process personal data only in compliance with applicable data protection laws, including the Data Protection Regulation (EU) (2016/679) (the “GDPR“) and the Data Protection Act 2018 (together, the “Data Protection Laws“).

IMIX contact details 

Registered Address: 7-14 Great Dover Street, London, SE1 4YR

E-mail: media@imix.org.uk

This Privacy Notice is reviewed annually.  It was last approved by the board of trustees: April 2024

The type of personal information we collect 

IMIX collects personal and statistical information from you when you use our services, request information from us and look at our websites or social media profiles. 

We currently collect and process the following information (but is not limited to): 

  • Personal identifiers, contacts and characteristics (for example, name and contact details)
  • Statistical information when you visit our website
  • Your photographs and other images provided by you
  • Your personal story as provided by you

How we get the personal information and why we have it:

We will only collect personal data from you by specifically asking for it in the following instances:

  • When you subscribe to our newsletters
  • When you sign up as a volunteer
  • When you get in touch about one of our projects
  • When you speak to any of our team
  • When you complete a survey
  • When you complete a job application
  • When you apply for one of our trainings
  • When you are invoicing us

We use the information that you have given us in order to: 

  • send you updates about our work that might be of interest
  • allow us to contact you for media opportunities
  • keep records for administrative purposes relating to training, employment, volunteering, feedback, complaints, and/or measuring impact 

We will never share your information with anyone for marketing purposes.  

We will share it with a third party if required to do so by law or in response to a court order or law enforcement agency; or in an emergency (for example, where we think someone is at serious risk of being harmed or in immediate danger, we may contact the police, or a local health or relevant safeguarding team to intervene).

We may share your information with journalists or media professionals in the UK that are creating media content or organising an event with us, but only with your prior consent.  

Our lawful basis for using your personal data

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are: 

  1. Your consent. You are able to remove your consent at any time. You can do this by contacting media@imix.org.uk 
  2. We have a contractual obligation.
  3. We have a legal obligation (such as to carry out our legal obligations under employment, social security or social protection law).
  4. We have vital interest (such as to protect life or health or a safeguarding concern which requires us to share your information with the emergency services.  This will apply if someone needs medical treatment whilst attending one of our training sessions or events).

How we store your personal information 

Your information is securely stored.  Our team members use your information carefully to support the work they do for you. Our staff are trained and understand the need to protect your privacy.

We keep personal identifiers, contacts and characteristics for as long as you actively engage with our services or until you withdraw your consent.  We will then dispose of your information by securely deleting it from our CRM.

We keep statistical information when you visit our website for 14 months. We will then dispose your information automatically.

We keep your photographs and other images you provide for five years. We will then dispose of your information by securely deleting it from our SharePoint.

We keep your personal story as provided by you for five years.  We will then dispose of your information by securely deleting it from our SharePoint.

Your data protection rights

Under data protection law, you have rights including:

  • Your right of access – You have the right to ask us for copies of your personal information. 
  • Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. 
  • Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances. 
  • Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances. 
  • Your right to object to processing – You have the the right to object to the processing of your personal information in certain circumstances.
  • Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at media@imix.org.uk if you wish to make a request.

Cookies Policy

Like most websites, IMIX uses cookies on our website. A cookie is a small file of letters and numbers that is downloaded on to your computer when you visit a website. Many websites use cookies and can do a number of things, e.g. remembering your preferences, recording what you have put in your shopping basket, and counting the number of people looking at a website.  Read more about cookies on the ICO website.

We use the following cookies on www.imix.org.uk:

  • Google Analytics

This allows us to review information such as which pages were the most visited on our site, how long users stayed on a page or how many pages they visited in one session. The data is anonymous and helps to give us an overall picture of how our website performs. 

Google Analytics also collects information such as:

  • Which countries or cities people who visited our site are in. 
  • The age ranges and gender of people who visit our site. 
  • The type of browser or device you used to access our site. 

Read more about what data Google collects, how they use it and how to change your privacy settings on Google.

If you want to know more about protecting your browser, the ICO website has instructions on changing your cookie settings across different browsers. 

You can also find out more about safeguarding your data on Google.

  • Civic UK Cookie Control

We use Civic UK Cookie Control on our website to help you better understand and manage your cookie preferences and settings.

  • Other tracking

We use what’s known as tagged, or tracked, links which is code or text added to an internet address (URL) to show us whether someone has come to our website from a link that we sent or provided to a referring website. For example, we add tracking information to the links in our emails to tell us if an email resulted in people reading a specific page on our website. This data helps gives us an insight into the effectiveness of our newsletters and whether what we send out is of interest to people.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at complaints@imix.org.uk 

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:            

Information Commissioner’s Office

Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk