Privacy Policy

The Samdani Art Foundation processes the following personal information:

Name
Address
Telephone number
Email address

Personal information is kept in the following forms:

Computer database
Online newsletter software

Staff within the organisation who will process personal information are:

Administration and communications staff

Type of information processed

In line with international data protection principles the Samdani Art Foundation will ensure that personal data will:

Be obtained fairly and lawfully
Be obtained for a specific and lawful purpose
Be accurate and kept up to date
Not be held longer than necessary
Be processed in accordance with the rights of data subjects
Be subject to appropriate security measures

The Personal Data Guardianship Code suggests five key principles of good data governance on which best practice is based. The Samdani Art Foundation will seek to abide by this code in relation to all the personal data it processes,

Accountability: those handling personal data follow international data principles to safeguard personal data
Visibility: Data subjects should have access to the information about themselves that the Samdani Art Foundation holds. This includes the right to have incorrect personal data corrected and to know who has had access to this data.
Consent: The collection and use of personal data must be fair and lawful. Personal data should only be used for the purposes agreed by the data subject. If personal data is to be shared with a third party or used for another purpose, the data subject’s consent should be explicitly obtained.
Access: Everyone should have the right to know the roles and groups of people within an organisation who have access to their personal data and who has used this data.
Stewardship: Those collecting personal data have a duty of care to protect this data throughout the data life span.

Aims of this Policy

The Samdani Art Foundation keeps personal data for its vendors, collaborators, funders, and extended network to carry out its day to day operations, to meet its objectives and to comply with legal obligations.

The Samdani Art Foundation is committed to ensuring any personal data will be dealt with in line with international standards. Although the Samdani Art Foundation is a Bangladesh based organisation, its contacts and operations are global. To comply with international laws, personal information will be collected and used fairly, stored safely and not disclosed to any other person unlawfully.

All members of Samdani Art Foundation staff handling personal data are fully aware of the requirements in accordance with international data protection procedures and follow the policy outlined in this document which highlights the organisation’s key data protection procedures.

Definitions

Notification

As an organisation based in Bangladesh, the Samdani Art Foundation is not required to record our needs for processing personal data on the public register to any international regulatory bodies. As the Samdani Art Foundation operates on a global platform, we have been careful to understand our obligations, and to ensure our policies adhere to international data protection standards.

Responsibilities

The Data Controller is responsible for:

Understanding and communicating obligations put in place by international regulatory bodies
Identifying potential problem areas or risks
Producing clear and effective procedures

All administration staff who process personal information act in line with this policy and international data protection principles.

Training and awareness raising about data protection and how it is followed by the Samdani Art Foundation’s staff will take the following forms:

On induction:

A copy of this policy will be given to new staff
Procedures for collecting personal data will be demonstrated to all new staff

General training/ awareness raising:

Training will be carried out to ensure new staff are clear about the use of personal data
Awareness will be made about the miss-use of personal data and its consequences
Passwords will be changed when staff leave the employment of the Samdani Art Foundation

Training

To meet our responsibilities in line with international standards, all the Samdani Art Foundation’s staff will:

Ensure any personal data is collected in a fair and lawful way
Ensure it is kept safely

The Samdani Art Foundation will ensure that:

Everyone managing and handling personal information is trained to do so
Any disclosure of personal data will be in line with our procedures
Queries about handling personal information will be dealt with swiftly and politely

Policy Implementation

Gathering and checking information

Before personal information is collected, we will consider:

The minimum personal details required as part of our relationship with the data subject depending on our relationship with them
No personal information in hard copy will be kept after it is required and will be securely destroyed after use

We will take the following measures to ensure that personal information kept is accurate:

Information supplied is checked and recorded

No sensitive information is required by the Samdani Art Foundation except for the purposes of visiting artists, speakers or academics. In these cases, passport details will be taken for the purposes of booking flights, and dietary/medical requirements for assisting the comfort of their visit to Bangladesh. None of the aforementioned personal information will be used apart from the exact purpose for which permission was given.

Data Security

The Samdani Art Foundation will take steps to ensure that personal data is kept secure at all times against unauthorised or unlawful loss or disclosure. The following measures will be taken:

Passwords will be changed regularly
Passwords will only be issued to regulated and trained staff
Data backups will be stored securely and kept away from main data

Subject Access Requests

Anyone whose personal information we process has the right to know:

What information we hold
How to gain access to this information
How to keep it up to date
What we are doing to comply with international data protection standards

They also have the right to prevent processing of their personal data in some circumstances and the right to correct, rectify, block or erase information regarded as wrong.

Individuals have a right to access certain personal data being kept about them on computer and certain files. Any person wishing to exercise this right should apply by email to info@samdani.com.bd.

The following information will be required before access is granted:

Name
Email address

We may also require proof of identity before access is granted. The following forms of ID will be accepted:

Photographic ID, such as a passport

We will aim to comply with requests for access to personal information as soon as possible but will ensure it is provided within the 30 days from receiving the written request.

Review

This policy will be reviewed annually to ensure it remains up to date and compliant with international laws.

The Samdani Art Foundation is committed to ensuring any personal data collected will be handled in line with international standards. To comply with international law, personal information will be collected and used fairly, stored safely and not disclosed to any other person unlawfully.

To meet our responsibilities in line with international standards, all the Samdani Art Foundation’s staff will ensure any personal data is collected in a fair and lawful way and is kept safely. All our staff managing and handling personal information are trained to do so. Any disclosure of personal data will be in line with our procedures and queries about handling personal information will be dealt with swiftly and politely.

Samdani Art Foundation Data Protection Policy Statement