OASIS - Online Arts Services and Information System

Communication and Information Policy

Thank you for using the Online Arts Services and Information System (OASIS), a service of the Florida Department of State, Division of Cultural Affairs (the Division).

This policy describes the communication and information collection practices of the Division for OASIS users. It contains information about what data is collected and how that information is used. This policy may be updated periodically, so please check back from time to time.

Information Collection and Use

Information that you provide

The Division uses the information you provide through OASIS to evaluate eligibility for grant awards, to administer awarded grants, to report on Division activities, and to communicate with OASIS users.

Privacy

Information stored in OASIS may be disclosed to third parties or other government agencies, as required by state or federal law.

Please note that Florida's public records law requires that all information received in connection with state business be made available to anyone upon request, unless the information is subject to a specific statutory exemption. This means that all information stored in OASIS, including your email address is considered public record.

If you choose to discontinue use of OASIS, your information will be maintained indefinitely as a historical record and will retain its status as a public record.

Staff has the ability to access any information in the system. Staff may change information

Information Automatically Collected

In addition to information you supply to OASIS, the Division automatically collects automated information and statistics about your use of OASIS. The following information is compiled in aggregate to create usage reports for all OASIS users.

  1. The internet domain and IP address from which you access OASIS
  2. The date and time of visits
  3. The pages you view during a visit
  4. The amount of time you spend on OASIS
  5. The address of the website that linked you to OASIS.

These reports are used by the Division and WESTAF to improve OASIS. Other non-personal information may also be collected automatically by the web server.

Cookies

Cookies are small pieces of data stored on your computer that allow web servers to recognize the computer used to access a website. They can remember what information you access on one web page to make it easier for a user to move from web page to web page and to complete commercial transactions over the Internet.

OASIS uses cookies to allow you to log in and access your OASIS profile and information. You must have cookies enabled to use OASIS.

Communication Policies

Automated E-mail

OASIS uses an automated email service to send mail that is relevant to you including, but not limited to, confirmations, reminders, notifications, and other information related to your application or the OASIS system.

Other Communications

Division staff members will use OASIS to send non-automated email related to your grant application or award. Staff members may also communicate via the other contact information listed in your profile. All of the primary communication about your application or awarded grant will be via email.

Division staff will make reasonable efforts to contact you if email doesn't work; however, it is your responsibility to keep your contact information current and accurate. The Division is not responsible for lack of communication due to incorrect contact information. Please keep your profile updated.

In addition to grant related communications, OASIS will be used as a mailing list for subjects of possible interest to grantees. Unlike the grant related communications, mailing list communications are optional. You may choose to subscribe or unsubscribe to them at any time as they become available.

Contact information in OASIS will also be used to contact potential panelists. If you select the check box in your OASIS profile indicating that you are available to serve on a panel, your name will show up in the list of people that can be nominated. Staff members may contact you before or after nomination about your interest and availability. Communications relevant to panelists may be sent through OASIS.

Other Policies

Terms and Conditions of CultureGrants Online(tm)

OASIS is powered by the CultureGrants Online(tm) software, which is owned by the software developers, WESTAF (Western States Arts Federation). When you first create a profile in OASIS, you are presented with the CULTUREGRANTS ONLINE(TM) END USER TERMS AND CONDITIONS. Acceptance of these terms creates an agreement between you and WESTAF. That agreement does not change any other agreement that you have with the Division.

Please read the terms and conditions carefully and proceed accordingly.

Third Party Websites

The Division and the OASIS developers, WESTAF, are not responsible for the practices employed by, or the content contained in, websites linked to or from the OASIS website. These links are offered to provide information that may be useful to you.

Questions or Comments

If you have any questions, comments, or suggestions about the Division's practices in regard to information it collects and utilizes on the OASIS website, please feel free to contact us at oasis@florida-arts.org or by telephone at 850.245.6493.

Under Florida law, e-mail addresses are public records. If you do not want your e-mail address released in response to a public records request, do not send electronic mail to the Division. Instead, contact this office by phone or in writing.