Privacy & Participation
Who is responsible
LightKeep is an independent portrait and oral-history project led by Wayne Matthews-Stroud. Questions about personal information or participation can be sent to:
Wayne Matthews-Stroud — wmstroud@mac.com
Information LightKeep may collect
When someone makes an enquiry, LightKeep may receive their name, email address, phone number and the information included in their message. During participation, the project may also create photographs, filmed or audio-recorded conversations, written accounts, correspondence and records of permissions. If someone shares an access need, that information will be used only to help arrange suitable participation and will be handled with particular care.
The website may also process limited technical information through Squarespace and the cookie choices offered on the site. Visitors can review or change those choices through Cookie Preferences.
How information is used
Information may be used to respond to enquiries; arrange meetings, photography and interviews; record and manage permissions; prepare portraits, films and written accounts; deliver the exhibition and archive; provide access support; administer and evaluate the project; and meet legal or funding obligations. Personal information will not be sold or used for unrelated marketing.
First contact is not consent to publish
Sending a form, email or nomination does not give LightKeep permission to publish a story or image. Publication, exhibition and archival use will be discussed separately. Participants will receive clear information about what is proposed before agreeing.
Choice and continuing consent
Participants can choose what they wish to discuss and may decline any question. LightKeep will explain where material may appear and will invite questions or corrections. A participant can change their mind before publication and should contact LightKeep as early as possible. Once printed material has been distributed or an archival record has been formally deposited, complete removal may not always be possible; this will be explained before consent is given.
Who information may be shared with
LightKeep may use trusted services to operate the website, email, secure storage and video hosting. Information may also be shared with a project partner where this is necessary to deliver an agreed activity and where an appropriate permission or other lawful basis applies. Only the information needed for that purpose should be shared.
Storage and retention
LightKeep will take reasonable steps to keep project records secure and limit access to those who need it. Personal information will be kept only for as long as it is needed for the purpose for which it was collected. A detailed retention schedule and the lawful basis for each use of personal data will be confirmed before this notice is published.
Your information rights
Depending on how information is being used, people may have rights to request access, correction, deletion or restriction, and to object to particular uses. Requests can be made using the contact details above. People also have the right to raise a concern with the Information Commissioner’s Office.