Privacy Policy

Who we are

Our website address is:

Controlled by IOU, Dean Clough Mills, Halifax, HX3 5AX,

We are registered as a charity, and our registration number is: 273527

We are registered as a data controller under the Data Protection Act 1998, and our Data Protection Register number is: Z487487X

Any electronic communications will be made in accordance with the Privacy and Electronic Communications Regulations (PECR)


If you upload images to the website, avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website. Learn how to remove EXIF data here


If you submit work to 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.

Embedded content from other websites

This site welcomes artwork as embedded content (e.g. videos and audio files etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.

Who we share your data with

All data supplied to the My Three Words site will be held by IOU for one year, after that any data submitted to the site will be held by Junction, Goole. At the point of handover, data gathered to date will be shared with Junction, Goole only, so they can take on the management of the site.

We may use the information we collect to help us to understand your interests and preferences. We may also use publicly available information about you from sources such as public registers, online (including records that you have made public on social media) or the electoral roll. This information helps us to communicate with you in a relevant way.

We do not disclose personal data to any third parties or external organisations, other than data processors carrying out work on our behalf. Examples of such data processors would be bulk email distribution services and audience research agencies. Any such companies are acting as approved data processors for IOU, and we retain full responsibility for your personal data. Data processors will act only on our instructions. We may occasionally need to transfer your personal information overseas, for instance to our bulk email distributor, MailChimp. Where this is necessary, this may be to countries or territories around the world. We are required to ensure any transfers of data will be done securely, in accordance with best practice, and in compliance with the General Data Protection Regulation (2018). Your data will never be sold or passed to any third party for any other purpose.

How we keep your information secure

We have implemented security procedures, rules and technical measures to protect the personal data that we have under our control from:

unauthorised access;

improper use or disclosure;

unauthorised modification;

All our employees and data processors, who have access to, and are associated with the processing of personal data, are legally obliged to respect the confidentiality of our visitors’ and supporters’ personal data. With your right to object and/or opt-out in all of the above cases we will always keep your rights and interests at the forefront. You have the right to object to any of this processing at any time. If you wish to do this, please use the contact details below. Please bear in mind that if you object, this may affect our ability to carry out tasks above that are for your benefit.

How long we retain your data

We store the personal information provided in the artist profile. Not all of the information that we gather will be shared publicly on the site and we will store all personal data so as to contact you about your artwork should we wish to include it within the second or third stages of the My Three Words project. Website administrators can also see and edit that information. All website administrators will be operating within IOU’s data policy and no data will be shared externally with any third parties.

What rights you have over your data

If you have uploaded a submission to the My Three Words site you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes. All requests can be made via the enquiries page and will be responded to in full within ten days of the request being submitted.

How can I access and/or edit the information about me

You can edit or opt-out of your data being utilised in any way by contacting All requests will be responded to within ten days of sending the request.

If you upload an artwork submission to the My Three Words website, the submission and its metadata are retained indefinitely. This is so we can recognize and approve any submissions.