Arts Derbyshire

Terms & Privacy Policy

1. Introduction

1.1      Arts Derbyshire seeks to protect personal data and is committed to meeting its legal obligations as detailed in the Data Protection Act 2018 and the General Data Protection Regulation (GDPR) 2016.  Our privacy policy outlines how and why we use personal data.

1.2      The aim of this privacy policy is to ensure that Arts Derbyshire protects the personal data it collects and treats people fairly, honestly and openly.


2. What we do

2.1      Arts Derbyshire works with art organisations and artists across the county.  Arts Derbyshire exists to provide strategic direction for arts development in Derbyshire, and is a catalyst, enabler and amplifier of best practice arts development that enriches people’s lives across the county.  Arts Derbyshire has a website ( which publicizes details of artists, arts organisations and events; circulates newsletters; and runs workshops, arts events, and programmes of arts activity throughout Derbyshire.


3. What data we keep

 3.1      In order to work with our participants (organisations, individual artists, and event participants) and report to our funders, we collect and hold personal data such as, but not limited to: demographic information such as post codes and interests; names; roles and organisations; contact details; email addresses, photographs; and (rarely) health information.

3.2      We collect information on the Arts Derbyshire website use via cookies.

3.3      We collect information on the Arts Derbyshire website traffic via Google Analytics.

3.4      When you contact us by email or phone we may use details of the contact on our records management system to enable us to help you more efficiently.


4. How long we keep data for

4.1      We will keep data only for as long as necessary, and this will vary for the data we keep for different functions.  We will review our data every two years and remove any data we are no longer actively using or required to store.  This will be guided by a retention schedule, kept in the Arts Derbyshire Office Google Drive folder.


5. How we use the data

5.1      All personal data is kept securely.  Photographs may be used on promotional material, in the print media, and on our social media accounts.  We obtain explicit permission for any images we use through photo consent forms.

5.2      If you have signed up to receive our e-newsletters, we use your information to send you updates of Arts Derbyshire’s current activities and upcoming events, and those of our members.  We may also include fundraising updates, offers, opportunities, jobs and commissions. We will make sure your information is accurate and up to date.  You may unsubscribe from our monthly newsletter and mailing list at any time; each newsletter includes an unsubscribe button, or you can email and request to be removed.  Newsletters will only be sent where someone has signed up to receive them.

5.3      If you have signed up to one of our workshops or events or have participated in one of our projects and given your contact details, we will use this personal information to contact you regarding the project.  We will also keep this information for monitoring and reporting purposes.  Information used in reports to funders is anonymised.

5.4      If you are employed by Arts Derbyshire, as an artist or freelancer for example, we will keep your personal information securely for legal, financial and reporting reasons.  Any information shared when reporting is anonymised.  Personal information is destroyed after 7 years.

5.5      If you are a member of Arts Derbyshire, we will keep your contact details and use them to contact you regarding your membership.

5.6      All information is always kept secure and participants have the right to access this information.

5.7      The lawful basis that we use for processing the data is either that:

  • You have given us your consent, e.g. to receive our newsletter or use your image


  • You are a participant and the processing is necessary for the purposes of legitimate interests pursued by the Data Controller (Arts Derbyshire). In this case the legitimate interest is to carry out monitoring and reporting which is a requirement of all our projects.


6. Sharing information about you with third parties

6.1      Arts Derbyshire will never give or sell your contact information to third parties for marketing purposes.  Any information we disclose about you, other than for purposes outlined in this privacy policy, will be if required to do so by law.

6.2      The varied nature of our projects requires a lot of partnership working; this means we may need to share personal information with other organisations such as health professionals, schools, funders and other charities.  We will set up data sharing agreements for large-scale sharing of data for projects where relevant, e.g. with universities which are evaluating our work.

6.3      In the course of our work we use third party websites (for example, Eventbrite, Twitter, Facebook, Instagram, SurveyMonkey).  We are not responsible for the privacy policies or practices of the third party websites.


7. Your Rights

7.1      We want you to have the best experience possible with Arts Derbyshire and benefit from working with us, feeling confident we are respecting your personal data and processing it in a safe and confidential way.  You have the right to withdraw consent to our e-newsletter or use of your image at any time.

7.2      You have the right to see the information we keep on you.  This is a ‘Subject Access Request’.  We prefer you to provide your request in writing with proof of identity.  The information may take up to a month to collect.  If you require this information please email the Arts Derbyshire admin at

7.3      You can see all the information regarding data protection and your rights here:

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