This page provides information on how Norfolk Arts Service uses your personal information to manage our arts activities and forums. By ‘use’ we mean the various ways your personal information may be processed including storing and sharing the information.

Further details

We also provide further details regarding:

  • Who we are
  • How long we use your information for
  • Your rights under the GDPR and
  • How to exercise them

You can see this information in our general privacy notice on our website or you can ask us for a copy of this information.

What we use your personal information for

We use your personal information primarily to manage our Norfolk Arts Service including:

  • Processing applications for, and awarding, annual arts grant funding
  • Processing applications for, and awarding, annual arts project funding
  • Your role as a nominated reference for an application for arts project funding
  • Processing membership of Arts Forum
  • Booking places on Norfolk Arts Forum events and conference
  • Gathering information through online evaluation surveys via SmartSurvey for arts project fund awards, the annual Norfolk Arts Forum member survey, events and conferences

We also use this information to assess the quality of our services and evaluate and improve our policies and procedures.

We may also use information in other ways compatible with the above.

The information we collect and use

The information we may collect and use may include your:

  • Name
  • Contact details
  • Financial information including income, savings/capital, benefit receipts, outgoings, details of payments made by us to you
  • Whether you are an artist practitioner or a representative of a community group, arts organisation or other business
  • Your employer or organisation and your job title/position if you are representing a community group, arts organisation or other business

Who provides this information

The information we hold includes information you have provided to us. We also receive information from Eventbrite when you book a place at an event or conference.

We receive information from SmartSurvey when you complete a survey about the Arts Service.

How the law protects you and the legal basis for processing your information

We have legal grounds to process this information because it is necessary in the performance of a contract, to comply with a legal duty or to fulfil a public task. This includes under the:

  • Localism Act 2011
  • Disability Discrimination Act 1995

We also process personal information where it is necessary for the performance of a contract (e.g. lease, licence, service and maintenance contract) or a funding agreement.

Who we share your information with

We share your personal information with Eventbrite when you book a place at an event or conference.

Information is used to compile annual reports, however, we only use collated figures and individuals and organisations are not identified.

We share this information without your specific consent as it is reasonable and necessary to do so to fulfil our public tasks or it is otherwise in the substantial public interest to do so. The law imposes safeguards to protect your privacy in these circumstances.

We may also share your information across different departments of Norfolk County Council, where it is necessary for our public tasks or functions to do so.

Automated decision making

We do not make automated decisions about you.

How we keep your information

The information is stored electronically, on our records management system. Additionally, information is securely stored in other media, including email accounts, and in paper files.

Eventbrite is located in the United States of America and therefore your information is processed outside of the European Economic Area (EEA). Transfers to the USA are covered by the EU-US Privacy Shield framework and Eventbrite have a current Privacy shield certificate. The EEA has decided that Privacy Shield provides ‘adequate’ protection in relation to your information and we are therefore able to transfer your information in this way.

This notice was updated in July 2019.