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Arts Service, Engagement Activities Privacy Notice

How we use your personal information for Arts Service Engagement Activities (within and outside of RCT Theatres) purposes

The Council provides services for local communities and the people who live in them. Undertaking this work means that we must collect and use information about the people we provide services to and keep a record of those services. Because we collect and use personal information about individuals we must make sure that they know what we intend to do with their information and who it may be shared with. 

We have summarised in this privacy notice some of the key ways in which we use your personal information for Arts Services engagement activities purposes. This information should be read in conjunction with the Council’s corporate privacy notice.

1. Who we are, what we do. 

This privacy notice is about how we use your personal information for arts engagement activities organised by the Council’s Art Service. However, the Council’s Art Service also organise and deliver a programme of events at the Park & Dare Theatre and the Coliseum Theatre. If you would like to know more about how we use your information when you book to see an event, please see the Payments (made to the Council) Privacy Notice. 

The Council’s Arts Service creates opportunities for all to participate and engage in the arts through our engagement activity programme, which consists of:

  • Community arts activity classes / workshops / projects commissioned across Rhondda Cynon Taf in various locations;
  • Children’s dance and drama classes within RCT Theatres (The Coliseum Theatre in Aberdare and The Park & Dare in Treorchy) and at locations within our communities; professional arts engagement activity.

We also create opportunities for young people aged 8-25 years to engage in music activity and/or receive advice, guidance and support through:

  • Youth Arts and SONIG Youth Music Industries programmes (funded by Families First)
  • Young Promoters Network (YPN)
  • Forte project (funded by Arts Council of Wales and the Performance Rights Society Foundation for Music - PRSFM)
  • Take pART (RCT Theatres participatory programme funded by the Arts Council of Wales)
  • Core Council Arts & Creative Industry Team provision.

2. What and whose personal information we hold? 

We hold information on individuals who chose to participate in our engagement activities. The types of information we hold and process will typically include:

  • Name, address and postcode, email and telephone contact details
  • Preferred language (English/Welsh)
  • Employment status
  • Medical/emergency contact information, GP surgery details
  • Opt-in or opt-out of consent for photography and filming.

3. Where does the service get my information from? 

We get information from the person taking part in the activity. We also receive referrals to enrol someone on an activity, for example from another Council service or from an organisation that is supporting the person, such as Social Services and Barnardos.

We may also receive information from a parent/guardian if you are under 18 years of age.

4. What we will do with your personal information? 

We use your information for a variety of reasons, which include:

  •   To deliver our activities:
    • Enrol the participant on the activity
    • Deliver the programme to the participant
    • Keep in contact with the participant regarding the activity e.g.   change of time or location
    • Monitor progress and attendance etc.
    • Provide advice, support and guidance to the participant
    • Arrange accreditation qualification with external bodies e.g. ASDAN
    • Arrange medical treatment in the case of emergencies.
  • To produce and provide reports to demonstrate that the funds are being used correctly and in accordance with the terms of the funding.    
  • Produce management information to help inform the way we deliver services, the programmes we provide and how we engage with people.

5. What is the legal basis for the use of this information?  

The legal basis for our use of your personal information to deliver our activities will generally be one or more of the following:

  • We need to process your personal information to carry out a task in the public interest or in the exercise of official authority in our capacity as a public body i.e. arts activity to engage RCT communities in cultural activities to benefit well-being and health and reduce economic inactivity.
    • Well-being of Future Generations (Wales) Act 2015
    • Social Services and Well-being (Wales) Act 2014
    • UN Convention on the Rights of the Child (Article 31)
  • We need to process your personal information to satisfy our legal obligations for reasons such as safeguarding and health and safety;
  • We need to fulfil our contractual obligations as part of any funding we receive to deliver the service.

6.Does the service share my personal information with any other organisation? 

There are certain circumstances under which we may share your personal information to third parties. These are as follows:

  • To accreditation bodies e.g. Agored Cymru, OCN, ASDAN
  • To our funders for audit purposes e.g. Families First
  • To our own service providers who process data on our behalf and on our instructions e.g. class tutors and Rec Rock. In these cases, we require that these third parties comply strictly with our instructions and with GDPR, for example around security of personal data.
  • Where we are under a duty to disclose your personal information to comply with any legal obligation (for example to statutory services and law enforcement agencies).
  • Trusted IT providers:
    • We use ‘Mailchimp’ for email marketing purposes. Click here for more information.
    • We use Squarespace to host our Forte/ YPN websites. Click herefor more information.
    • We use software to hold ticketing data (for example for dance and drama classes)

7. How long will my information be kept? 

We will only keep your personal information for as long as we need it, we will not keep your information any longer than is necessary. The time we keep your information depends on the nature of the information. In practice this may range from 7 years to longer if required due to contractual obligations.

8. Your information, your rights 

The General Data Protection Regulation (GDPR) gives you important rights, including the right to access the personal information the services hold about you.

View further details on your information rights and how to exercise them.    

9. Contact us 

If you have any concerns or would like to know more about how the service using your personal information please contact us in one of the following ways:

By email :

By telephone : 01443 570031

In writing: The Park & Dare Theatre, Station Road, Treorchy, CF42 6NL.