PRIVACY POLICY

1. What Information We Collect and Use

We collect and use personal information to coordinate the Arts Trail, promote participating creators, manage volunteers, and comply with our legal obligations. This includes:

• Identity and Contact Data: Your name, postal address, email address, telephone number, and social media handles.

• Artistic Profile & Media: Artist statements, medium descriptions, biographies, and individual digital image submissions of your artwork used for selection, website display, and trail cataloging.

• Transaction & Fee Data: Direct records of your application fee payment status.

• Marketing Preferences: Your choices regarding receiving updates and newsletter subscriptions from us.

• Compliance Documentation: Evidence of Public Liability Insurance (required for all participating artists and venue hosts).

• Equality and Diversity Data (Special Category Data): When you complete our voluntary annual feedback surveys, you may choose to provide information regarding your age, ethnic background, gender identity, or long-term health conditions. This data is collected purely to monitor local community diversity representation (aligned with standard Lewisham tracking parameters). It is decoupled from identifying metrics, immediately anonymised, and used solely for statistical reports.

2. Our Lawful Bases and How We Handle Public Data

Under the UK GDPR, we rely on the following legal frameworks to process your data:

• Contractual Obligation / Service Delivery: When you complete our application form, we process your data to deliver the administrative profiling and trail space allocation services you have explicitly requested.

• Public Promotional Exposure: By submitting your application, you acknowledge that your professional profile data, social media handles, and artwork images are intentionally collected to populate the public Catford Arts Trail website, printed guidebooks, and public promotional social media channels.

• Legitimate Interests: We process administrative data because it is in our legitimate interests as an arts organiser to run events professionally, manage participant logistics, and ensure customer satisfaction. We balance this to ensure it does not override your fundamental rights and freedoms.

• Consent: We rely on your explicit consent when you opt in to receive marketing communications from us, such as subscribing to our email newsletter. You can withdraw your consent at any time.

• Legal Obligation: We may process your data where necessary to comply with legal, regulatory or statutory requirements we are subject to.

• Special Category Data Condition: Where you choose to provide sensitive equality and diversity data on our feedback forms, our legal basis is Explicit Consent. Your data is immediately separated from your identity, anonymised, and held as purely statistical information.

3. Where We Obtain Personal Information

We gather data through several channels, including:

• Directly from you: When you complete our application form, register, volunteer, buy tickets or contact us.

• Third parties and public sources: Family members, carers, suppliers, service providers, regulatory authorities, or publicly available listings.

4. Data Sharing and Your Right to Alterations

• Data Portals & Publicity: We securely share vital operational info (like names and contact details) between venue hosts and exhibiting artists to coordinate trail logistics.

• Administrative Cut-offs vs. Your Legal Rights: While our application form notes that information cannot be changed once submitted due to immediate print production timelines and automated web synchronization, this does not affect your legal statutory rights. Under the UK GDPR, you maintain a permanent right to request that inaccurate or outdated digital records held on our live web database be corrected or removed.

• Third-Party Data Processors: We utilise third-party service providers (such as web hosting, email delivery tools, and payment processors) to help run our digital platforms. Catford Arts acts as the Data Controller, defining how data is processed, and third parties act as Data Processors under the UK GDPR. We ensure written agreements are in place so your data remains strictly protected.

5. How We Store and Protect Your Information

We have implemented robust, appropriate physical and electronic security safeguards to prevent your personal data from being accidentally lost, altered, disclosed, or accessed without authorisation. Access to your personal data is strictly confined to members, operational agents, or contractors who have a distinct business need to know, and who operate under a duty of confidentiality.

We maintain strict procedures to handle any suspected data breach and will notify you and the Information Commissioner's Office (ICO) whenever we are legally mandated to do so.

6. Data Retention

We review our data retention periods regularly. We only hold personal information for as long as is reasonably required to fulfil the specific purpose it was collected for—including legal, tax, accounting, or reporting frameworks.

To evaluate the timeline, we weigh the volume, nature, and sensitivity of the data alongside potential risks of harm. You hold the right to ask us to delete your data under certain conditions.

7. Third-Party Links

Our website may feature external links to partner websites, galleries, or local venues. Clicking those links may allow third parties to gather or share your data. We do not control external sites and are not responsible for their respective privacy positions. We highly encourage you to review the privacy statement of any external site you visit.

8. Our Contact Details

For any questions regarding this notice or your data privacy rights, please reach out to us at:

• Email: catfordarts@gmail.com

9. How to Complain

If you have concerns regarding our data usage, please contact us directly using the email above so we can resolve it. If you remain unsatisfied, you retain the legal right to lodge a formal complaint with the UK data regulator, the Information Commissioner's Office (ICO).

• Address: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

• Helpline: 0303 123 1113

• Website: ICO Complaint Portal