Privacy Notice - Escalate Arts Community Programme

This page tells you what the Escalate Arts Community Programme managed by Spelthorne Borough Council does with your data.

Please keep this page for future use. 

Spelthorne Borough Council (SBC) is committed to protecting your privacy and security. This notice explains how and why Escalate Arts Community Programme commissioned service providers and Spelthorne Borough Council use your personal data, to ensure you remain informed and in control of your information.

Who we are and what we do

Escalate Arts Community Programme uses the data you supply to provide courses, events, services and activities of public interest in Spelthorne. Escalate Arts Community Programme is managed by Spelthorne Borough Council on behalf of Escalate Arts, a place-based partnership project funded by Arts Council England, delivered by Surrey County Council, Spelthorne Borough Council, Artswork and Ashford Youth Club. Spelthorne Borough Council is the data controller for the personal data collected by commissioned service delivery providers who are the data processors.  Our legal basis for processing your personal data is public task.

What information we may collect

The information you will need to provide to commissioned service delivery providers will depend on the activity or event. This includes information you give when joining, registering, attending one of the Escalate Arts Community Programme events and courses.

Personal data (name, date of birth, email, address, telephone etc)

Special category data (Health and medical details, school information)

Personal data of others (details of Emergency contacts)

If you are providing commissioned service delivery providers with details of emergency contacts they have a right to know and to be aware of what personal information commissioned service delivery providers hold about them, how they collect it and how they use and may share that information. Please share this privacy notice with those of them whom you feel are sufficiently mature to understand it. They also have the same rights as set out in the "Your rights" section below.

The information commissioned service delivery providers will need to provide to Spelthorne Borough Council will depend on the activity or event. This includes information you give when joining, registering, attending one of the Escalate Arts Community Programme events and courses.

Personal data (age, school attended – only applicable to children and young people, first half of postcode)

Opinions and feedback about the services provided

Who might we share your information with?

Spelthorne Borough Council will need to share your data with Escalate Arts partnership staff for monitoring and evaluation purposes. 

Spelthorne Borough Council may share your data with others, but only where this is necessary; either to comply with our legal obligations or as permitted by Data Protection legislation.  This includes for the purpose of the prevention and/or detection of crime.

Spelthorne Borough Council may also use your personal data if it is in your vital interests, where your life is or could be in danger. This will not happen very often, if at all, but it will help to identify and assist individuals whose vital interests are threatened, and /or who need additional support during emergencies or major incidents, for example emergency evacuation.

We will never share your information for marketing purposes.

How long will we keep your data for?

For adult events attended your data will be stored for up to two years from when the Escalate Arts partnership project ends, or in the case of child events your data and the relevant child/children data for up to 6 years after the Escalate Arts partnership project ends.

If an accident or incident occurs at one of our events or activities then we will keep a record of this for 7 years (adult) and for a child until they reach 21 years of age, which may include personal data and sensitive personal data.

Processing based on consent

You are required to provide commissioned service delivery providers with details of any disabilities, conditions or special needs that you/ your child has in order for them to run the Escalate Arts Community Programme sessions successfully.  They will ask for your consent to use and share such details. 

You have the right to withdraw your consent at any time by emailing  leisure@spelthorne.gov.uk.  However withdrawing consent may mean that we cannot offer the service to you/your child. 

Unless there is another legal basis for us to process your data we must stop processing your data when you withdraw consent. This may mean that we can no longer provide services to you. 

Your rights

You have the following rights:

• you have the right to be informed via Privacy Notices such as this
• you have the right to request access to and to receive a copy of any information we hold about you (including in an electronic format) - to request a copy of this information you must make a request in writing (known as a subject access request)
• if you find that the information SBC holds about you is no longer accurate, you have the right to ask to have this corrected
• you have the right - under certain conditions - to ask us to erase your personal data
• you may request that SBC stops processing your personal data in relation to any Escalate Arts service (this may delay or prevent us delivering a service to you, we will seek to comply with your request but may be required to hold or process information to comply with our legal duties)

To exercise any of these rights contact the Data Protection Officer.  The Data Protection Officer manages the Council's compliance with Data Protection legislation by providing advice, guidance and training on the handling and sharing of personal information.

Spelthorne Borough Council's Data Protection Officer may be contacted by emailing  data.protection@spelthorne.gov.uk  or by writing to the Data Protection Officer at Spelthorne Borough Council, Council Offices, Knowle Green, Staines-upon-Thames, TW18 1XB.

You also have the right to make a complaint to the Information Commissioner's Office (ICO). This is an independent body responsible for making sure that organisations comply with Data Protection legislation.

The ICO will always expect you to have raised your concerns with us before submitting a complaint.

For further information contact the Leisure team at Spelthorne Borough Council, Council Offices, Knowle Green, Staines-upon-Thames, TW18 1XB