Our contact details
Name: Creative Island
Address: Building 41, Newport Road, Cowes Isle of Wight PO31 8BX
E-mail: info@creativeisland.org
At Creative Island, we take data protection compliance very seriously. We are committed to protecting the privacy and security of your personal information. We are committed to being clear and transparent about how we collect and use that data and to meeting our data protection obligations. This notice sets out the personal data we collect, why we need it, and what we do with it.
The type of personal information we collect
We currently collect and process the following information for the Can You Hear Us Programme from partner organisations:
- Key staff contact details
- Number of events, duration of events and bookings / sales for each
- Demographics of participants (gender, sexual orientation, age, ethnicity, disability status)
- Photographs, videos and or sound recordings from events
- Evaluation data from participants with consent
- Incident record details.
How we get the personal information and why we have it
All of the personal information we process is provided to us by the organisation running the activity you took part in for one of the following reasons:
- To allow you to take part in the Creative Island Can You Hear Us Programme
- To ensure the safety of the activities delivered
- To comply with our safeguarding and legal obligations
- To monitor and track engagement with our programme
- To allow us to understand if the programme is successful
- To help us create recruitment materials that are accessible to all.
Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:
- Article 6(1)(a) – your consent, which we ask for each time you take part.
- Article 6(1)(b) – to perform a contract with you – delivering safe activities to participants.
- Article 6(1) (c) – we have a legal obligation to safeguard participants.
- Article 6(1) (d) – in the unlikely event of a serious incident, vital interests.
- Article 6(1) (f) – we have a legitimate interest in the accessibility and impact of the programme which we are contractually obliged to report to funders.
How we store and share your personal information
Your information is securely stored on equipment owned by the organisation delivering the activities you take part in. It is then shared anonymously with Creative Island.
How long we store your personal information
The length of time we retain your personal information depends on the reasons we are processing it. The table below details how long we store your information.
| Reason for processing | Retention period |
| Consent, demographics and evaluation forms | Two years after end date |
| Incident records | Six years after the last action in the record |
Please note we may not be able to remove any media once it is published.
In some cases we may be legally required to hold on to some personal data for longer in order to fulfil statutory obligations e.g. where we are required to keep it under the law.
Your data protection rights
Under data protection law, you have rights including:
- Your right of access – You have the right to ask us for copies of your personal information
- Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate.
- You also have the right to ask us to complete information you think is incomplete
- Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
- You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us on info@creativeisland.org if you wish to make a request.
How to complain
If you have any concerns about our use of your personal information, you can make a complaint by contacting our Data Protection Officer.
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
ICO website
