Gaada Terms & Privacy

Website Terms of Use

1. Accessing the Website

Access to this website is permitted on a temporary basis. We may suspend, withdraw or change any part of the site without notice. We are not liable if the website is unavailable at any time or for any period.

You are responsible for ensuring that anyone accessing the site through your internet connection is aware of these terms and complies with them.

2. Intellectual Property Rights and Use of Content

Unless stated otherwise, all content on this website, including text, images, design and graphics, is owned by Gaada Projects C.I.C. or used with permission.

You may:

  • view pages on this site

  • print or download extracts for personal, non-commercial use only

You must not:

  • modify printed or downloaded materials

  • use any images, logos or artworks separately from accompanying text

  • use any part of the site content for commercial purposes without written permission from Gaada

  • claim or imply endorsement or affiliation without consent

If you breach these terms, your right to use the site will stop immediately and you must return or destroy any downloaded copies.

3. Prohibition on Automated Collection, Scraping and AI Training

You must not use automated systems, bots, web-scrapers, AI tools or similar technologies to:

  • extract, copy, collect or index content from this website

  • reproduce or store content for machine learning, AI model training or dataset creation

  • monitor or access the site at a rate exceeding normal human browsing

  • interfere with the proper functioning of the site

Gaada reserves the right to block offending IP addresses and pursue legal action where necessary.

4. Accuracy and Reliance on Information

Content on this website is provided for general information only. While we make reasonable efforts to keep information up to date, we do not guarantee accuracy, completeness or suitability of any content.

Nothing on this site constitutes legal, professional or financial advice, and reliance on material is at your own risk.

We may update or change content at any time. We are under no obligation to ensure material is current.

5. Viruses, Hacking and Misuse

You must not knowingly introduce viruses, trojans, worms, logic bombs or other harmful material to the site. You must not attempt unauthorised access to the site, the server on which it is stored, or related systems.

Breaching this provision may be a criminal offence under the Computer Misuse Act 1990. We may report such breaches to law-enforcement authorities.

We are not liable for any loss or damage caused by viruses or other harmful material that may infect your device as a result of using this site or downloading content.

6. Linking to Our Website

You may link to our homepage provided that:

  • you do so in a fair and legal way

  • you do not damage or take advantage of Gaada’s reputation

  • you do not suggest endorsement or association where none exists

You must not frame this website or link in a way that alters how our site is displayed.

We may withdraw linking permission at any time.

7. Links to Other Websites

This website may include links to external sites for information. These links do not imply endorsement. We have no control over the content of external websites and accept no responsibility for any loss or damage arising from their use.

8. Liability

To the fullest extent permitted by law, we exclude liability for:

  • loss of income or revenue

  • loss of business or contracts

  • loss of profits

  • loss of data

  • loss of goodwill

  • indirect or consequential loss

Nothing in these terms excludes liability for death or personal injury caused by negligence, fraud, or any liability that cannot legally be excluded.

9. Governing Law and Jurisdiction

These Terms of Use are governed by Scottish law. Any disputes will be subject to the jurisdiction of the Scottish courts.

10. Changes to These Terms

We may revise these Terms of Use at any time by updating this page. You should check this page from time to time to note any changes.

11. Contact

If you have concerns about material on this site, please contact: toogs@gaada.org

Privacy and Cookies Policy

1. Who We Are

Gaada Projects C.I.C. (“Gaada”, “we”, “us”, “our”) is a not-for-profit social enterprise and Community Interest Company based in Shetland. Our work supports artists and communities through accessible arts activities, creative production and public engagement.

Registered name: Gaada Projects C.I.C.

Registered address: Toogs Artist Workshop, Burra, Shetland, ZE2 9LD

Company number: SC596118

Email: toogs@gaada.org

We are the “data controller” for the purposes of UK data protection law. This means we decide how and why your personal information is used.

This policy explains how we collect, use, store, share and protect your personal data when you interact with us, use our website (www.gaada.org), take part in activities, purchase goods or services, or communicate with us. It also explains how we use cookies and similar technologies.

We comply with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations (PECR).

2. What Personal Data We Collect

We may collect and process the following types of personal data.

Information you provide directly

This may include:

  • your name, email address, postal address and telephone number

  • workshop or event booking information

  • shop purchase and delivery details

  • communication preferences

  • membership information

  • feedback or survey responses

  • equality, diversity and inclusion (EDI) monitoring data (if provided)

  • enquiries, compliments and complaints

  • professional communications and correspondence

Financial transaction data

We do not store or have access to your full card details. Payments are processed securely through third-party providers such as Stripe and PayPal POS.

Website and technical data

When you use our website, we may collect:

  • IP address

  • browser type

  • time and date of visit

  • pages viewed

  • cookie and analytics information

Safeguarding and wellbeing information

Where safeguarding, wellbeing or risk considerations arise in relation to an individual’s engagement with Gaada, we may record relevant information to support safe participation and fulfil our duty of care.

3. How We Collect Personal Data

We collect data when you:

  • complete forms on our website

  • subscribe to our mailing list

  • book a workshop or event

  • purchase from our online or in-person shop

  • complete surveys or EDI monitoring forms

  • contact us by email, phone, social media or in person

  • work with us as an artist, freelancer, partner or supplier

  • take part in safeguarding-relevant activity

4. Lawful Basis for Processing

We process your personal data only where a lawful basis applies, including:

  • Contract: For example, to manage workshop bookings, provide services or process shop orders.

  • Consent: For example, for mailing lists, surveys or EDI monitoring. You may withdraw consent at any time.

  • Legitimate interests: For example, to respond to enquiries, evaluate our work or manage relationships, provided your rights are not overridden.

  • Legal obligation: For example, financial reporting and safeguarding duties.

  • Vital interests / substantial public interest: For example, safeguarding situations where someone may be at risk.

Special category data (such as health or EDI information) is handled with additional safeguards.

5. How We Use Your Personal Data

We may use your data to:

  • manage workshop and event bookings

  • provide goods and services

  • communicate about bookings or programme updates

  • process payments and maintain financial records

  • manage memberships

  • send email updates where you have subscribed

  • gather feedback and evaluate our work

  • monitor and improve equality of access

  • respond to enquiries

  • meet safeguarding responsibilities

  • manage organisational operations

  • comply with legal obligations

  • maintain and improve our website

We do not sell personal data.

6. Mailing Lists

If you subscribe to Gaada’s mailing list, we collect your name and email address so we can send you news, updates and information about our work.

We use Mailchimp to manage our mailing list and email communications. Mailchimp acts as a data processor on our behalf. Your data is stored securely within Mailchimp’s systems, which may be located outside the UK/EEA. Appropriate safeguards are in place in accordance with UK GDPR.

You will only receive marketing emails where you have actively opted in. You can unsubscribe at any time using the link in any email or by contacting toogs@gaada.org.

Our lawful basis for this processing is consent.

7. EDI Monitoring and Survey Data

We use Jotform to collect voluntary equality monitoring and feedback data. This may include sensitive personal data such as ethnicity or disability.

Where possible, responses are anonymised or aggregated before use. Where responses are identifiable, they are treated as special category data and processed only under an appropriate lawful basis.

Anonymised data may be stored within Asana for internal evaluation. Equality monitoring responses are always optional.

8. Workshop Bookings

We use Acuity Scheduling to manage bookings. This system collects your contact details so we can administer your booking. The lawful basis is contract.

9. Payments

Online payments are processed securely by Stripe. In-person payments are processed by PayPal POS. Gaada does not store full card details.

Financial records may be retained to meet HMRC requirements.

10. Finance and Accounting

We use Sage to maintain certain financial and accounting records relating to our operations. These are retained in line with legal obligations.

11. Email and Communications

We use Google services for email and document storage. Personal data shared with us may therefore be stored securely in Google systems.

12. Project Management and Membership Information

We use Asana to manage internal projects. This may include participant names, membership information and anonymised survey data. Access is restricted to authorised staff.

13. Safeguarding and Sensitive Information

As part of our work supporting artists and participants, there may be occasions where we need to record information relating to wellbeing, behaviour, support needs or risk. This helps us meet our duty of care and ensure appropriate support and safe engagement in our activities.

Safeguarding information:

  • stored securely in Asana

  • is restricted to authorised PVG-checked staff

  • is handled confidentially

  • may be shared with statutory agencies where legally required or where necessary to protect an individual

  • is never used for marketing or unrelated purposes

Lawful bases may include vital interests, legal obligation and substantial public interest.

Retention of safeguarding data

We retain safeguarding records for as long as an individual is actively engaged in Gaada activity where safeguarding considerations are relevant, and normally for a period of 6 years afterwards.

This retention period supports our safeguarding responsibilities and ensures we hold sufficient information to understand and respond appropriately to any future safeguarding-related queries or matters. Where there is an ongoing case or safeguarding concern, records may be retained for longer, subject to periodic review, and deleted when no longer necessary.

14. Cookies and Website Analytics

What are cookies?

Cookies are small text files placed on your device when you visit a website. They help websites function and provide information to site owners.

Types of cookies we may use:

  • Essential cookies: These are required for the website to function properly. They enable core features such as page navigation and security.

  • Analytics and performance cookies: These help us understand how visitors use the website so we can improve it.

  • Marketing or tracking cookies: We do not routinely use marketing or tracking cookies. If this changes, we will seek consent.

Legal basis for cookies

Under PECR:

  • essential cookies do not require consent, but we must tell you about them

  • non-essential cookies (such as analytics) require your consent before they are set

Cookie consent: If our site uses non-essential cookies, you will be asked whether you consent to these when you first visit the site. You can withdraw consent at any time using your browser settings or the cookie controls provided.

Managing cookies: You can change your browser settings to block or delete cookies. If you do so, some site features may not function as intended.

15. Sharing Personal Data

We may share data with:

  • trusted third-party service providers including Mailchimp, Stripe, PayPal, Jotform, Acuity, Google, Sage and Asana

  • regulatory or safeguarding bodies where legally required

  • law enforcement where necessary

  • professional advisers such as accountants

We only share what is necessary and ensure appropriate safeguards are in place.

16. Data Security

We take appropriate organisational and technical measures to protect your data against loss, misuse and unauthorised access.

17. Data Retention

We retain data only as long as necessary for the purposes stated and to meet legal obligations.

Typical retention periods include:

  • financial records: normally at least 6 years

  • safeguarding records: while relevant + normally 6 years after last engagement

  • booking and participation records: for administrative and reporting needs

  • mailing list data: until consent is withdrawn

Anonymised data may be retained for evaluation or research.

18. Your Rights

You have the right to:

  • access your personal data

  • correct inaccurate data

  • request deletion (subject to legal exceptions)

  • withdraw consent

  • object to or restrict processing in certain circumstances

  • request data portability

To exercise your rights, contact us at toogs@gaada.org.

You also have the right to complain to the Information Commissioner’s Office (ICO): www.ico.org.uk

19. International Transfers

Some service providers store data outside the UK/EEA, including Mailchimp. Where this occurs, we ensure appropriate legal safeguards are in place.

20. Children and Vulnerable Adults

Personal data relating to children and vulnerable adults is handled with particular care. Safeguarding data is stored securely and shared only where necessary to protect wellbeing or fulfil legal duties.

21. Changes to This Policy

We may update this policy periodically. The most recent version will always be available at www.gaada.org.

22. Contact Us

If you have questions about this policy or how your data is handled, please contact:

Gaada Projects C.I.C.
Toogs Artist Workshop
Burra
Shetland
ZE2 9LD

Email: toogs@gaada.org

We will respond as promptly as possible.