Policies and accessibility

Who we are

Create Gloucestershire Limited supports arts, culture and creative activity across Gloucestershire. We are the data controller for the personal information described here, which means we are responsible for looking after it. We are a company registered in England and Wales, company number 07751321, with our registered office at Suite 127, 20 Winchcombe Street, Cheltenham, Gloucestershire, GL52 2LY.

Our ICO registration number is ZA343718 

You can contact us about anything in this policy by emailing connect@creategloucestershire.co.uk, by phone on 07897 121236, or by post to the address above.

What this policy covers

This policy covers the personal information we collect through our website and in the course of our work: when you sign up to our newsletter, get in touch, join our contact list, apply for a job with us, add an opportunity to our board, or take part in one of our projects.

If you sign up to our newsletter

When you sign up, we collect your name and email address so we can send you our newsletter, with news, opportunities and things we are learning. We send it because you have asked us to, and you can stop at any time by clicking the unsubscribe link in any newsletter or by emailing us. We use Mailchimp to send the newsletter and to see which links are opened, so we can make it more useful. You can read Mailchimp's privacy notice on their website.

If you get in touch

When you contact us, through our website form, by email or by phone, we collect your name, contact details and whatever you choose to tell us, so we can reply and help. Our website runs on Squarespace, so messages sent through the site pass through Squarespace before they reach us. We keep this correspondence so we have a record of our conversation, which is in your interest and ours.

If you join our contact list

We keep a list of the people and organisations we work with and stay in touch with across Gloucestershire. This usually includes names, organisations, roles and contact details. We hold it so we can share relevant opportunities, invitations and news, and understand where our network is active and where there are gaps, which is part of our role supporting the sector. We rely on our legitimate interest in keeping in touch with the people we work with, and you can ask us to update or remove your details at any time. We use Copper to manage these contacts.

A note on network profiles

We used to publish network profile pages, where people and organisations could share their details publicly on our website. We no longer do this, and the personal information people submitted for those profiles has been removed from our website and deleted from our files.

If you apply for a job or role with us

When you apply for a role, we collect the information in your application, such as your name, contact details, CV and anything else you send. We use this to consider your application and, if you are successful, to take the next steps. We hold it because we need to in order to consider you for the role. Applications reach us by email, using Google Workspace, and are stored in Dropbox. We say more about how long we keep applications below.

We may also invite you to fill in an equal opportunities monitoring form. This is optional. It asks about characteristics such as age, disability and ethnicity, and it is kept separate from your application. We look at it only as anonymous figures, to help us check we are reaching a wide range of people, and it plays no part in decisions about your application.

If you add an opportunity to our opportunities board

Our website includes an opportunities board where organisations can share jobs, funding, events and volunteering. If you add an opportunity, we collect your contact details and the details of the opportunity so we can publish it and get back to you if we need to. We do this because it is in your interest and ours to share opportunities across the sector.

If you book onto an event

From time to time we run events. If you book onto one, we collect the details you give when booking so we can manage your place and get in touch about the event. We use B-Corp platform, TicketTailor, for event bookings, and you can read TicketTailor's privacy notice on their website.

If you take part in one of our projects

Much of our work involves running projects with communities and partners, and learning from them. If you take part, we may collect your name and contact details so we can stay in touch during the project, and we may invite you to share your experience through a conversation or a survey. We are always clear about why we are asking, what we will do with what you tell us, and what is optional. If a survey asks about anything sensitive, we will explain why and it will be your choice whether to answer. We use tools including Google Forms and Smartsheet to collect and manage this information.

Sometimes we work on projects with partner organisations. If it would help to share your information with a partner, we will ask you first and be clear about how it will be looked after by setting up a Data Sharing Agreement with the partner organisation

How we store and protect your information

We take this seriously. We hold your information securely, using tools we have checked against our standards, and we limit access to the people who need it.

How long we keep it

We keep personal information only for as long as we need it for the purpose we collected it. We review what we hold from time to time and remove anything we no longer need. If you ask us to remove your information, we will do so promptly, unless we are required to keep it for a legal reason.

As a guide, we keep newsletter details until you unsubscribe, recruitment information for six months after a recruitment round unless you are appointed, and project information for the length of the project and up to one year afterwards so we can report on and learn from our work.

Who we share it with

We do not sell or rent your personal information, and we do not pass it to anyone else for their own marketing.

To run our work, we use trusted providers who process information on our behalf, including Mailchimp for the newsletter, Copper for contacts, Squarespace for the website, TicketTailor for event bookings, Google Forms and Smartsheet for our forms and surveys, and Google Workspace for email and file storage. These providers act on our instructions and are required to keep your information secure.

We work in partnership to deliver some projects. Where it would help to share your information with a partner, we will ask your permission first and agree how it will be protected. Occasionally we may have to share information to comply with the law, for example in response to a court order. Where we are allowed to, we will let you know if this happens.

Your rights

Data protection law gives you rights over your personal information. You can ask us to:

●      see the information we hold about you

●      correct anything that is wrong

●      delete your information

●      limit or stop how we use it

●      receive your information in a portable format

●      stop using it where we are relying on our legitimate interest

Where we rely on your consent, such as for the newsletter, you can withdraw it at any time. To use any of these rights, email connect@creategloucestershire.co.uk. There is no charge, and we will respond within one month.

How to make a complaint

If you are unhappy with how we have handled your information, please tell us and we will do our best to put it right. You also have the right to complain to the Information Commissioner's Office, the UK's data protection regulator, at ico.org.uk or on 0303 123 1113.

Cookies

Our website uses cookies, which are small files that help the site work and help us understand how people use it.

Links to other websites

Our website links to other sites. When you follow a link you move to a site with its own terms and privacy notice, which we do not control.

Changes to this policy

We may update this policy from time to time. When we make an important change we will update the date below and, where it matters, let you know.

[ Last updated: September 2026 ]