Privacy Notice

Our Commitment to Your Privacy

Clacton Arts Centre is committed to respecting and protecting your privacy.

We understand that when you provide us with personal information, you trust us to use it responsibly.

This Privacy Notice explains what information we collect, why we collect it, how we use it and how you can contact us about your personal information.

We aim to handle personal information fairly, responsibly and in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Who We Are

Clacton Arts Centre is a community arts organisation based in Clacton-on-Sea, Essex.

We organise exhibitions, workshops, performances and other creative activities that encourage participation in the arts.

For the purposes of data protection legislation, Clacton Arts Centre is responsible for deciding how and why personal information collected by us is used. This is known as being a data controller.

For questions about privacy or personal information, please contact:

Clacton Arts Centre
Email: info@clactonartscentre.org

Information We Collect

Depending on how you interact with Clacton Arts Centre, we may collect information including:

• Your name.

• Your email address.

• Your telephone number.

• Information you provide when making an enquiry.

• Information supplied when booking a workshop or event.

• Information relating to your participation in our activities.

• Information supplied by artists, tutors, performers, stallholders and volunteers.

• Photographs or recordings taken at our activities, where appropriate.

• Information necessary to accommodate accessibility, medical or other individual needs.

We only seek information that is relevant to the purpose for which it is collected.

Where we collect sensitive information, such as details about health or additional support needs, we will take particular care over how it is used.

How We Collect Information

We may collect personal information when you:

• Contact us by email, telephone or through our website.

• Visit the gallery and make an enquiry or booking.

• Book or attend a workshop or event.

• Apply to exhibit artwork or participate in an event.

• Volunteer or work with Clacton Arts Centre.

• Provide information directly to one of our representatives.

Information may be recorded electronically or on paper depending on the activity concerned.

We may also receive relevant information from another person, such as someone making a booking on your behalf.

Workshop and Event Bookings

Bookings for workshops and events may currently be made at the gallery or by contacting us, including by email at:

gallery@clactonartscentre.org

When you make a booking, we may collect your name and contact information together with any other information reasonably required to administer the booking.

Payments may be made by cash, card or bank transfer.

We use booking information to administer the activity you have booked and to contact you where necessary, for example if there is a change or cancellation.

Making a booking or enquiry does not automatically mean that you have agreed to receive unrelated marketing communications from us.

How We Use Your Information

We may use personal information to:

• Respond to enquiries.

• Manage bookings and registrations.

• Provide information about activities you have booked.

• Contact participants about changes or cancellations.

• Organise exhibitions, workshops, performances and events.

• Communicate with artists, tutors, performers, stallholders and volunteers.

• Maintain appropriate administrative and financial records.

• Manage health, safety and safeguarding responsibilities.

• Meet our legal obligations.

We will not use personal information for purposes that are incompatible with those for which it was collected.

Our Legal Reasons for Using Your Information

Data protection legislation requires us to have an appropriate lawful basis for using personal information.

Depending on the circumstances, we may rely upon:

Consent – where you have freely agreed to a particular use of your information.

Contract – where using the information is necessary to provide something you have requested or to fulfil an agreement with you.

Legal obligation – where we are required to use, retain or disclose information to comply with the law.

Legitimate interests – where using information is reasonably necessary for the effective operation and administration of Clacton Arts Centre, provided that our interests do not override your rights and interests.

Where information requiring additional legal protection is collected, such as certain health information, we will ensure that there is an appropriate legal basis for its use.

Photographs and Recordings

Clacton Arts Centre may take photographs or recordings during exhibitions, workshops, performances and other activities.

These may be used to document and promote the work of Clacton Arts Centre, including through our website and social media.

Where appropriate, we will ask permission before taking or publishing identifiable photographs or recordings.

Particular care will be taken with photographs or recordings of children and young people in accordance with our Safeguarding Policy.

If you do not wish to be photographed or recorded, please tell the person organising the activity.

If you have concerns about an image of yourself that has been published by Clacton Arts Centre, please contact us at:

info@clactonartscentre.org

Website

Our website is provided through Wix.

When you visit our website, Wix and services used by the website may process technical information associated with your visit.

This may include information such as your device, browser, approximate location derived from technical information, pages visited and information collected through cookies or similar technologies.

Some of this processing is necessary for the website to operate.

Where consent is required for non-essential cookies or similar technologies, appropriate choices should be provided through the website's cookie controls.

Information about the cookies used by the website can be found through the cookie information and controls provided on the site.

Social Media

Clacton Arts Centre has a presence on Facebook and YouTube.

We may use these services to publicise our activities and share appropriate photographs, video and other information about Clacton Arts Centre.

If you interact with us through these platforms, the relevant social media provider may also collect and process information about you under its own privacy arrangements.

Clacton Arts Centre does not control how those companies process information through their own platforms.

You should refer to the privacy information provided by the relevant service if you would like further information about how it uses your personal information.

Sharing Your Information

Clacton Arts Centre does not sell personal information.

We may share information with organisations providing services necessary for our activities or administration where this is appropriate.

This may include organisations providing:

• Website and technology services.

• Card payment and banking services.

• Email and communications services.

• Professional or administrative services.

We may also share information where required by law or where it is reasonably necessary for safeguarding, the prevention of harm or another lawful purpose.

We will not provide your personal information to another organisation for its own marketing purposes without an appropriate lawful basis.

Payment Information

Payments may currently be made by cash, card or bank transfer.

Card payments are processed through the relevant payment service and CAC does not need to retain your full card details.

Bank transfers are processed through the banking system and relevant transaction information may appear in CAC's banking and financial records.

Financial records may be retained where necessary for accounting, taxation or other legal purposes.

Links to Other Websites

Our website may contain links to websites operated by other organisations.

Once you leave our website, those organisations are responsible for their own websites and privacy practices.

We encourage visitors to read the privacy information provided by websites they choose to visit.

Keeping Your Information Safe

Clacton Arts Centre takes reasonable steps to protect the personal information entrusted to us.

Personal information may be held electronically or in paper form.

We aim to limit access to personal information to those who need it for legitimate Clacton Arts Centre purposes and to take appropriate care when information is stored, used or shared.

No method of storing or transmitting information can be guaranteed to be completely secure. We will, however, take reasonable and proportionate steps to protect the information we hold.

How Long We Keep Information

We will not knowingly retain personal information for longer than is reasonably necessary for the purpose for which it was collected or to meet relevant legal or administrative requirements.

Different types of information may need to be retained for different periods.

For example, financial records may need to be kept for legal and accounting purposes, while contact information collected solely to administer an activity may no longer be required once the relevant purpose has ended.

Information that is no longer required will be securely deleted or disposed of where appropriate.

Your Rights

Data protection law gives individuals a number of rights concerning their personal information.

Depending on the circumstances, these may include:

• The right to know how your information is being used.

• The right to request access to personal information we hold about you.

• The right to have inaccurate information corrected.

• The right to request deletion of information in certain circumstances.

• The right to request restrictions on how information is used in certain circumstances.

• The right to receive certain information in a portable format.

• The right to object to certain uses of your personal information.

• The right to withdraw consent where we rely upon consent.

These rights are subject to applicable legal conditions and exceptions.

Requests concerning your personal information can be made by contacting:

info@clactonartscentre.org

We will respond within the time limits required by law.

There is normally no charge for making a request concerning your personal information.

Complaints About Your Personal Information

If you are concerned about how Clacton Arts Centre has collected, stored or used your personal information, please contact us in the first instance:

info@clactonartscentre.org

We will take your concern seriously and try to resolve it.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK's independent regulator for data protection.

Changes to This Privacy Notice

We may update this Privacy Notice when our activities, services or the way we handle personal information change.

The current version will be made available on our website.

Review

This Privacy Notice will be reviewed annually, or sooner if significant changes occur.

Responsible body: Clacton Arts Centre Committee

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Policy date: 1 October 2026
Next review: 1 October 2027

Approved by: Clacton Arts Centre Committee