Data Privacy Statement

Sherwood Art Week Data Privacy Stement, 2018

1. Personal data

Personal data relates to a living individual who can be identified from that data.
Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation (the ‘GDPR’).

2. Data Controller

The Sherwood Art Week Steering Group is the data controller (contact details below). This means it decides how your personal data is processed and for what purposes.

3. How do we process your personal data?

The Sherwood Art Week Steering Group complies with its obligations under the “GDPR” by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.

Data is collected primarily, though not exclusively, via the website when a participant registers. Participants may delete their own data from the website at any time by logging on to their account, editing their own user details and clicking the “Cancel Account” button.

We use personal data for the following purposes: -

  • to administer membership records;

  • to maintain our financial accounts and records;

  • to provide news and information about events and activities that come under Sherwood Art Week;

  • to fundraise and promote the interests of the Sherwood Art Week ;

  • to manage volunteers;

4. What is the legal basis for processing your personal data?
  • The processing is carried out in the course of the legitimate activities of a charity or not-for-profit body, with respect to its own members, or persons with whom it has regular contact in connection with its purposes.

  • Processing is necessary for carrying out obligations under employment, social security or social protection law, or a collective agreement; or

  • Explicit consent of the data subject has been given.

5. Sharing personal data

Your personal data will be treated as strictly confidential and will only be shared with other members of SAW in order to carry out the work of SAW.
We will only share your data with third parties with your consent.

6. How long do we keep data?

We retain data on the following basis:

Record Type

Retention Period

Membership rolls


Records of attendance of children/young people and helpers

Indefinitely for safeguarding purposes

Photographs and videos of events

24 months after the event – selected items retained for historical records

Insurance Records


Safeguarding matters

Indefinitely or until advised otherwise by authorities

Accident Books

3 years from the date of the last entry
(or, if the accident involves a child/ young adult,
then until that person reaches the age of 21)

Complaints (non -safeguarding)

3 years after resolution of complaint
(unless further action is anticipated)

Minutes and Minute Books


7. Your rights and your personal data

Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data: -

  • The right to request a copy of the personal data which Sherwood Art Week holds about you (a Subject Access Request or ‘SAR’);

  • The right to request that The Sherwood Art Week Steering Group corrects any personal data if it is found to be inaccurate or out of date;

  • The right to request your personal data is erased where it is no longer necessary for Sherwood Art Week to retain such data;

  • The right to withdraw your consent to the processing at any time;

  • The right to request that the data controller provide you with your personal data and where possible, to transmit that data directly to another data controller.

  • The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;

  • The right to object to the processing of personal data;

  • The right to lodge a complaint with the Information Commissioners Office.

8. Further processing

If we wish to use your personal data for a new purpose, not covered by this Data Protection Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.

9. Contact Details

To exercise all relevant rights, queries of complaints please in the first instance contact
The Privacy Officer via the Website contact form (,
by sending an email to
or in writing to;
SAW Privacy Officer

c/o The Place

2A Melrose Street




You can contact the Information Commissioners Office on 0303 123 1113
or via email
or at the Information Commissioner's Office,
Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.


The Sherwood Art Week Steering Group

24th May 2018