1. Our commitment to your privacy

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Creative Heritage is committed to respecting and protecting the personal information of the children, young people, families, volunteers, supporters and community members who take part in or engage with our work.
 

As a small, volunteer-led community organisation, we only want to collect information that helps us run our activities safely and effectively, communicate with our community, meet our responsibilities and create positive opportunities for the people we work with.
 

We take particular care with information relating to children and young people and with sensitive information such as health, medical, allergy and accessibility information.
 

This Privacy Policy explains what personal information we collect, why we collect it, how we use and protect it, when it may be shared, how long we keep it and the rights people have in relation to their information.
 

For the purposes of UK data protection law, Creative Heritage is responsible for deciding how and why personal information covered by this policy is used.
 

Contact: creativeheritageuk@gmail.com
 

2. Who this policy applies to
 

This policy may apply to:

• children and young people participating in Creative Heritage activities;

• parents, carers and emergency contacts;

• members of Creative Heritage Performing Arts and Choir Maghiya;

• participants in Young Creator Studio and other Creative Heritage projects;

• performers, competition entrants and event participants;

• volunteers and work experience participants;

• people attending or purchasing tickets for our events;

• people who subscribe to Creative Heritage news and updates;

• people who contact us or express an interest in our activities;

• guest professionals, partners and other people who work with us.
   

3. Information we may collect
 

The information we collect depends on how someone is involved with Creative Heritage.

It may include:

• Personal and contact information, such as names, dates of birth or ages, email addresses, telephone numbers and parent or carer contact details.

• Participation information, such as the Creative Heritage activities, projects, performances, competitions or events someone takes part in, attendance information and relevant roles or responsibilities.

• Emergency information, including emergency contact names and telephone numbers.

• Health, medical, allergy, dietary and accessibility information where this is relevant to someone's safe and inclusive participation in an activity or event.

• Communication information, including correspondence with us by email, WhatsApp, Facebook Messenger, website forms or other agreed communication channels.

• Photography, video and audio, including photographs and recordings created during rehearsals, performances, events, projects and creative productions where the appropriate permissions are in place.

• Creative contributions, which may include performances, recordings, written material, artwork, ideas or other content created as part of Creative Heritage projects.

• Competition and performance information, such as name, age or date of birth and entry category where required by an external organiser.

• Payment information, such as records showing whether a termly contribution or other payment has been received. Creative Heritage does not normally need to hold people's full banking information.

• Ticketing and event information, including information connected with ticket purchases, event attendance and necessary event communications.

• Volunteer and work experience information, which may include contact details, date of birth, emergency contact details, parental consent where appropriate and information about required safeguarding checks.

We do not retain copies of DBS certificates. Where appropriate, we may keep a limited record that a relevant check has been completed.
 

4. How we collect information
 

We may receive personal information:

• through our website and Wix forms;

• directly from parents, carers, young people or other participants;

• through email;

• through WhatsApp or Facebook Messenger;

• through registration, consent or event forms;

• through Google Classroom and other project spaces;

• when someone purchases a ticket or registers for an event;

• when someone subscribes to Creative Heritage news;

• when someone enters a competition, performance or project;

• through volunteer or work experience arrangements;

• during our activities and events, for example through photography, filming or recording where appropriate permissions have been obtained.
   

Parents and carers will normally provide information about younger participants. Older children and young people may also provide information themselves where appropriate.
 

5. Why we use personal information
 

We may use personal information to:

• register and manage participation in our programmes and activities;

• communicate about rehearsals, classes, projects, performances, competitions and events;

• manage attendance and participation;

• keep children and other participants safe;

• contact parents, carers or emergency contacts where necessary;

• understand relevant medical, allergy, dietary or accessibility requirements;

• make reasonable arrangements to support participation;

• organise performances, competitions, festivals, trips and community events;

• manage creative projects and productions;

• communicate with participants about their individual creative work, performances or responsibilities;

• manage termly contributions and other payments;

• administer tickets and provide information people need for events they are attending;

• manage volunteers and work experience placements;

• meet safeguarding, health and safety and other legal responsibilities;

• respond to enquiries;

• share Creative Heritage news and opportunities with people who have chosen to receive these communications;

• celebrate and promote Creative Heritage's work through photographs, video, audio and creative content where appropriate permissions are in place;

• improve and understand our activities and website;

• protect Creative Heritage, our participants and our community where necessary.
   

We aim to collect and use only the information reasonably necessary for these purposes.
 

6. Our lawful reasons for using information
 

UK data protection law requires us to have a lawful basis for using personal information.

Depending on the purpose, Creative Heritage may rely on:

• Consent – where someone has freely chosen to give us permission for a particular use of their information, for example certain marketing communications or uses of photographs, video or recordings.

• Contract – where information is needed to provide something a person has requested or paid for, such as administering an event ticket.

• Legal obligation – where we need to use or retain information to comply with a legal responsibility.

• Legitimate interests – where using information is reasonably necessary to operate Creative Heritage, organise our activities, communicate with participants, keep appropriate records or support our community, provided those interests do not override the rights and interests of the individual, particularly a child.

• Vital interests – in exceptional circumstances where information needs to be used to protect someone's life or physical safety.

We do not assume that consent is the appropriate lawful basis for every use of personal information.

7. Health, medical, allergy and other sensitive information

Some information we hold, particularly information about health, medical conditions or disabilities, may be classed as special category personal data and receives additional protection under data protection law.

We collect this information only where it is relevant, for example to help us keep a participant safe, respond appropriately in an emergency, understand allergies or medical requirements, or support someone's participation in our activities.

Access is restricted to people who genuinely need the information. For some events, an authorised volunteer may receive a limited printed list containing information necessary to keep participants safe. This may include a child's name, relevant medical or allergy information and an emergency contact name and telephone number. Volunteers are not given access to participants' full records simply because they are helping at an event.
 

Printed information containing personal or medical information should be returned to a Creative Heritage board member or securely destroyed after it is no longer required.
 

Where required by law, Creative Heritage will identify both an appropriate lawful basis for processing personal information and an additional condition for processing special category information.
 

8. Children and young people's information
 

Children and young people are at the heart of much of Creative Heritage's work, and we recognise that their personal information deserves particular care.

We aim to:

• collect only information that we genuinely need;

• explain how information will be used in a way that is appropriate and understandable;

• involve parents or carers in decisions and permissions where appropriate;

• consider the age and understanding of the young person;

• limit access to children's information;

• avoid unnecessary sharing;

• use photographs, recordings and creative work responsibly;

• put children's safety and best interests at the centre of our decisions.

We may communicate directly with young people where this is appropriate to their participation in Creative Heritage, including through agreed communication channels. Our expectations around safe and appropriate communication with children and young people are covered by our Safeguarding Policy.
 

9. WhatsApp and other communications
 

Creative Heritage uses WhatsApp as one of the ways we communicate important information about rehearsals, projects, performances, events and other activities. Parents and carers are asked whether they wish to be added to the relevant WhatsApp group. Where appropriate, they are separately asked whether they wish their child to be added.

Joining a WhatsApp group is optional.
 

People joining a WhatsApp group should be aware that their telephone number and information made visible through their WhatsApp account may be visible to other members of that group.
 

We may also communicate through email, Facebook Messenger and other agreed channels where appropriate.

Direct communication with young people must follow the expectations set out in our Safeguarding Policy.
 

10. Google Classroom and creative project spaces

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Creative Heritage may use Google Classroom and other digital spaces to support projects such as Young Creator Studio.

Participants may join using their own email address or, where appropriate, a parent's or carer's email address.

These spaces may contain project discussions, ideas, documents, photographs, audio, video or other creative contributions.
 

Access to Creative Heritage project spaces is limited to relevant participants and authorised Creative Heritage representatives. Participants are expected to use these spaces appropriately and in accordance with our safeguarding expectations.
 

11. Photography, filming, audio and creative work
 

Photography, performance, music, film and other creative expression are an important part of Creative Heritage's work.

We may photograph, film or record activities, rehearsals, performances, projects and events where appropriate permissions are in place.
 

Depending on the permission given, material may be used for purposes such as:

• documenting and celebrating Creative Heritage activities;

• sharing achievements with participants and families;

• the Creative Heritage website;

• Creative Heritage social media;

• publicity and promotion;

• reporting on funded or supported projects;

• festival, competition or community communications.
   

We recognise that participation in an activity does not automatically mean that every possible public use of a person's image, voice or creative work is appropriate.
 

For significant creative productions, such as Young Creator Studio music, film or other publicly released work, Creative Heritage may seek additional specific permission explaining how and where the finished material may be published or distributed.
 

This may include public platforms, video platforms, music streaming services, social media, Creative Heritage's website, screenings or performances.
 

Where consent is the basis for a particular use, people may contact us if they wish to withdraw that consent. We will explain what can reasonably be changed or removed. In some circumstances, material that has already been published, distributed, incorporated into a completed creative work or shared by third parties may not be capable of being completely retrieved from every location.
 

12. Competitions, performances and external events
 

Creative Heritage sometimes enters children and young people into competitions, festivals, performances and other activities organised by third parties.
 

Where necessary, we may provide the organiser with limited information required for participation, such as:

• participant name;

• age or date of birth;

• entry category;

• performance or competition information.
   

Parents and carers are informed about relevant external participation. We aim to share only the information required by the organiser.

External organisations are responsible for their own handling of information once they receive it in accordance with their own data protection responsibilities.
 

13. Volunteers and work experience
 

We collect information needed to manage volunteers and work experience participants safely and appropriately.

Depending on the role, this may include contact details, date of birth, emergency contact information, parental consent for young people and information relating to safeguarding or DBS checks.

Access is restricted to people who need the information for the relevant purpose.

We do not retain copies of DBS certificates.

Information relating to safeguarding checks or other sensitive matters is handled with particular care and access is restricted appropriately.

14. Payments and event tickets

Creative Heritage currently accepts some payments, including termly contributions, by bank transfer or cash.

We maintain appropriate records of whether payments have been made but do not collect or retain more banking information than we need.
 

Where people purchase tickets or make payments through an external payment or ticketing service, information may also be processed by the relevant provider, such as PayPal, Stripe or the platform through which the transaction takes place. Those providers process information under their own privacy arrangements. Creative Heritage may receive information necessary to administer the purchase, ticket or event.
 

15. Event communications and newsletters
 

If someone purchases or registers for an event, we may contact them with information necessary for that event, such as timings, access information, changes or important instructions. Receiving necessary information about an event does not automatically add someone to our general marketing or newsletter list.
 

People who choose to subscribe to Creative Heritage news through our website may receive information about our activities, events, projects and opportunities.
 

Subscribers can unsubscribe from these communications at any time.
 

16. Our website, analytics and cookies
 

Our website is hosted using Wix. Wix and technologies used through our website may process technical information when someone visits the site, such as information about their device, browser or interaction with the website.

We currently use Wix's website analytics. Google Analytics may also be connected to our website, although Creative Heritage does not currently use Google Analytics to actively monitor visitor data.
 

Some website technologies use cookies or similar technologies. Where required, visitors should be given appropriate choices about non-essential cookies.
 

Further information about cookies and the technologies used on our website may be provided through our website cookie notice or cookie settings.
 

We periodically review the analytics and other technologies connected to our website and aim not to retain or operate services that we do not need.
 

17. Who we may share information with
 

We do not sell personal information.
 

Where necessary and appropriate, information may be shared with:

• authorised Creative Heritage board members and volunteers;

• competition, festival or performance organisers;

• venues and event partners where information is genuinely required;

• professional tutors, studios, photographers, videographers or other creative professionals where necessary for a project;

• website, cloud storage, email and technology service providers;

• ticketing and payment providers;

• funders or project partners where appropriate and subject to relevant requirements;

• safeguarding, social care, police, emergency services, regulators or other authorities where disclosure is necessary or required by law.
   

We aim to share only the information required for the relevant purpose. Guest professionals and partners do not automatically receive access to participant records simply because they are involved in a Creative Heritage activity.

18. Where information is stored and how we protect it
 

Creative Heritage currently uses systems including Wix and Google services to store and manage information.

Some photographs and videos from Creative Heritage performances and events may also be stored on a board member's password-protected personal computer where this is necessary for Creative Heritage's work.
 

Access to participant records is limited to authorised Creative Heritage board members and others who genuinely require particular information for an approved purpose.
 

Sensitive safeguarding information is stored separately with more restricted access.
 

We take reasonable and proportionate steps to protect information from loss, inappropriate access, disclosure or misuse. These include limiting access, using password-protected accounts and devices and restricting sensitive information to those who need it.
 

Because some of the technology providers we use operate internationally, personal information may sometimes be processed outside the UK. Where this occurs, the relevant provider is responsible for putting appropriate data protection safeguards in place as required by applicable law.
 

19. How long we keep information
 

Creative Heritage does not want to keep personal information indefinitely.

Different information needs to be kept for different periods depending on why it was collected, safeguarding requirements, financial or legal responsibilities and whether the person remains involved with Creative Heritage.

We are introducing and maintaining a data retention schedule covering our main categories of records.

When information is no longer reasonably required, we will delete, securely destroy or anonymise it where appropriate.

Safeguarding information may need to be retained for longer than ordinary membership or project information because of the nature of the record and relevant safeguarding responsibilities.
 

Consent and permission records may also need to be retained for an appropriate period so that Creative Heritage can demonstrate what permission was given.
 

20. Your data protection rights
 

Depending on the circumstances and the lawful basis being used, individuals may have rights including the right to:

• ask what personal information we hold about them;

• receive a copy of their personal information;

• ask us to correct inaccurate or incomplete information;

• ask for information to be deleted in certain circumstances;

• ask us to restrict how information is used in certain circumstances;

• object to certain uses of their information;

• receive certain information in a portable format where applicable;

• withdraw consent where we are relying on consent.
   

These rights do not apply in exactly the same way in every situation, and there may be legal reasons why we need to retain or continue using particular information.
 

To make a request or ask a question about personal information, please contact:

creativeheritageuk@gmail.com

We may need to confirm someone's identity before responding to a request involving personal information.

21. For our young members: what happens to information about you?
 

If you take part in Creative Heritage, we may need some information about you.

This could include your name and age, how to contact your parent or carer, information that helps us keep you safe, the activities you take part in and, where permission has been given, photographs, videos or recordings of your performances and creative work.
 

We use this information to help organise activities, communicate with you and your family, keep you safe and help you take part in Creative Heritage.
 

We don't want to collect information about you that we don't need, and we don't sell your information.
 

Sometimes we need to share a small amount of information with someone else. For example, if you enter a singing competition, the organiser may need your name, age and competition category.
 

If you or your parent or carer have questions about information we hold about you, you can ask us.
 

If you are unhappy about a photograph, video or other information about you being used, please tell us or ask your parent or carer to contact us. We will listen and explain what we can do.
 

You can speak to a Creative Heritage board member or contact us at:

creativeheritageuk@gmail.com
 

22. Concerns and complaints
 

If you have a question or concern about how Creative Heritage uses personal information, please contact us first at:

creativeheritageuk@gmail.com
 

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

You also have the right to raise a concern with the UK's independent data protection regulator, the Information Commissioner's Office (ICO).
 

Information about data protection rights and how to contact the ICO is available on the ICO website.
 

23. Changes to this policy
 

We will review this Privacy Policy at least annually and sooner where there are significant changes to our activities, technology, legal responsibilities or the way we use personal information.
 

As Creative Heritage grows and develops its governance arrangements, we will continue reviewing our data protection practices to make sure they remain appropriate for our organisation and the children, families and communities we work with.
 

Last reviewed: September 2026
Next review: September 2027