Due to our pandemic response requirements, customers are advised that there may be delays in handling requests for information made under the Freedom of Information (FOI) Act, Environmental Information Regulations (EIR) or the General Data Protection Regulation (GDPR) for subject access requests. We apologise for any inconvenience this may cause.

We have had to change the way that some of our services operate to meet the guidelines set out by the government in response to the Coronavirus pandemic.

These privacy notices set out how we process your personal information within the Arts and Events teams for the following activities:

What information do we need?

We need to hold certain information about its customers and services users in order to effectively provide the services we have to deliver. We need to hold information such as your child’s name, date of birth, school, physical and mental health details and third party emergency contact details.

Why we need it?

We need to know this information about you in order to provide cycle training safely and effectively. We will use this information to complete our course registers and to enable us to contact you in case of emergency.

Our legal basis for holding this data is consent.

Do we share your information?

We do not trade personal data for any commercial purpose, however we will share your personal information with the cycle instructor who will be working with your child.

Outside of the above we will only disclose your personal information if we have a lawful basis to do so, for example for the prevention and detection of crime, or if we have your consent.

How long do we keep your information?

We are currently retaining records relating to children’s services indefinitely as required by the Independent Inquiry into Child Sexual Abuse (IICSA).

For anyone over the age of 18 for insurance reasons we will hold this data for three years after which time it will be securely destroyed.

What information do we need?

We run Civic events throughout the year, if you have requested to receive updates and information about these events, we will require your name and contact details, including your email address.  If you attend an event we will hold an attendee list which will only include your name. 

Why we need it?

If you have signed up to receive updates and information about Civic events, we will send you information via email or in the post. We will hold your personal information for this purpose with your consent.  You are able to withdraw your consent at any time. 

The processing of personal data for the purpose of attendee lists is necessary to pursue our legitimate interests in determining attendance at events.

Do we share your information?

We do not trade personal data for any commercial purpose.  Your name will be shared from time to time upon request with the Chairman of the Council only for the purpose of determining attendance at functions and events. Outside of this, we will only disclose your personal information if we have a lawful basis to do so, for example for the prevention and detection of crime, or if we have your consent.  

How long do we keep your information?

For the purpose of our Civic event mailing list we will keep your information until you withdraw your consent and no longer wish to receive information about events. If you withdraw your consent, your personal information will be removed from our mailing list, however, we will keep a record of your request for two years, after we will securely delete your information.

For the purpose of Civic event attendance we will hold lists indefinitely and update them annually.

What information do we need?

We need to hold information such as your name and contact details, as well as information relating to any medical condition you may have

Why we need it?

We need to know this information about you so we can contact you, or your emergency contact in the event of an emergency and we need to know about any medical condition to ensure that, if required, you receive appropriate support in your role and that we can make sure we are not asking you to do something which would be difficult for you to do. 

Our lawful basis for holding your personal data is this is necessary for the performance of any contractual obligations we have with you as a volunteer.

Our lawful basis for holding your medical information is this is necessary for the assessment of your working capacity.

Do we share your information?

We do not trade personal data for any commercial purpose.  We will only disclose your personal information if we have a lawful basis to do so, for example for the prevention and detection of crime, or if we have your consent.  

How long do we keep your information?

We will keep your personal data while you are a volunteer and for 6 years after you advise that you no longer wish to volunteer, after this time your personal data will be securely destroyed. If you as part of your volunteering activities you work with children, your information may be retained for up to 25 years.

What information do we need?

We need to hold certain information about its customers and services users in order to effectively provide the services we have to deliver. For Instrument Hire we need to hold information such as your name, address, telephone number, email address, your pupil premium status and the instrument you are hiring.

Why we need it?

We need to know this information about you in order to set up a contract between you and our Music Service, regarding your hire of property belonging to us and to ensure that we have information on the whereabouts of this property at all times.

With your consent your information will also be used by us to communicate with you about opportunities that can help you develop your musicianship further

Our lawful basis for holding your personal data is consent.

Do we share your information?

We do not trade personal data for any commercial purpose and we will only disclose your personal information if we have a lawful basis to do so, for example for the prevention and detection of crime, or if we have your consent. 

How long do we keep your information?

For Instrument Hire purposes, we are required to hold your personal data until you terminate your instrument hire contract with us, upon which time it will be securely destroyed. 

What information do we need?

So that we can keep you updated and informed about events which are happening across Torbay we will need your name and email addresses.

Why we need it?

If you have signed up to receive updates about events across Torbay, we will send you information via email about those things you have expressed an interest in.

Our lawful basis for using your personal data is consent. You are able to withdraw your consent at any time.

Do we share your information?

We do not trade personal data for any commercial purpose. We will only disclose your personal information if we have a lawful basis to do so, for example for the prevention and detection of crime, or if we have your consent.  

How long do we keep your information?

We will keep your information until you withdraw your consent and no longer wish to receive information about events. If you withdraw your consent, your personal information will be removed from our mailing list, however, we will keep a record of your request for 2 years, after we will securely delete your information.

What information do we need?

We need to hold certain information about its customers and services users in order to effectively provide the services we have to deliver. For the Instrumental Tuition Bursary Scheme we need to hold information such as your name, age, school, pupil premium status, contact details and the instrument you are learning.

Why we need it?

We need to know this information about you in order to fulfil our legal obligations regarding the use of our funding and thus ensure that you are entitled to an Instrumental Tuition Bursary, also to communicate with you, your school and your teacher about your progress. With your consent your information will also be used by us to communicate with you about opportunities that can help you develop your musicianship further.

Our lawful basis for holding your personal data is consent.

Do we share your information?

We do not trade personal data for any commercial purpose and we will only disclose your personal information if we have a lawful basis to do so, for example for the prevention and detection of crime, or if we have your consent.

How long do we keep your information?

For the purpose of administering instrumental tuition bursaries we are required to hold your personal data until you are no longer in receipt of a bursary, after which time it will be securely destroyed. For applicants not accepted for a bursary; your information will be held on a waiting list for one year and then securely destroyed.