Privacy Policy

Our Data Protection and Privacy Policy

Last updated: August 2025

Hole Projects CIC (“we”, “our”, “us”), operating at Unit 2, 10 London Road, St Leonards-on-Sea, is committed to protecting and respecting your privacy in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This policy sets out how we collect, use, store and protect personal information.

1. Data Controller

The Data Controller is:
Hole Projects CIC
Email: unit2stleonards@gmail.com

2. Personal Data We Collect

We may collect and process the following categories of personal data:

  • Name and contact details (email address, phone number, postal address if provided)
  • Artist information (biography, artwork pricing, images, websites, social media handles)
  • Project-related correspondence and materials submitted to us
  • Mailing list sign-up details (email addresses)

We do not collect or process data relating to children under 18.

3. Purposes and Legal Basis for Processing

We process data only where we have a lawful basis under UK GDPR:

  • Consent:
    • When you sign up to our mailing list to receive updates, events and news.
    • You can withdraw consent at any time by clicking the unsubscribe link in our emails or by contacting us.
  • Legitimate Interests:
    • Processing applications to exhibitions, events, and opportunities we organise.
    • Contacting artists and participants regarding projects, opportunities, or events.
    • Retaining records for reporting, evaluation, and archival purposes.

We will never use your personal data for marketing unless you have explicitly consented.

4. How We Store and Process Data

Your data is stored and processed using secure systems, including:

  • Mailchimp (for email marketing and mailing list management)
  • Gmail (for correspondence and communication)
  • WordPress (for website hosting and form submissions)

We take all reasonable steps to ensure your data is stored securely and access is limited to those who need it for the purposes described above.

5. Data Retention

  • Mailing list data: retained until you unsubscribe.
  • Project applications and related data: retained for reporting and archival purposes.
  • Other correspondence: retained for as long as necessary to fulfil the purpose of collection.

We do not share your personal data with third parties without your explicit consent, unless legally required to do so.

6. Your Rights

Under UK GDPR, you have the following rights:

  • The right to access the personal data we hold about you.
  • The right to request correction of inaccurate or incomplete data.
  • The right to request deletion of your data, where applicable.
  • The right to restrict or object to processing.
  • The right to withdraw consent at any time (for mailing list subscriptions).
  • The right to data portability.

To exercise any of these rights, please contact us at unit2stleonards@gmail.com.

7. Cookies and Website Data

Our website (hosted on WordPress) uses only cookies that are necessary for the basic functioning of the site. We do not use cookies for tracking, analytics, or advertising purposes. As such, we are not required to request your consent for cookies, though you can adjust your browser settings to refuse or delete cookies if you prefer.

8. Complaints

If you have any concerns about how we handle your data, please contact us at unit2stleonards@gmail.com.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO): https://ico.org.uk.

9. Changes to This Policy

We may update this policy from time to time. Any changes will be posted on our website with the updated revision date.