Surrey Arts - Privacy Notice


  • Name of service - Surrey Arts
  • Directorate - Customers, Digital and Transformation
  • Date of issue - 25 May 2018
  • Date of current version - 28 March 2024
  • Review date - 28 March 2026

The reasons why we use your personal data

Purpose / function of the service

This privacy notice applies to the functions of Surrey Arts within Surrey County Council and should be read in conjunction with the Surrey County Council Privacy Policy.

What processing of personal data is undertaken by the Service?

Your personal data is collated for the purposes of Surrey Arts in order to provide you, your child, your school or your organisation with services you have requested in relation to participation in the arts. Examples of this are music, dance, drama and visual arts. We also collect data you have provided to us if you are an artist we work with or provide information to or are a member of Surrey Artists Open Studios or are a member of Surrey Arts Wardrobe.

We collect your personal data for the following:

  • Service delivery – to provide you with a service you have requested
  • Service improvement and planning – to plan for services you may require in the future
  • Research
  • Statistical analysis and reporting
  • Safeguarding

As an artist or cultural provider, we will collect and use your information as agreed to display, host and promote the wide variety of organisations, individuals, venues, and activities across Surrey as published on the interactive Surrey County Council cultural map and also to identify any geographical locations where there is need for cultural activity funding.

What information do we collect?

We collect your name, and that of your child if relevant. Contact details including name, address, age, gender, school attended, health details where appropriate.

Surrey Arts is committed to ensuring equal opportunity across all its activities. We ask all students and ensemble members to provide information about gender, ethnicity, disability and remissions, although it is not a requirement to submit these details.

As an artist or cultural provider participating in the interactive cultural mapping project, we will collect your name, contact details, geographical location and publish on the Surrey County Council webpage your website name, your contact details, location and cultural offer and provided public facilities.

How we are allowed to use your personal data

In order to provide you with our services we are allowed to use the personal data of you and your child. We use this to offer you services you have requested and to provide information in relation to those services.

As an artist or cultural provider, where it is considered necessary, we may contact you in our official authority in accordance with our public tasks. This may include using information you have provided to support your funding bids. This may be particularly useful in showing where cultural provision is limited within the county.

On occasions we may liaise with our District and Borough Cultural partners and ask them to host our cultural map invitations to you.


To process your personal data we will explain to you what we are asking you to agree to and why. If we have consent to use your personal data, you have the right to remove it at any time. If you want to remove your consent, please contact us at the following address

Who we share your personal data with

For children's tuition, we may share your child's data with the school they are attending, or the venue where the lessons take place.

For students taking exams through Surrey Art, we may share your child's data and your contact details with the exam board and with your child's accompanist.

We may also share your data (anonymised) with Arts Council England as part of our reporting process.

Where children and young people have a special educational need or a disability, information may be shared with event venues and Surrey Arts teachers so we can ensure events are accessible.

As an artist or cultural provider participating in the interactive cultural mapping project, we will publish on the Surrey County Council webpage your website name, agreed email account address and contact details, your cultural offer and provided public facilities.

Automated decision making (when computers make any decisions about you)

We do not use automated decision making.

Personal data being sent or processed outside of the UK and EU

We do not send or process data outside of the UK and EU except for the agreed information disclosed on our interactive cultural mapping project.

Retention of data

Data will be retained for seven years after last use.

Other information

For further information on our privacy notices, please see information and privacy.

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