Privacy policy.
The Cultural Spring is committed to protecting your privacy, the following privacy policy explains how our organisation uses the personal information we collect from you. The information you provide will be handled in accordance with Privacy and Electronic Community Regulations 2003 and General Data Protection Regulations 2018 (GDPR).
This policy provides information on:
What information we collect
How we collect your information
How your information is used
How your information is stored
How long we keep your information
Who has access to your information
Changing your marketing preferences
Changes to our privacy policy
How to contact us about your privacy
What information do we collect?
During our projects and activities we may collect the following information:
Name, title, date of birth and gender
Information about race and ethnicity
Contact information including postal address, email address and phone numbers
Access requirements and whether you have a disability
Details of visits to our websites (including traffic data, location data, operating systems, etc.) and social media channels
Other background personal information relevant to particular projects that we are organising
How do we collect information?
We collect personal information in a number of ways:
When commissioned or contracted to work with us
When you attend one of our activities and complete a registration and evaluation form
When signing up for our electronic newsletter via our website
When you sign up for an activity via our booking email address or via our booking telephone line
When registering for an event via an external ticketing platform (i.e. Brown Paper Tickets, EventBrite, etc.)
We maintain a record of emails we send you and may track whether you receive or open them.
When visiting our website we use cookies to help make our website better. Cookies means that a website can remember you and your preferences. It also helps us understand how visitors to the website move through the site enabling us to make improvements to our website and services.
We also receive information from external sources which enables us to better understand our audiences (i.e. Audience Agency)
How do we use your information?
A key requirement of receiving our funding from Arts Council England is to record and provide them with information on who is attending our activities. When providing this information to Arts Council England, any personal data is anonymised and does not identify you as an individual. We also use the information we collect to:
Keep and maintain internal records
Improve our projects and activities
Contact you with details of activities and projects you might be interested in (with your consent)
On occasion we may record film, photographs and audio for use on our website, social media accounts and other formats. When your images are being used in a prominent way we will obtain specific consent for this purpose, but not for group shots, background inclusion or internal use.
How do we store your information?
We maintain a secure customer relationship management system to hold contact details and a record of your involvement in our activities. Your data will only be accessed by people who need it to do their job. Anyone managing and/or handling your personal information does so in line with GDPR and has been trained in GDPR.
How long do we keep your personal information?
We store your personal information indefinitely, which enables us to ensure that you have a single unique record with our project. For artists and anyone contracted to work with us, we will keep this data on file for 12 months. This information is used for historical, statistical or research purposes. You have the right to request for your personal data to be erased.
Who has access to your information?
We may disclose your details to a third party under the following circumstances:
If we deliver an event in partnership with another named organisation so that they can help us run the event
To service providers who process data on our behalf and on our instructions i.e. our external evaluators
In order to comply with a legal obligation to do so
To funding bodies including Arts Council England (this information is anonymised and does not identify you as an individual)
We ensure that any partners and/or providers we work with comply with our privacy policy in line with GDPR. We will never give your personal data to a third party for marketing purposes.
How can you change your marketing preferences?
If you decide you no longer want to receive communications from us letting you know about upcoming activities and developments, please contact us at emma.horsman@theculturalspring.org.uk to change your preferences, or use the unsubscribe button on any communications you recieve.
What rights do you have?
Under the General Data Protection Regulations 2018 and Privacy and Electronic Communications Regulations, you have the right to find out what information about you is stored. Your rights include:
To obtain access to, and copies of, the personal data that we hold about you
To require that we cease processing your personal data
To request that we do not to send you marketing communications
To require us to correct the personal data we hold about you if it is incorrect
To require us to erase your personal data
To require us to restrict our data processing activities (and, where our processing is based on your consent, you may withdraw that consent, without affecting the lawfulness of our processing based on consent before its withdrawal)
To receive from us the personal data we hold about you which you have provided to us, in a reasonable format specified by you, including for the purpose of you transmitting that personal data to another data controller
To object to any of our particular processing activities where you feel this has a disproportionate impact on your rights
Please note that the above rights are not absolute, and we may be entitled to refuse requests where exceptions apply.
Do you ever change your Privacy Policy?
We regularly review and, where necessary, update our privacy information. We may amend this policy to reflect changes within the organisation, to data protection laws, freedom of information law or other legislation, and we ask that you revisit this policy on a regular basis to ensure you are familiar with its terms. If we plan to use personal data for a new purpose, we will update our privacy information and communicate the changes to individuals before starting any new processing.
How to contact us about your privacy
If you would like more information or have any questions about our privacy policy, please contact the Project Director at emma.horsman@theculturalspring.org.uk, or write to us at:
Emma Horsman
The Cultural Spring
2.18 One Trinity Green
Eldon Street
South Shields
NE33 1SA
You have the legal right to see a copy of the information that we hold about you on payment of a statutory fee of £10. You have the right to rectify any errors in information we hold about you, and to change or correct any details you have already given us. Please inform us about changes to your details so that we may keep our records accurate and up to date.