Thornbury Arts Festival Trust Data Protection Policy [including Thornbury Eisteddfod]

We are the Thornbury Arts Festival Trust. We are a registered charity [Registered Charity Number: 1143137] and company limited by guarantee [Company Number: 7246975 [England and Wales’]. Our registered address is: The Coach House, Olveston, Bristol, BS35 4DE.

The Thornbury Arts Festival Trust [including the Eisteddfod sub-Committee] takes great care to preserve your privacy and safeguard any personal data you provide to us. This privacy notice explains how we will collect and use your personal data.

Data Collected

We may collect personal data such as: your name, address, date of birth, telephone number, email address, bank details

How do we use your personal data?

We will use your personal data in a number of ways which may include:

1. processing your entry form to take part in the Festival/Eisteddfod
2. keeping you updated about your entry to the Festival/Eisteddfod
3. sending you copies of our Festival brochure/Eisteddfod syllabus and programme
4. keeping you updated about future Festivals/Eisteddfods
5. processing any application for a role within the Festival/Eisteddfod
6. processing any donations made to us
7. including your name in our printed Festival and/or Eisteddfod programmes
8. processing your application to be involved in our governance such as becoming a member of our Committee
9. responding to a general enquiry made to us
10. dealing with a complaint or concern raised to use about one of our volunteers
11. include your photo or name on our website or social media

Who do we share your personal data with?

We will only ever use your personal data to manage your festival involvement with us including keeping you up-to-date with any festival news. If you are not involved in the festival, then we will only use your personal data to deal with the issue or enquiry that you have raised directly with us.

We will never sell your details to any third party and we do not buy any personal data. We may share or disclose your personal data if we are required to do so by any law or court order.

What is the legal basis for processing your information

In some cases we will only process your personal data where we have your specific consent to do so. It is reasonable for us to collect your name, address and contact details to be able to process your Festival/Eisteddfod entry and you would reasonably expect this to happen for your Festival/Eisteddfod entry to proceed.

Whenever we process your personal data under the legitimate interest lawful basis, we make sure that we consider your rights and interests and will not process your personal data if we feel that there is an imbalance or you would not reasonably expect your data to be processed in this way.

How do we keep your information secure?

Names, addresses, telephone numbers and email addresses of completed Festival/Eisteddfod application forms are :
• stored on a spreadsheet on a password protected computer by the Coordinator receiving the completed application forms.
• any completed paper application forms are stored in a locked drawer.

All names, addresses, telephone numbers and email addresses of the completed Eisteddfod Cup Winners Register forms are :
• stored on a checklist on a password protected computer by the Coordinator responsible for the collection and distribution of the Eisteddfod cups.
• the completed paper Cup Winner Register forms are stored in a locked drawer.

Data will be stored for three years from the last time an individual entered the Thornbury Arts Festival and/or Eisteddfod or sooner if requested in writing by the individual.

Your Rights

You have various rights in respect of the personal data we hold about you. These rights are set out in more detail below:

1. The right to be informed about the collection and use of your personal data
2. The right to access your personal information
3. The right to object to processing of your personal information
4. The right to restrict the processing of your personal information
5. The right to personal data portability
6. The right to rectify your personal information
7. The right to erase your personal information
8. Rights in relation to automated decision making and profiling

If you make a request relating to any of the rights listed above, we will consider each request in accordance with all applicable data protection laws and regulations. No administration fee will be charged for considering and/or complying with such a request unless the request is deemed to be excessive in nature.

Upon successful verification of your identity you are entitled to obtain the following information about your own personal information:

1. The purposes of the collection, processing, use and storage of your personal data
2. The categories of personal data stored about you
3. The recipients or categories of recipients to whom your personal data has been or may be transmitted, along with the location of those recipients.
4. The envisaged period of storage for your personal data or the rationale for determining the storage period
5. The use of any automated decision-making and/or profiling

If you want to exercise any of these rights or make a complaint, you can by email info@thornburyartsfestival.org.uk or write to:

The Data Manager, Thornbury Arts Festival Trust, The Coach House, Olveston, Bristol, BS35 4DE

In certain circumstances we might not be able to provide you with access to some of your personal information, but where appropriate, we will notify you of the reasons for this.

How long do we keep your information for?

Your personal data will not be retained by the Festival for longer than necessary in relation to the purposes for which it was originally collected, or for which it was further processed, subject to certain legal obligation mentioned below:

We will retain personal data in accordance with our data retention policy set out below. We review our data retention periods for personal data on a regular basis. We will hold personal data relating to:

1. Your Festival/Eisteddfod entry for 3 years following the end of the Festival/Eisteddfod. Trophy winners’ details will be retained until the trophies are returned safely to the Festival.
2. Eisteddfod cup winners’ names will remain on a list in the TAF archive in perpetuity. This is for historical record purposes.
3. Volunteering with the Festival for 1 year following the end of your volunteering with us

The law allows you to withdraw your consent to any usage of your data at any time without needing to specify a reason. You can withdraw your consent by emailing us at info@thornburyartsfestival.org.uk

Last Reviewed May 2018