Privacy Policy

OKRE is committed to safeguarding your personal information in accordance with data protection law. This Statement explains how, and on what legal basis, we collect, store, and use personal information about you in relation to OKRE: Opening Knowledge across Research and Entertainment, the aims of which include: improving understanding of how entertainment media impacts on culture and society; maximising the exchange of knowledge, skills, ideas and technologies between sectors; and delivering innovations in entertainment and research from cross-sector collaborations that can expand people’s understanding of the world.

For ease of reference, we have organised this statement into the following sections:

1. The information we hold about you, how we collect and use it and our legal basis for doing so
2. How we use particularly sensitive information
3. If you fail to provide personal information
4. Automated decision-making
5. How we share your information
6. How we look after your information
7. How long we keep and use your information
8. Your rights over your information
9. Changes to this Statement

OKRE: Opening Knowledge across Research and Entertainment is a charitable company limited by guarantee incorporated in England and Wales (company number 12566700) and a registered charity with number 1189257)) (“OKRE”).

OKRE is the “data controller” of your personal information. This means that we are responsible for deciding how we hold and use personal information about you.

If you wish to contact us in relation to this Statement, you can do so by contacting our Data Protection Representative using the following details:

Data Protection Representative, OKRE, 215 Euston Road, London NW1 2BE, United Kingdom

[email protected]. Further information on data protection law can be found here: https://ico.org.uk/for-the-public

Your personal data, or personal information, is any information about you where you can be identified, whether directly or indirectly. OKRE aims to connect the research, social impact and entertainment sectors. In order to do so, we will use your personal data as set out below. Reference to OKRE’s website is in relation to okre.org.

We will only use your personal data when the law allows us to. Most commonly, we will use your personal information in the following circumstances:

• Where it is necessary for us to pursue our legitimate interests (or those of a third-party) where your interests and fundamental rights do not override those interests;

• Where it is necessary to perform a contract to which you are subject or in order to take steps at your request prior to entering a contract; and

• Where, as applicable, you have given us your consent (for example, to use the diversity monitoring information you provide to us, or to send you marketing communications).

Where we use your information on the basis of your consent, you have the right to withdraw your consent at any time by contacting our Data Protection Representative.

(a) Visiting OKRE’s website

You may choose to give us certain information when:

• registering for or enquiring about our activities or events;
• subscribing to our newsletters and updates;
• participating in website testing and research activities;
• filling in surveys on our websites; or
• contacting us for another purpose through our websites.

The information may include:

• title, forename and last name;
• contact phone number(s);
• email address(es);
• when you participate in website testing and research activities, we will collect your name, access needs, age, location, your areas of interest and description of your status (e.g. researcher);
• sectors of work; and
• areas of interest.

Additionally, certain technical information relating to you and your device are collected automatically when you use one of our websites, such as your:

• Internet log information: We use third-party services to collect certain technical information from your device including standard internet log information such as Internet Protocol (IP) address, browser type and version, and page interaction information; and
• Cookies: When you visit our websites we use cookies to automatically collect information about how you use our sites. Except for strictly necessary cookies, we will obtain your consent prior to setting cookie. See our cookies policy for further information

We may collect this information from you:

• to register you for activities, events or services you have registered for;
• to respond to queries raised through our websites;
• in the case of technical information collected when you use our sites, for site administration and internal operations (i.e. troubleshooting, data analysis, testing, research, statistical and survey purposes). This enables us to improve our sites to ensure content is presented in the most effective manner for you and your device, and that our sites are safe and secure;
• to tailor our marketing communications to those areas that we consider are most likely to interest you; and
• to conduct surveys and website testing activities and process your response to any survey or website testing you participate in for research, evaluation and statistical purposes, and contact you to follow up on surveys and website testing completed on our websites.

Most commonly in relation to OKRE, we use information we collect about you via our websites in pursuit of our legitimate interest of to enable the exchange of creativity, knowledge, skills, and opportunities across sectors.

Where you opt-in to subscribe to publications, newsletters, events and updates, your consent is the legal basis for our use of your information. You have the right to withdraw your consent at any time by using the ‘unsubscribe’ option in the emailed publications sent to you.

Where you register for activities, events or services, we use your information to provide those activities, events or services to you and our legal basis for processing your information for this purpose is that it is necessary for the performance of a contract.

See How we share your information for further details on how your information is shared.

 (b) The OKRE network database

You may choose to provide us with your personal information for the OKRE network database.

This information may include:

• Name;
• Job title and organisation (including address);
• E-mail;
• Career details (including position, past experience and future aims & goals);
• Areas or activities of work and / or interest (as you may inform us from time to time);
• Project information (including stage of development);
• With your consent, information relating to date of birth, gender, ethnicity and race and disability for diversity monitoring purposes.

We may also collect this information about you from external sources, such as where current members of the OKRE network, or other third parties, might pass on your details to us with a view to you joining the OKRE network. In these circumstances, we will inform you of this prior to adding you to the OKRE network database. This will include details of who provided us with your personal information, subject to their consent.

As set out above, OKRE aims to bring together people from the research, social impact and entertainment sectors. To do so, this will involve storing the information that you have provided on a database. This database will be stored on a secure server that can only be accessed by a limited number of OKRE staff.

We will then use this information to identify and contact you if an enquiry comes in where we determine that you share common professional interests and aims with another member of the OKRE network database. If we identify that two (or more) people on the OKRE network database might be suitable to connect with one another, then we will inform the relevant people separately by e-mail or phone before connecting them together.

We may also collect the following information on you:

• Where and when you were introduced to OKRE.

• A photographic image of you (This will only be where the individual has themselves uploaded a photograph to a professional public portfolio, such as LinkedIn.)

The legal basis for the processing your personal information is our legitimate interests in enabling the exchange of creativity, knowledge, skills, and opportunities across sectors (unless it is appropriate to have obtained your consent).

In the event that you supply a third party’s details to us with a view to that third party being added to OKRE’s network database, we may be required to inform that third party of your details (i.e. your name, company) in order to comply with our legal obligation under data protection legislation to inform data subjects of the source of personal data obtained other than from themselves.

(c) Contacting speakers for future OKRE events

We may collect the following types of personal information about you to allow us to update our event speakers about future events to speak at or contribute towards:

• name and (where applicable) organisation name;
• job title;
• contact phone number;
• email address.

We collect this information from you to allow us to enquire as to whether you would like to deliver a future presentation or speak in some formal capacity at an event.

Please see (d) Attending or speaking at events organised by OKRE for information about the personal data we may collect about you if you confirm that you will speak at one of our events.

The legal basis for the processing your personal information is our legitimate interests in enabling the exchange of creativity, knowledge, skills, and opportunities across the research, entertainment and social impact sectors (unless it is appropriate to have obtained your consent).

(d) Attending or speaking at events organised by OKRE

You may provide the following information to us when you register or apply to attend a range of events (and associated travel, as applicable) organised by OKRE:

• name and (where applicable) organisation name;
• contact phone number;
• email address;
• address;
• photo and biography (for use in the event booklet, as applicable);
• dietary requirements (including information about any allergies you may have or other health-related data, based on your consent);
• information about any access needs you might have;
• for visa applications: date of birth, nationality, passport name;
• images, opinions and other personal data contained in presentations that are recorded at events;
• job title and areas of work/interest;
• in relation to event speakers only, financial information (including account number, bank name, sort code and other relevant details) if required for an honoraria;
• passport name and number and gender if required for booking your travel to the event.

We collect this information from you to:

• register you for the event you have applied to attend and where applicable, organise any travel and visa applications associated with the event;
• gather feedback from you and improve our future events; and
• send you updates you have opted in to receive.

We may share your information for this purpose with various third parties we work with in connection with the events we organise. These include:

• the provider of our web-based event registration system to send out and administer event invites and registration forms;
• our website and social media providers if we share recorded content from our events; and
• the event venue, for the purpose of them administering the event.

See How we share your information for further details on how your information is shared.

Our legal bases for using your information in respect to events and workshops are you have provided your consent, it is necessary to fulfil a contract, or to fulfil our legitimate interests in administering events in pursuit of our aims and charitable objectives. Where you opt-in to subscribe to us communicating you in relation to this, your consent is the legal basis for our use of your information. You have the right to withdraw your consent at any time by using the ‘unsubscribe’ option in the emailed communications sent to you or by contacting us at the details provided above. Where you have licensed us to use recorded content containing your personal data, our legal basis is that our processing is necessary for the performance of a contract (such as a licence agreement).

(e) Accessing OKRE funding schemes

You or your organisation may provide us certain information when applying for or accessing the grant schemes operated by OKRE. The types of personal data that we might hold include:

• title, forename and last name;
• company or institution name;
• contact phone number(s);
• contact email address(es);
• financial information (including account number, bank name, sort code and other relevant details);
• identification documents and/or information (including national insurance number and passport details);
• biographical information about your job, background and interests to the extent they are included in an application for the grant;
• information relating to date of birth, gender, ethnicity and race, and disability for diversity monitoring purposes.

We collect this information from you to:

• allow us to assess you or your organisation’s proposal and carry out the necessary checks and due diligence on the applicant;
• enter into and comply with a grant agreement where a grant application is successful; and
• process payments in respect of the grant.

To the extent we have a grant agreement in place (or one is in prospect), the primary legal basis for the processing your personal information is that it is necessary for the performance of the grant agreement, or necessary to take steps at your request prior to entering into the grant agreement.

In addition, it may be necessary for compliance with our legal obligations, particularly in relation to UK charity law. Further, processing may be necessary in pursuit of our legitimate interests in advancing education and the arts and the promotion of research and effectiveness of charities.

The legal basis for processing information collected for our diversity monitoring purposes will be your consent (which you may withdraw at any time).

(f) Contacting OKRE over the phone, by email or social media

You may give us certain information about you when you contact OKRE over the phone, by email or by social media, such as your:

• title, forename and last name;
• company or institution name;
• contact phone number(s);
• contact email address(es);
• professional interests (as you may inform us from time to time).

We may collect this information from you:

• to provide you with access to the OKRE colleague or service you are contacting us about;
• to handle your query or otherwise engage with you.

We use this information on the legal basis that it is necessary to pursue our legitimate interest of answering your queries and engaging with you or where you have provided your consent.

“Special categories” of particularly sensitive personal information that we hold about you (e.g., health-related information) require higher levels of protection under data protection law. We need to have further justification for collecting, storing and using this type of personal information in addition to a legal basis. 

We currently only collect and use “special category” sensitive information (e.g. information about ethnicity and race and disability) with your explicit consent when you provide diversity monitoring information to us or where it is required in respect to an event (for example, in respect to access requirements or dietary requirements).

As it currently stands, we do not otherwise intend to process any special category personal data. Should this change, we will only do so provided it has established the necessary legal bases and exemptions.

How we use diversity monitoring information

Diversity monitoring is central to OKRE’s diversity and inclusion work and is an important means of identifying patterns of under-representation and differential experience related to certain groups of people, particularly the groups of individuals protected by law under the Equality Act 2010, implementing targeted actions to respond to identified challenges, and promoting equality and fairness for all.

We will only collect diversity monitoring information on a named basis with your consent (which can be withdrawn at any time by contacting our Data Protection Representative).

We use diversity monitoring information to:

• ensure the diversity of those involved in the OKRE network;

• set meaningful targets and measure progress.

We may share anonymised information with third parties where we provide funding in partnership with other organisations (funding partners). We will share anonymised diversity monitoring data with those organisations to enable them to better understand the range of people we engage with.

We may share your personal information with third-party service providers and suppliers, some of whom may be based outside the UK (in which case please see the section International transfers of your information- outside of the UK below). Some of our service providers will have access to your information to perform services on our behalf. We share your information with the following types of service providers:

• our systems providers i.e. for our library management system, CRM system, IT and communications systems, job application systems;
• our integrated services provider which operates our reception, security and mail room functions within our premises at 183 and 215 Euston Road;
• our email marketing and communications provider that distributes email publications on our behalf, where you opt-in to receive such publications;
• the provider of our web-based event registration system, to send out event invites and registration forms to those invited to OKRE events;
• our travel management company, hotels and transportation providers and travel security partner (where OKRE is organising travel associated with an event you are attending) for the purpose of making travel arrangements and sending you relevant travel alerts whilst you are travelling to/from an OKRE  event;
• event venue operators, where you are attending a OKRE-organised event, for the purpose of them administering the event;
• in the event that you are involved in a significant accident or suffer a significant injury whilst on our premises, we will share your contact details with our insurers;

The OKRE network database

As stated above, we may share your details with other members of the OKRE network database if we think that it would be appropriate to put you in contact with them.

Additionally, if you provide us with details of a person for the purpose of adding this person to the OKRE network database then, in order to comply with our obligations under data protection laws, we will inform this person of your name and professional details when informing them of the source of the personal data.

OKRE website and social media sites

We may post content regarding our activities and events on our website and social media sites. Where you appear prominently in such content we will endeavour to ask for your consent first. For contributors of recorded content we may enter into a licence agreement with you in respect to our use in which case our legal basis for this activity is that it is necessary for the performance of a contract.

Where otherwise required to do so

In exceptionally rare circumstances, we may be required to share your information if required to do so under a court order or if requested by the police or other regulatory or governmental authority.

For further information on how we share your information, contact our Data Protection Representative.

OKRE is committed to safeguarding your personal information and your privacy. We have put in place appropriate security measures to prevent your information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality. Where we have given you (or where you have chosen) a password to access certain parts of our sites, you are responsible for keeping this password confidential.

Technical solutions

We securely store all information you provide to us using one or more technical measures considering the nature, scope, context and purpose for which we are using the information. Such measures will always be appropriate to the risk.

Breach Procedures

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

International transfers of your information outside of the UK

We may transfer personal information we collect about you outside of the UK where we use service providers that store information on servers based outside of the UK. To ensure that your personal information is protected, since the data protection regimes in these locations might be less exacting than within the UK, we ensure that one of the following safeguards is in place prior to transfer:

• the recipient is located in a country that has been deemed to provide an adequate level of protection for personal data;
• the recipient has entered into Binding Corporate Rules with us; or
• the recipient has entered into the EU Model Clauses (adapted to comply with UK legal requirements, if necessary) with us.

We may also transfer your personal information outside the UK to partners and associated organisations for the purposes set out in this Statement. For example, where you are applying for a funded place at an OKRE event and we need to share your application with our event partners outside the UK to assess your application.

We will only retain your personal information for as long as necessary to fulfil the purposes for which we collected it. This may mean holding on to your personal information for a certain period of time after you have ceased to have a relationship with OKRE, such as for the purposes of satisfying any legal, accounting, or reporting requirements.

When determining the appropriate period of time to retain your personal information, we consider several factors, including the amount, nature, and sensitivity of the information, the potential risk of harm from unauthorised use or disclosure of your information, the purposes for which we handle and use your information and whether we can achieve those purposes through other means, and the applicable legal requirements. We securely erase your information once it is no longer needed.

Your rights over your information

If you have an online account with us, we hope that you find your information is easy to access and update as it is important that the personal information we hold about you is accurate and current.

At any time, you have the right to, amongst other things, access the information we hold on you or notify us that you no longer wish to be included on our database for marketing purposes. If you wish to contact us regarding your information, please speak to our Data Protection Representative.

Under certain circumstances, by law you have the right to:

• Request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
• Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
• Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
• Object to processing of your personal information where we are relying on a legitimate interest (or those of a third-party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
• Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
• Request the transfer of your personal information to another party.
• Withdraw your consent for us to use your personal information at any time, where we are handling your information on the basis of your consent.

If you’d like to exercise any of the rights mentioned above, please contact our Data Protection Representative.

In almost all circumstances, you can exercise any of these rights free of charge. However, in circumstances where your request for access is unfounded or excessive we may charge you a reasonable administrative fee or simply refuse to respond.

Although we hope that you would never feel that you had to, you do have the right to lodge a complaint with the supervisory authority, the Information Commissioner’s Office: www.ico.org.uk.

This Statement was last updated on 12 February 2021. Changes to this Statement may be made in response to changes to regulation, legislation or OKRE itself. We will endeavour to inform you of any substantial changes; however, we ask that you come back every now and then to check for any updates.