Introduction
This privacy notice is intended to provide information about how Rhondda Cynon Taf County Borough Council (referred to as ‘RCTCBC’, ‘Council’, ‘Local Authority’, ‘we’) will use (or ‘process’) personal data about individuals for the purpose of Cwlwm Celf - the Arts and Culture Service
This notice should be read in conjunction with;
The Data Controller
The Council is the data controller for the personal data processed for the purposes of the Arts and Culture Service.
The Council is registered with the Information Commissioner’s Office (ICO) as a controller under reference Z4870100.
Queries relating to this privacy notice
If you have any questions or queries relating to this privacy notice please contact the Arts and Culture Service:
By email : creativeindustries@rctcbc.gov.uk
By telephone : 01443 570030
In writing : The Park & Dare Theatre, Station Road, Treorchy, CF42 6NL.
Who we are what we do
RCT Arts Service provides a variety of arts, culture and entertainment activities across Rhondda Cynon Taf. From live performances and events at our Theatres to community projects, workshops and creative activities. Our aim is to help people of all ages get involved and enjoy cultural experiences within their local community.
We also run Cwlwm Celf, a brand new Artists Membership Scheme which supports local artists by providing opportunities and access to the community space in Treorchy Library.
Whose personal data we process
We may process personal data relating to the following individuals to provide services aligned to the delivery of an artist membership scheme;
- Artists
- Service Users (Adults, Children, Young People)
- Community Groups
The categories of personal data we process
We may process the following categories of personal data to provide services aligned to the delivery of an artist membership scheme;
- Contact details such as Name, Email Address, Telephone number, Post Code
- Personal Identifiers such as Date of Birth
- Health Information (i.e if you require any assistance due to a disability)
- Financial Information
- Artistic Discipline or area of Creative Practice
- Details of your participation in the scheme including attendance at events organised as part of the scheme
- Name of GP if provided on emergency contact information
- Preferred Language
- Employment Status
Why we process the personal data
We process the personal data to provide and manage our services. This may include but is not limited to the following activities;
- Manage bookings and ticket sales for theatre performances and events.
- Register you for workshops, community projects and other arts activities.
- Communicate with you about events, activities, bookings and service updates.
- Administer memberships, mailing lists and promotional communications where appropriate.
- Process payments and refunds.
- Manage relationships with artists, performers, volunteers and contractors.
- Gather feedback and evaluate our services to help improve future activities
- Create a register of artists living and working within Rhondda Cynon Taf and Categorise them by artistic discipline to help identify relevant opportunities and facilitate access to the community space in Treorchy Library.
- Monitor progress and attendance at our events
- Produce and provide reports to demonstrate that funds are being used correctly and in accordance with the terms of the funding.
Our lawful basis for processing the personal data
Under the General Data Protection Regulation (GDPR), our lawful basis for processing the personal data to provide services aligned to the delivery of an artist membership scheme is;
- Public Task - Article 6(1)(e) – processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.
- Consent – Article 6(1)(a) - The data subject has given consent to the processing of his or her personal data for one or more specific purposes
- Substantial Public Interest – Article 9(2)(g) processing is necessary for reasons of substantial public interest, on the basis of domestic law which shall be proportionate to the aim pursued, respect the essence of the right to data protection and provide for suitable and specific measures to safeguard the fundamental rights and the interests of the data subject
The primary legislation, regulations and guidance that supports this includes, but is not limited to;
- The well-being of future generations (Wales) Act 2015
Who or where we get the personal data from
We may receive the personal data from the following categories of individuals or organisations;
- Parents, guardians or carers where activities involve children or young people.
- Directly from our service users when making a booking etc
- Schools, community groups or partner organisations that are supporting your involvement in an activity.
- Other Council services where this is necessary to provide our services or fulfil our legal obligations.
- Local Artists who sign up to our Artist membership scheme
Who we share personal data with
We may share the personal data with the following key organisations to provide services aligned to the delivery of an artist membership scheme
When sharing the personal data, we only share the minimum amount necessary in relation to the purpose
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Who
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Purpose
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RCT Library Service
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Facilitate access to the Artist Community Space at Treorchy Library, including the secure sharing of access arrangements where applicable.
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Funding Providers
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To demonstrate that funds are being used correctly and in accordance with the terms of the funding
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Data Processors
A data processor is a company or organisation that processes personal data on our behalf. Our data processors act only upon our instruction. They cannot do anything with the personal data unless we instruct them to do so. They will not share the personal data with any organisation apart from us or use it for their own purposes. They will hold it securely and retain it for the period we instruct.
The category of data processors we use for the purpose of provide services aligned for the Arts Service is
- IT system suppliers
How long we retain the personal data
We retain the personal data contained within the Arts Service as follows
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Length of time
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Reason
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Membership Data – Date of membership 1 year
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Business Decision
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Customer correspondence (query/complaint) – Date of correspondence plus 1 year (or until query is resolved)
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Business Decision to resolve/respond
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Accident/Incident Forms – date of accident plus 3 years
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Business decision for any follow up incidents
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Financial and booking Data – 7x years
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In line with financial regulations
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In keeping with the General Data Protection Regulation storage limitation principle, records are periodically reviewed. Not all personal data is retained. Only personal data that is relevant to the record is retained for the entire retention period Information that has no long term or evidential value is routinely destroyed in the normal course of business.
Your data protection rights
The General Data Protection Regulation (GDPR) gives individuals important rights, including the right of access to the personal data that the Council holds about you.
Click here for further information on your information rights and how to exercise them.
Your right to make a data protection complaint to the Council
You have the right to complain to the Council if you believe we have not handled your personal data responsibly and in line with good practice.
You can do this by contacting the Art Service directly via one of the following communication methods. Most concerns can be resolved relatively quickly through a simple phone call or email;
- Email : CreativeIndustries@rctcbc.gov.uk
- Telephone : 01443 570030
- In writing : The Park & Dare Theatre, Station Road, Treorchy, CF42 6NL
Alternatively, you can raise a formal complaint via the Council’s Customer Feedback Scheme using the following link (Make a comment, compliment or complaint online) or you can contact the Council’s Data Protection Officer at Information.management@rctcbc.gov.uk.
Your right to make a data protection complaint to the ICO
You also have the right to complain to the ICO if you are unhappy with how we have used your data. However, we encourage you to contact us first and provide us with an opportunity to look into your concern and put things right.
The ICO can be contacted:
- Address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
- Helpline number: 0303 123 1113
- Website: https://www.ico.org.uk