PRIVACY POLICY FOR Mass Cultural Council'S LOCAL CULTURAL COUNCIL WEBSITE

Welcome to Mass Cultural Council's website ("site"). This site has been developed by Mass Cultural Council ("MCC"/"we"/"us"/"our"). This Privacy Policy ("Policy") covers how we use and treat personally identifiable information collected and received by us through use of this site by LCC members and/or applicants to the LCC Program ("LCC"/"you"/"users"). Upon reading this privacy policy, you will know this site's privacy practices, including:

  1. What personally identifiable information, if any, is collected from you through your use of this site and how it is done;
  2. How your information will be used;
  3. With whom your information may be shared, disclosed, or disseminated, and under what circumstances this can occur;
  4. The type of security procedures, if any, that are in place to protect against the loss, misuse, or alteration of your information;
  5. How you can access and correct any inaccuracies in the information we collect about you when appropriate; and
  6. Who to contact if you have any questions regarding this Policy and our use and collection of your information.

General Privacy Considerations

We take privacy concerns seriously. As a general matter, the MCC takes reasonable precautions and makes reasonable efforts to protect privacy, when appropriate, depending upon the nature of the information to be protected. However, we cannot and will not guarantee your absolute privacy or non-disclosure, and that no third party will ever receive your information. Disclosure can occur under any number of different circumstances, either intentionally or unintentionally. For example, as the MCC is a publicly-funded state agency subject to certain disclosure and records laws, as well as directives and orders, information provided by you to the MCC through use of this site may be made available and disclosed to members of the public pursuant to laws such as the Massachusetts Public Records Law, M.G.L. Chapter 66, section 10 as described herein, regardless if your state's, country's, or territory's laws may be different or offer stronger protections or measures against disclosure.

Based upon this Policy, you can in some instances make an informed choice as to the information you wish to share with us, depending upon how you use this site and for what purpose. This Policy does not apply to the privacy practices of other state agencies or departments, their employees, or any company or third party that may be working with us to operate or administer the site. It only applies to this site. Websites operated by other agencies may have different practices in effect and any inquiries regarding these other practices must be directed to the appropriate agency. We will not answer any inquiries about another agency’s privacy policy or practices and, to the extent that you receive any information from us regarding a particular inquiry, it in no way modifies this or any other privacy policy or binds us or any other agency or employee. Other sites operated by or associated with the MCC may have different privacy policies and practices in effect. Please consult the appropriate policy when using other affiliated sites. You may also have the ability to connect with our site using various mobile or electronic devices. This Policy applies to all such access by you through your mobile or electronic devices.

What Information We Collect and How We Do It

Information can generally be collected in two ways: (1) Information that is knowingly and voluntarily input into the system directly by you in response to particular prompts, queries, or fields that require an affirmative response; and (2) information that is collected automatically when you interact with our site in various ways, regardless of whether you input any data. If your use of the site is limited to simply viewing its content, then you will not have to voluntarily input any information. However, if you intend to use the site for functions including but not limited to applying for a grant, you will have to voluntarily input certain data based on that desired function. Also, this site automatically collects some information when users use it. This is explained in more detail below.

Some information we collect can be "personally identifiable." This means any type of information which could be used to identify or be readily associated with a particular individual using this site. Examples of personally identifiable information include, but are not limited to your name, physical address (street, city, and zip code), telephone number(s), and e-mail address, or any combination thereof. Pursuant to the Fair Information Practices Act, Chapter 66A, Section 2(l), we do not collect or maintain more personally identifiable information than is reasonably necessary for the performance of the MCC's statutory functions or for the operation of this site. Additional protection may also be found in Executive Order Number 412 and other sources.

We do not consider personally identifiable information to include information that: (1) has been made anonymous (i.e., information with personal identifiers removed) by us or by a third party; or (2) that which may be aggregated so it can no longer be used, whether in combination with additional information or otherwise, to readily identify a particular user.

The transmission of an e-mail voluntarily initiated by you sent to us can transmit personally identifiable information about you. For example, your e-mail address by itself can be considered personally identifiable information in certain instances (i.e., "JohnADoe@Yahoo.com"). In addition, if you include your name, address, telephone number, and/or other content in the body of the e-mail, this information is also personally identifiable. You should not send personally identifiable information through this site via unencrypted or unsecured e-mail, particularly information that you deem to be sensitive or confidential. As described in this policy, this information could also be disclosed in certain circumstances.

The automatic collection of information refers to information collected from you that does not require you to knowingly and intentionally provide certain information in response to particular fields or prompts. For example, this site uses "cookies." A cookie is a small text file placed on your web browser by our site that is used to recognize users who have visited the site previously. Cookies provide a way for the site to recognize you and keep track of your preferences. In general, these cookies are either persistent and may reside on your computer for several months after you last accessed or visited the site (or until you delete or otherwise dispose of them from your computer), or on a temporary and ephemeral basis. For example, a site may use temporary cookies called "session cookies," which are stored for a single user session with the site and are deleted as soon as the user's browser is shut down. This site uses both persistent and session cookies when storing certain information. These cookies do not store personally identifiable information for non-MCC users.

We also automatically collect your "internet protocol" ("IP") address. An IP address is a unique series of numbers that identifies each computer, mobile, or communications device which connects to the internet. An IP address can be used to provide information such as the date and time of your visit, the availability of certain requested files, the popularity of various functions, and the amount of information transmitted to each user from the site. We presently use your IP address to address the frequency of visits to this site and to determine the frequency with which certain pages and functions of the site are accessed. This will allow us to improve the site's functionality, content, and ease of use. As a particular computer is identified, rather than identifying a particular user, no personally identifiable information is disclosed.

We will not routinely attempt to match your particular IP address to your personally identifiable information, except in certain situations as mentioned in our Terms and Conditions of Use, which is hereby incorporated by reference. For example, in instances where we, in our sole discretion, suspect or determine that the site is being used for any unacceptable, inappropriate, or illegal purposes, information relating to your use of this site may be disclosed to other parties as we deem appropriate. Such information may also be disclosed pursuant to any authorized law enforcement or government investigation or other legal process, regardless of whether it was initiated by us or another party.

How We Use Your Information

Pursuant to the Fair Information Practices Act, M.G.L. Chapter 66A, Section 2(l), we do not collect or maintain more personally identifiable information than is reasonably necessary for the performance of the MCC's statutory functions, reporting to the National Endowment for the Arts, or for the operation of this site. Additional protection may also be found in Executive Order Number 412 and other sources. The information that we collect is used to assist us in the administration and operation of our site. All of the information collected at this site may be stored in our database for an indefinite period of time. We may supplement the information collected at this site with information from our own database and other MCC or Commonwealth sources to produce reports for the legislature consistent with our statutory mandate, and to fulfill any requests made pursuant to the Massachusetts Public Records Law, M.G.L. Chapter 66.

Dissemination of Your Personally Identifiable Information

We do not sell or license any personally identifiable or other information we collect from a user when using this site to any party or for any purpose. However, once personally identifiable information is collected through a user's use of the site, its dissemination (whether electronically or otherwise) becomes subject to certain laws and policies, including, but not limited to, the Massachusetts Public Records Law, M.G.L. Chapter 66; the Fair Information Practices Act, M.G.L. Chapter 66A; and Executive Order Number 412 and other sources. Consequently, any user's personally identifiable information sent to us could be disseminated to the public in response to an official public records request or other legal process. In addition, any of the information that is submitted by or collected from a user can be disclosed to employees or officials of, or those under contract or obligation to the Commonwealth of Massachusetts who have a "need to know" such information for purposes of fulfilling their job, contracting, or other responsibilities; legal, administrative, or technical obligations; to process or use the information for the reason or purpose the user submitted it; or for rendering assistance to a user. For example, any personally identifiable information that you provide in an application for a grant will be disseminated to one or more Local Cultural Councils in connection with the granting process, whether you receive a grant or not. In some instances, we may provide all of the information submitted by a user via e-mail to the person or company that is the subject of the user's inquiry (whether express or implied), or to a government agency responsible for the matters referred to in that communication.

Web Site Security

We attempt to protect your personally identifiable information by utilizing reasonable security measures to prevent loss, misuse, alteration, or unintentional destruction. However, due to the constantly evolving nature of security and threats to information and electronic systems, such measures are not absolute and cannot guarantee that your information will not be compromised, disclosed, and exploited.

Accessing and Correcting Your Information

If you provide personally identifiable information to us through our online grant application, we will provide access for you to correct any information that you deem to be inaccurate, incomplete, or out-of-date until the deadline date for that application, or until you electronically submit the application to Local Cultural Councils for evaluation. As noted above, if you send e-mail to us we may provide access to your e-mail under certain circumstances. In general, the Massachusetts Public Records Law, M.G.L. Chapter 66 and the Fair Information Practices Act, M.G.L. Chapter 66A, provides certain rights to you when you want to obtain your information that we may have in our records. Questions about accessing any other information about you should be directed to Dawn.Heinen@art.state.ma.us.

Children’s Information

As the MCC is a state agency, this is a governmental website and not a commercial one. Nevertheless, we do not actively market, target, solicit, or direct our efforts to, or knowingly collect personally identifiable information from, children under the age of thirteen (13) years. This site and its subject matter is intended for use and consumption by adults only.

Third Party Service Providers and Vendors

MCC contracts with third party service providers and vendors to assist us in hosting this site and managing certain functions of it in order to enhance your use. These third party service providers include: (1) MailChimp, to manage our e-mail services; (2) www.hostgator.com to host the mass-culture.org site; and (3) SmartSimple Software ("SmartSimple") to host and administer the online application process. We provide third party service providers with our information so that it may perform its services in operating this site. Please contact us directly if you would like to know whether we presently utilize the services of any other service provider or vendor not listed here. We reserve the right to add or change service providers or vendors at any time in our sole discretion.

Some of these third party providers may have required you to provide personally identifiable information in order to receive e-mail from us or to fully use the site. These providers may be retaining your personally identifiable information in their systems as a result of the services they provide for us and your use of the site. Please note that although you may opt-out of receiving our e-mails or discontinue using our site altogether (or certain functions of it), these third party providers may still continue to retain your personally identifiable information for a prolonged period of time.

If you have any questions about MailChimp's, HostGator's, or SmartSimple's privacy or other business practices, please review their privacy and other policies at www.mailchimp.com, www.hostgator.com, and www.smartsimple.com, or contact each of the companies directly. Please note that by visiting these sites, a persistent or temporary cookie or other tracking software may be placed on Your web browser which could be used to analyze your usage of that particular site in accordance with that site’s policies and practices.

Policy Revisions

Any revisions made to this Policy will be posted by us at least ten (10) days before they take effect, and which a user will need to accept before accessing the site. We have the right at any time and without notice, to modify the terms of this Policy. Any revisions made to this Policy will take effect immediately upon its posting to our site. Any information collected under the current Policy will remain subject to those terms and conditions. Your access to or use of the site after the date such amended Policy is posted or added shall be deemed to constitute your acceptance of the amended Policy. No modification made by you shall be binding upon us unless it is made in writing and signed by an authorized representative of us.

Links to Other Websites

This site may contain hypertext links to other websites. We are not responsible or liable for any content, transmissions, or the privacy or business practices of these other sites. Any questions that you may have must be directed to the appropriate party at that site. If the link is provided by another user or other third party in those areas of our site where outside content can be posted, you may also direct your questions to the party that provided the link, if possible.

Contact Information

For any questions about this privacy policy or our information collection and dissemination practices, please contact dawn.heinen@art.state.ma.us.

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