Art in the Garden City Limited (RC 8829115) ("we", "us", "our") operates artinthegardencity.com. This policy explains what personal data we collect through the site, why we collect it, and how you can control it.
Who we are
Art in the Garden City Limited (RC 8829115) is the data controller for information collected through this website. You can reach us at info@artinthegardencity.com.
What we collect
We only collect what you give us directly through a form on this site, plus a small amount of technical detail that comes with any web request.
- Event registration. Your name, email address and phone number, which ticket you chose, and whether you are attending in person or online. If you tell us you are bringing guests, we record how many, and their names if you choose to add them. Some events ask a few extra questions, which are shown on the registration form itself. For example, an event for Alumni UK graduates may ask which university you attended.
- Your ticket. A reference and two private links, one to open your ticket and one to manage or cancel it. If you attend in person, we record the time you were checked in at the door.
- Payment records. For a paid ticket: the amount, the currency, our own reference, the reference and method returned by our payment provider, and the date. See the next section for what we do not collect.
- Photos and video you send us. If you contribute to an event gallery, the images or links you upload, any caption, and your name as the credit.
- Contact form. Your name, email address, and the subject and content of your message, so that we can reply.
- Volunteer form. Your name, email address, phone number, your areas of interest and availability, and any message you add, so that we can consider your application and get in touch.
- Technical detail. The IP address and browser your registration came from, kept briefly to protect the forms from abuse.
Payment: what we never see
When you buy a ticket, you are taken to Paystack, a licensed Nigerian payment provider, to pay. Your card number, expiry date and security code are entered on Paystack's own systems and never pass through artinthegardencity.com. We do not receive them, we cannot see them, and we could not store them if we wanted to.
What comes back to us is confirmation that a payment succeeded, the amount, and a reference we can use to match it to your ticket or to arrange a refund. To start the payment we send Paystack your email address and name so they can issue you a receipt.
Our lawful basis
- To perform a contract with you: managing your registration, issuing your ticket, admitting you at the door, and taking and refunding payment.
- Consent: sending you our newsletter, listing your name publicly among those attending, and publishing photographs you choose to send us. You can withdraw consent at any time.
- Our legitimate interests: keeping the site and its forms secure, and understanding in aggregate which events draw interest.
- A legal obligation: keeping financial records for the period company accounting rules require.
How we use it
We use the information you provide to:
- manage your registration, including sending your confirmation, your ticket and reminders;
- take payment for a paid ticket, and arrange any refund;
- admit you and your guests at the door, and know how many people to expect;
- send you our newsletter and event announcements, if you have subscribed;
- publish an event gallery, where you have sent us photographs;
- understand which of our events and partner referrals are of interest, in aggregate.
Who we share it with
- Paystack processes payments for paid tickets and receives your name and email address for that purpose.
- We use an email management service from Target ICT Ltd to store mailing-list and event-registration contact details and to send emails on our behalf.
- We use Google Sheets to keep a working copy of event registrations, so that the organising team can see who is attending. Access is restricted to named members of that team.
- For an event held at a partner venue that controls entry to the building, we share an attendee list with that venue, including the names of any guests you are bringing. Where we do this, we name the partner on the registration form before you submit it.
- If you agree, your first and last name may appear on a list of attendees shown to others attending the same event. No other detail is shown, and you can choose to be left off it when you register.
We do not sell your data, and we do not share it with anyone else except where required by law.
Where your data is held
Paystack operates in Nigeria. Target ICT Ltd operates on a server in the United States, and Google Sheets is operated by Google in the United States, so some of your data is stored outside Nigeria. Each is subject to data protection rules comparable to the Nigeria Data Protection Act 2023, and we use them only to deliver the services described above.
How long we keep it
- Registration data, including the copy held in Google Sheets, is deleted within 180 days of the event it relates to.
- Financial records for a paid ticket are kept for 7 years, because company accounting rules require it. These are limited to the amount, the reference, the method and the date. When we delete your registration we also erase the payment payload we received, which contains your email address.
- Gallery photographs are kept while they remain published, since they are the record of the event. When we delete registration data we remove the uploader's name and technical details from them.
- If you have joined our mailing list, we keep your name and email address for as long as you remain subscribed. Unsubscribing removes you immediately.
Photography and the event gallery
Our events are photographed and filmed, and attendees may appear in those images. Attendees can also send us their own photographs and video links afterwards. Everything sent to us is reviewed by a member of our team before it appears anywhere, and we publish it with the contributor's name as the credit.
If you appear in a published photograph and would rather not, email info@artinthegardencity.com and we will take it down. You do not have to give a reason.
If you send us a photograph, you are confirming that you took it or have permission to share it, and that you are happy for it to be published on this site.
Your choices
- Unsubscribe. Every email we send includes an unsubscribe link that removes you from that mailing list immediately.
- Access or deletion. To see what data we hold about you, or to ask us to delete it, email info@artinthegardencity.com.
- Cancel a registration. Use the link in your confirmation email, or email us, and we will remove your details from the attendee list. Please note that cancelling does not erase the financial record of a payment, which we are required to keep.
- Remove a photograph. Email us and we will take it down.
Cookies
This site sets one essential cookie (a PHP session cookie) used to keep the site working correctly, for example to keep an administrator logged in while managing events, or to hold the door check-in session open during an event. It does not identify you personally and is not used for tracking or advertising.
We do not currently run any analytics or advertising tracking scripts (such as Meta Pixel or Google Analytics) on this site. If that changes, we will update this policy to describe what's added and how to opt out.
Where a gallery item is a video hosted on Google Drive, YouTube or Vimeo, the video is only loaded once you press play, so simply opening a gallery page does not contact those services.
Changes to this policy
We may update this policy from time to time. The "last updated" date at the top of this page reflects the most recent revision.
Contact
Questions about this policy or your data can be sent to info@artinthegardencity.com.