Becoming a member
Guide for members
Community guidelines
The basics
What ArtsPool does
What ArtsPool does: an overview
Financial Maintenance services
Financial Operations services
Workforce Administration services
Other services
Requesting changes to ArtsPool's scope of services
ArtsPool: an introduction
Training quick links
Requesting work from ArtsPool
Suggested titles, descriptions, and content for tasks
Requesting digital signature processing for a document
Share important events or deadlines with ArtsPool's calendar
Membership communication guide
New hire onboarding
Submitting a new hire task in the ArtsPool app
Guidance on creating offer letters
Employee benefits data management
Upload Proof of Vaccination
Employee Payroll Setup: A to Z Guide
Independent Contractor and Employee Definitions
Paying employees
Paying Employees and Approving Payroll
Employee reimbursements
Processing per diem
ArtsPool Retirement Plan
Actors Equity Payroll with a PEO
Revenue and expenses
Managing petty cash
How to submit receipts to ArtsPool
Submitting bank deposits
How to code expenses and respond to clarification requests
Requesting payment for a bill
Xero-compatible check stock
Grants and contributions
Managing your NY State Grants Gateway prequalification
Requesting a grant budget or financial report
Corporate insurance
BeyondPay training
General BeyondPay training
Updating your BeyondPay password
Homescreen: Understanding My Personal Info
Changing your name with ArtsPool
Homescreen: Understanding My Actions
Homescreen: Understanding My Forms
BeyondPay training for employees
BeyondPay training for payroll admin
Accessing reports in BeyondPay
Unlocking employee accounts in BeyondPay
Verifying I-9 Forms
Approving timesheets in BeyondPay
Understanding payroll and BeyondPay
BeyondPay: approve time entries
Homescreen: Understanding Employee Management
Submitting Timesheets
Submitting and approving employee time off requests
Uploading and downloading an employee document in BeyondPay
Payroll FAQs - a troubleshooting guide
Downloading Pay Statements
Submit time off request in the ArtsPool app
BeyondPay mobile app
Download W2 from payroll
Paying independent contractors
Compliance
SAM.gov: The Federal System for Award Management
Providing annual sexual harassment prevention training and materials
Understanding conflict of interest disclosures
Board actions for New York nonprofits
Understanding corporate policies
Fiscal control stopgaps: what NOT to do
COVID-19 Workforce Administration Reference Materials
Technology
The ArtsPool app
Managing your ArtsPool app user account
Getting started with tasks
Working with your task list
Searching for tasks
Commenting on a task
Adding a document to a task
Adding people to tasks
Member pages in the ArtsPool app
Feature requests
Keyboard shortcuts
Reassigning requests
Tasks and privacy
Approving a batch of requests
Google Drive
Setting up a Google account
Google Drive tips and tricks
Syncing Google Drive files to your desktop
Exporting a Google Sheet to PDF
Getting started with Google Sheets
Migrating data between Google Apps accounts
Gmail
Email like a champ with Gmail keyboard shortcuts
Submit tasks at lightning speed with email templates
Creating a Gmail filter
Adding a forwarding address to Gmail
Security
Data security guide for members
Security on macOS
Data Security Policy
1Password account setup
1Password account management
1Password basics
Importing passwords into 1Password
Additional 1Password accounts for members
Privacy Policy
Other technology resources
Working with documents
Accessibility statement
Governance and other goodies
Governance
Service agreements
Summary of changes to Terms of Service
What's changed: 2020 ArtsPool Service Agreement Update Summary
What's changed: 2024 Terms of Service Update Summary
Terms of Service
Dispute and Indemnity Summary
Annex A: Pricing and Billing
Annex B: Member Service Contact List
Annex C: Member Services List
Annex D: Onboarding Procedures
Annex E: Operating Agreement
Annex F: Privacy Policy
Annex G: Data Security Policy
Annex H: Limitations of Liability and Indemnification
Annex I: Dispute Resolution
Annex J: Improvement Process for Members not in Good Standing
Annex M: General Legal Provisions
Annex K: Termination Provisions
Annex L: Offboarding Procedures
Annex N: Defined Terms
External partners and vendors
Guidelines for a Successful ArtsPool-Auditor Partnership
Selection of vendors, consultants, software, and tools
How to choose software
Professional development resources
- Knowledge Base
- Technology
- Security
- Privacy Policy
Privacy Policy
Updated by Waqar Ahsan
Effective September 14, 2014
ArtsPool, LLC (“ArtsPool,” “us,” “our,” and “we”) values your support and is committed to protecting your privacy. This statement (the “Privacy Policy”) sets forth our policies and practices for handling your information and applies to all who use our Web site or any online service that we operate and that links to or references this Privacy Policy (collectively, the “Services” or “Site”) and when you receive electronic communications from us.
1. Collection of Information
We may collect the following kinds of information when you use the Services:
Information you provide directly to us. For certain activities, such as when you subscribe to our Services or contact us directly, we may ask you to provide some or all of the following types of information:
- Contact information, such as full name, email address, mobile phone number and address;
- Username and password; and
- Payment information used to conduct business with you
Information we collect automatically. We may collect certain information automatically when you use our Services, such as your Internet protocol (IP) address and other device identifiers that are automatically assigned to your computer or device when you access the Internet, browser type, operating system, Internet service provider, the date and time of your visit, information about the links you click and pages you view within the Services, and other standard server log information.
We may use cookies, pixel tags, and similar technologies to automatically collect this information. Cookies are small bits of information that are stored by your computer’s web browser. Pixel tags are very small images or small pieces of data embedded in images, also known as “web beacons” or “clear GIFs,” that can recognize cookies, the time and date a page is viewed, a description of the page where the pixel tag is placed, and similar information from your computer or device. By using the Services, you consent to our use of cookies and similar technologies.
2. Use of Information
We only use payment information as necessary to conduct business with you in connection with the Services or as otherwise required by law.
We generally use the information we collect online to:
- Fulfill your requests for Services and information;
- Analyze the use of the Services and user data to understand and improve the Services;
- Communicate and provide additional information that may be of interest to you about ArtsPool;
- Send you reminders, technical notices, updates, support and administrative messages, marketing messages and requested information;
- Operate, maintain and improve our Services;
- Perform analytics and conduct user research; and
- For any other purposes disclosed to you at the time we collect your information or pursuant to your consent.
We will retain your information as needed to provide you with access to the Site, requested content, or Services that you request. We will retain your information as necessary to comply with our financial reporting purposes, resolve legal obligations and disputes, and enforce our agreements.
3. Disclosure of Information
We are committed to maintaining your trust, and we want you to understand when and with whom we may share the information we collect.
- Authorized third-party service providers and partners. We share your information with third-party vendors and service-providers that help us with specialized services.
- Legal purposes. We may disclose information to respond to subpoenas, court orders, legal process, law enforcement requests, legal claims or government inquiries, and to protect and defend the rights, interests, safety, and security of ArtsPool, our affiliates, users, and/or the public.
- With your consent. We may share information for any other purposes disclosed to you at the time we collect the information or pursuant to your consent.
Information you provide to us, which is not already publicly available, will not be shared with other users of our Services, except in aggregated summary.
4. Security
We use reasonable measures to help protect information from loss, theft, misuse and unauthorized access, disclosure, alteration and destruction. You should understand that no data storage system or transmission of data over the Internet or any other public network can be guaranteed to be 100 percent secure.
5. Third-Party Links, Content and Cookies
Some of the Services may contain links to content maintained by third parties that we do not control. We are not responsible for the privacy practices of these third parties, and we recommend that you visit the privacy policies of each website that you visit.
6. Changes to the Privacy Policy
We may update this Privacy Policy from time to time. When we update the Privacy Policy, we will revise the “Effective Date” date above and post the new Privacy Policy. We recommend that you review the Privacy Policy each time you visit the Site to stay informed of our privacy practices.
7. Still Have Questions?
If you have any questions about this Privacy Policy or our practices, please contact us via email at info@artspool.co.