Ignite Imaginations Privacy Notice

At Ignite Imaginations we are committed to maintaining the trust and confidence of everyone we work with.

Whether you are browsing our website, subscribing to our newsletter, or taking part in one of our projects, here is where you’ll find information on how we protect your privacy and keep your data safe and secure.

Types of Data we collect

Mailing List

If you have taken part in one of our workshops or events we will ask if you want to opt-in to receiving our monthly e-newsletter.  You can also subscribe to our newsletter mailing list by registering via our website, or via links through social media or email invites.

As part of the registration process for our monthly e-newsletter, we collect personal information. We use that information for a couple of reasons: to tell you about things we hope you are interested in; to contact you if we need to obtain or provide additional information; to check our records are right and to check every now and then that you’re happy and satisfied. We don't rent or trade email lists with other organisations and businesses.

We use a third-party provider, MailChimp, to deliver our newsletter. We gather statistics around email opening and clicks using industry standard technologies to help us monitor and improve our e-newsletter. For more information, please see MailChimp’s privacy notice.

You can unsubscribe to general mailings at any time of the day or night by clicking the unsubscribe link at the bottom of any of our emails or by emailing our administrator on admin@igniteimaginations.org.uk

Taking part in our workshops/events

We use a third-party provider, Insightly to keep all our project contact data.  If you have taken part in one of our workshops or events and you opt-in to be sent information from us we will add you name and email address on this system.  Your details will also be added to our MailChimp list, so you can receive our e-newsletter. 

We may contact you through Insightly about events related to the project you took part in, or to ask for feedback about the project you took part in.

If you unsubscribe from our mailing list either by emailing us or unsubscribing to our MailChimp list we will remove your personal data from both Insightly and MailChimp.

If you share your experiences with us via a form or interview, we may quote something you said when sharing about our work on our website, social media or reporting.  However, we will only use your name if we have your signed permission to do so.  All paper evaluation forms, with or without names attached, will be kept securely for a maximum of 3 years.

Any further processing of attendee data, such as analysis about people’s experiences, is only done in a way that means it is no longer personal data.


If you book on a workshop with us via phone or email your name, address data, email and contact number will be stored on our secure project excel document (some projects will require us to collect additional data such as age, date of birth etc). We will keep these details until the end of the project and use it only if we need to contact you in relation to the project of which the workshops are a part.  When you book you will be asked if you wish to opt-in to our mailing list.  We may email you at the end of the project to invite you to join our mailing list.  After the end of the project your personal data will be removed from our project excel document.  If you have opted-in to hear from us we will transfer your contact data only to our MailChimp list and Insightly software.


A cookie is a small data file that is transferred to your computer’s hard disk. Our website uses cookies to collect information. This includes information about browsing behaviour by people who access our websites such as information about pages viewed and the customer journey around our website.

Our systems may automatically gather some anonymous information about visitors, including IP addresses, browser type, language, and the times and dates of webpage visits. The data collected does not include personally identifiable information. It is used, as described above, for statistical analysis, to understand user behaviour, and to administer the site.

If you wish to restrict or block the cookies which are set by our website or any other this can be done through your browser settings. The help function in your browser should give you this information or alternatively go to visit aboutcookies.org which contains information on how to do this in a variety of browsers. Here you will also find information about how to delete cookies from your computer as well as more general information about cookies. Restricting cookies will prevent you from being able to use full functionality of the website such as logging in and submitting content

Google Analytics

When someone visits www.igniteimaginations.org.uk we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone.

Google stores the information collected by the cookie on servers in the United States. Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google’s behalf. Google will not associate your IP address with any other data held by Google. By using the website, you consent to the processing of data about you by Google in the manner and for the purposes set out above.

You can reject this cookie and information on how to do this can be found at:google.com/intl/en/privacypolicy.html

Our website may include content embedded from other sites and services such as Twitter, YouTube and Eventbrite; these sites may set additional cookies but we do not pass any personally identifiable information to these services.

Social media

If you share our content through social media, for example by liking us on Facebook, following or tweeting about us on Twitter, those social networks will record that you have done so. They may set a cookie for this purpose.

In some cases, where a page on our website includes content from a social network, such as a Twitter feed, or Facebook comments box, those services may set a cookie even where you do not click a button. As is the case for all cookies, we cannot access those set by social networks. Social networks cannot access cookies we set ourselves.


We may share anonymised personal information with other organisations, particularly our funders such as Children in Need, who use this to analyse the impact of our work. 

Many of our events and activities are run in partnership with other organisations. With some of these partners, such as with South Yorkshire Housing Association and Sheffield Children’s University, we have to securely share certain personal data as part of our contracts with them.  We do not keep the data beyond the end of the project.  Once it has been shared our privacy policy no longer applies.  Please see their privacy policy for more information.

External links

The Ignite Imaginations website may contain links to websites operated by third parties under different privacy policies.  Should you choose one of those links, you will be leaving our websites and this privacy notice will no longer apply.

Access to your personal information

You are entitled to view, amend, or delete the personal information that we hold. Email your request to our data protection officer Luisa Golob at luisa@igniteimaginations.org.uk

Changes to this policy

This policy will be reviewed annually.  It was created on 18 July 2018.


Appendix 1: Document retention

Funding agreements/contracts, funding applications, and anonymised monitoring reports we've submitted to the funder.

Retain for 3 years:
Monitoring and evaluation forms from participants, partners and artists, including individual feedback forms and supporting documents.

Retain for 6 years:
Paper records of spend and invoices, including receipts, invoices and bank statements.

Company reg. 5803846

Charity no. 1116631


Privacy Policy