Privacy Policy

The safety and security of your personal data is extremely important to us at Hire an Illustrator. Our Privacy Policy provides details of how and why we use the information that you give to us, and an overview of the rights you have to manage your data.

If you have questions or concerns about anything relating to the data we hold for you, you can email our Data Controller at jane@hireanillustrator.com or write to them at the address shown. Please include the words ‘Data protection’ in the subject line or top of the envelope if possible.

The data controller who has overall responsibility for your personal data is:

Jane Di Lieto
Hire an Illustrator Ltd.
81 Sports Road
Glenfield
Leicester
LE3 8AN
United Kingdom

What we use your personal data for

Membership

Who this applies to:

  • Members of Hire an Illustrator.

Lawful basis for processing your data:

  • The processing of your data for membership purposes is based on a contractual agreement made when you join Hire an Illustrator as a member.

The personal data that we hold for you may include:

  • Contact details – e.g. name, email address, telephone number
  • Financial information – PayPal email address and record of payments made
  • IP address
  • Location – postal address and the related geographical co-ordinates for use on the Map search
  • Online information – e.g. website URL, social media page URLs
  • Work skills – e.g. software used, languages spoken, type of work you create

Certain personal data is required in order for us to provide services to members (e.g. name, email address, postal address). Other information is not required, but provides us with additional information that we use to help promote you as a member (e.g. work skills, languages spoken), or that potential clients can use to contact you (e.g. Skype ID, mobile phone number).

We do not make your email address or postal address available to the public. You can choose to have your location (town/city and country) shown on your portfolio page and in the website’s Map search results. You can choose what additional information to provide to be shown in your online portfolio.

We do not hold any members’ bank account or credit/debit card details.

What do we use the data for?

To provide members with a promotional service that includes: providing an online public platform for members to showcase their work; offering work-related advice to members; recommending members to potential clients where appropriate. We will also provide you with updates and information relating to your membership of Hire an Illustrator via email. Your personal data will be used to administer your membership and for bookkeeping purposes.

Email communications are sent to members to keep them informed about membership-related matters as part of their membership. If you are a member and you decide to unsubscribe from our emails, you will no longer receive details of changes to the service or upcoming projects you can take part in. However, you will still be able to view the current and previous Members’ Update emails when you are logged in to the website, and we recommend that you check these regularly to ensure you are kept up-to-date.

Website users are able to message members through our secure system via members’ individual portfolio pages on the website. If you choose to share contact details such as your Skype ID or telephone number, these will be shown publicly on your portfolio page and may be used by website users to contact you directly.

How long do we keep your data?

We hold your data while you are an active member of Hire an Illustrator. If you end your membership, we will continue to hold you personal data for up to 12 months after the end of your membership, unless you ask us to remove it before that time. This is so that if you re-join Hire an Illustrator you will still have your profile information and gallery available to use. If you are no longer a member of Hire an Illustrator, we will continue to retain the personal data that relates to your membership payments for bookkeeping and accounting purposes.

Consultation

Who this applies to:

  • Website users and other people that use this service.

Lawful basis for processing:

  • The processing of your data for consultation purposes is based on your consent when you agree to provide information for us to help you find suitable illustrators for your project.

The personal data that we hold for you may include:

  • Contact details – e.g. name, email address, telephone number, postal address
  • Employment details – e.g. job title, employer name
  • Project details – e.g. budget, project brief
  • IP address

What do we use the data for?

To advise website users and other people that use the service when they consult us regarding members who may be suitable for their projects; to provide advice to website users regarding working with our members.

How long do we keep the data?

Your data will be deleted after 12 months, unless you request that it is removed before that time.

Communications

Who this applies to:

  • Website users

Lawful basis for processing:

  • The processing of your data for communication purposes is based on your consent when you agree to receive our newsletters and other email updates, and/or postal mail packs.

The personal data that we hold for you may include:

  • Contact details – e.g. name, email address, postal address
  • IP address

What do we use the data for?

We will send email newsletters and inform you of updates to our services by email. If you are a website user or client and have opted-in to receive mail packs, these will be used to send you postcards and other promotional art materials by post.

How long do we keep your data?

We will keep your personal data until you remove your consent by unsubscribing from email communications or requesting removal of your personal data from our mailing list by email. You can unsubscribe using the link at the bottom of our communications.

Postal marketing

Who this applies to:

  • Clients.

Lawful basis for processing your data:

  • Where we believe that our services and those of our members would be of genuine interest and use to another business, we may decide to send promotional materials by post to that business. The processing of data for postal marketing purposes is in the legitimate interest of promoting our members and services to other businesses.

The personal data we hold may include:

  • Contact details – e.g. name, email address, business address
  • Job details – e.g. job title, employer name

What do we use the data for?

We will send physical mailings to promote our members, for example packs of illustrated postcards and other promotional materials featuring our members.

How long do we keep your data?

We will hold your data until you tell us you no longer want to receive postal marketing from Hire an Illustrator. If you object to us sending postal marketing material to you, please contact us using the email address or postal address at the top of the page to request your removal from our mailing list at any time.

Who do we share your data with?

Hire an Illustrator’s data processing requires your personal data to be transferred outside of the UK and the EU for the purpose of cloud storage and website hosting. Where we do transfer your personal data outside the UK or EU it is with appropriate safeguards in place to ensure the security of the personal data, for example using data processors that have Privacy Shield certification.

We will never sell, swap or pass on your personal data to other third parties for marketing purposes. Data that is shared with third parties is only used to provide you with our services. In certain circumstance we may be required to share your personal data to comply with the law.

The information that a member chooses to share publicly in their online portfolio can be seen by all website users and clients.

The Little Chimp Society (The LCS)

Members’ personal data may be shared with the LCS for the purpose of emailing updates about events, exhibitions and other projects run by the LCS on behalf of Hire an Illustrator (e.g. exhibitions). Members’ data may also be shared with the LCS for the purpose of administering free web hosting accounts and the purchase of domain names, where Hire an Illustrator members have requested this service.

MailChimp

Information is stored using MailChimp for the purpose of sending email newsletters and updates to individuals.

How we protect your data

We use a variety of security measures and precautions to keep your data safe. These include data encryption, two-factor authentication, hashed passwords, HTTPS forms, firewalls, backup recovery systems, restriction of access to our premises and computer systems, as well as use of relevant third party service providers to provide security.

If you are a member of Hire an Illustrator, we strongly recommend that you use a suitable password that is different to the passwords you use for other online services and accounts. It is also important not to share your password with anyone else in order to protect your data. If you believe that someone else has used your username and password, please inform us immediately.

Cookies

If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.

If you have an account and you log in to this site, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

Your rights

The General Data Protection Regulations give everyone a number of rights under EU law. You can contact us at any time to ask us about the personal data we hold for you or to enact any of the rights listed below. Simply email our Data Controller at jane@hireanillustrator.com, including the words ‘Data protection’ in the subject line, and we will respond as quickly as we can.

  1. The right to be informed – We will tell you about what personal data we use and how we use it. We will inform you by email if there are any changes to our privacy policy.
  2. The right of access – You can contact us at any time to request information about the data we hold for you. We will send you the requested information by email.
  3. The right of rectification – You can ask us to correct any personal data that we hold for you which you believe to be incorrect, at any time. You can also ask us to complete any incomplete data.
  4. The right of erasure – You can request that we erase any personal data we hold for you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.
  5. The right to restrict processing – You can ask us to restrict how we process your data in certain circumstances, for example if you believe your data is incorrect you can ask us not to process it until it has been corrected.
  6. The right of data portability – You can ask us to transfer the personal data you have provided us with. We can send a copy to you or a third party data controller that you have specified.
  7. The right to object – You have the right to tell us to stop using your personal data for direct marketing. If you do not want us to send you newsletters or email updates, you can use the Unsubscribe link at the bottom of our newsletters or email us to request that we stop. If you do not want to receive any postal communication from us (e.g. physical mail packs), you can email us to request this. Please make sure you tell us the email address and/or postal address that your request applies to.
  8. Rights regarding automated decision-making and profiling – Please be assured that we do not undertake either of these forms of data processing.

Updates to our Privacy Policy

We may need to update our privacy policy from time to time. The latest version of it will always be available on our website and if you have consented to receive email communications from us, you will be informed by email.

Change log

May 22, 2018: Privacy Policy updated for GDPR compliance.