At On Your Face Collective (OYF), we are committed to protecting your privacy and handling your personal data transparently, securely, and in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

On Your Face Collective ("OYF", "we", "us", "our") is the Data Controller responsible for the personal data you provide through our website, artist directory, archive, events programme, and creative opportunities platform.

We celebrate and support trans, queer, and non-binary creatives across Wales.

For any questions about this Privacy Notice or your personal data, please contact:

Email: hello@onyourface.org

2. What Information We Collect

When you submit an application or profile to OYF, we may collect:

Identity and Contact Information

• Name
• Pronouns
• Email address
• Social media handles
• Location

Professional Information

• Artist biography
• Practice statement
• Creative discipline/category
• Portfolio links
• Images, videos, and creative work submitted by you

Financial and Administrative Information

• Artist fees and budget requirements
• Self-employment status
• UK right-to-work status where relevant for paid opportunities

This information is used solely to administer opportunities, support fair pay practices, and prepare funding applications where/when appropriate.

Special Category Data

As OYF is a collective specifically supporting trans, queer, and non-binary creatives, information you provide may reveal or imply aspects of your gender identity and/or sexual orientation.

Under UK GDPR, this is considered Special Category Data.

We process this information only with your explicit consent under Article 9(2)(a) UK GDPR. You may withdraw this consent at any time by contacting us.

3. How We Use Your Information

We use your information to:

• Maintain and manage the OYF archive and directory
• Publish your profile where you have requested to be listed publicly
• Match creatives with opportunities, commissions, events, and projects
• Contact you regarding opportunities, events, and membership updates
• Administer bookings and payments
• Apply for funding and demonstrate the reach and impact of our work
• Improve and develop our services

We will never sell your personal data to advertisers or third parties.

4. Lawful Basis for Processing

Under UK GDPR, we rely on the following lawful bases:

Consent

We rely on your consent to:

• Include your profile within our public directory
• Send marketing and opportunity emails where consent is required
• Use images, videos, and creative work in promotional materials where you have opted in
• Process Special Category Data relating to gender identity and/or sexual orientation

Contractual Necessity

We may process your information where necessary to:

• Assess suitability for paid opportunities
• Administer artist bookings
• Arrange payments and contracts

Legitimate Interests

We may process information where necessary to:

• Maintain an accurate and secure creative directory
• Manage membership records
• Communicate important operational updates
• Ensure the effective administration of OYF

Where we rely on legitimate interests, we ensure that your rights and freedoms are not overridden.

5. Image and Creative Work Permissions

We believe creatives should have control over how their work is shared.

Our application form allows you to choose how your images, artwork, videos, and creative content may be used.

Public Directory and Archive

Displaying your profile information, biography, statement, and selected profile image is a core function of the OYF archive and directory.

Promotional Use

We will only use your images, artwork, videos, or footage in:

• Social media content
• Event promotion
• Digital displays
• Marketing materials
• Show reels or documentaries

where you have explicitly opted in.

You may change or withdraw these permissions at any time.

To withdraw your consent to receive any of the above please email hello@onyourface.org.

To update your bank details, or to change, pause, or cancel your monthly donation please email finance@onyourface.org.

6. Diversity & Inclusion Information

As part of our registration process, we ask creatives to complete a separate Diversity & Inclusion form.

Providing this information is voluntary, but it plays an important role in helping us understand who engages with On Your Face Collective and how we can make our work more inclusive and representative.

We use this information to:

• Monitor the diversity of our creative network.
• Identify communities that may be underrepresented.
• Improve the accessibility and inclusivity of our programmes and opportunities.
• Produce anonymous statistics for funding applications, monitoring reports and organisational evaluation.
• Help us understand the impact of our work over time.

This information is treated as confidential and is stored securely.

It is never displayed on your public profile and will never be published in a way that identifies you as an individual without your explicit consent.

Where possible, Diversity & Inclusion data is analysed and reported in an anonymised or aggregated format (for example, percentages or totals rather than individual responses).

Only authorised members of the On Your Face Collective team who require access for monitoring, funding or administrative purposes will be able to view this information.

7. How Your Data is Stored and Protected

Your information is stored securely using trusted digital service providers and cloud-based systems used to manage the OYF platform.

Access to personal data is restricted to authorised OYF team members who require access to perform their role.

We use appropriate technical and organisational measures to protect data against unauthorised access, loss, disclosure, alteration, or misuse.

8. Third-Party Service Providers and International Transfers

We may use trusted third-party service providers to help us operate OYF, including customer relationship management systems, email providers, cloud storage services, and website hosting providers.

Some providers may process data outside the United Kingdom.

Where this occurs, we ensure appropriate safeguards are in place in accordance with UK GDPR, including approved international data transfer mechanisms.

9. How Long We Keep Your Information

We retain your information while you remain an active member of OYF.

If you request removal from the platform, we will remove your public profile and delete your personal data unless we are required to retain certain information for legal, financial, or regulatory reasons.

We may periodically review inactive records and contact members to confirm whether they wish to remain part of the platform.

10. Your Rights

Under UK GDPR, you have the right to:

• Access your personal data
• Correct inaccurate information
• Request deletion of your data
• Restrict or object to certain processing activities
• Withdraw consent at any time where processing is based on consent
• Request a copy of your data in a portable format
• Lodge a complaint with the Information Commissioner's Office (ICO)

To exercise any of these rights, please contact us using the details above.

11. Changes to This Privacy Notice

We may update this Privacy Notice from time to time.

Any significant changes will be communicated through our website or directly to members where appropriate.