Arts, events and venues volunteering privacy notice

The data controller for the information we collect

Leeds City Council is the data controller for the purposes of the Data Protection Act 2018 and other regulations, including the UK General Data Protection Regulation, which means it determines what your data is used for and why it is collected. The purpose of this privacy notice is to tell you about what information we collect about you when you use our service, how we use that information, and who we may share it with. The contact details of the data controller are Leeds City Council, Merrion House, 110 Merrion Way, Leeds, LS2 8BB.

The data we will collect 

To deliver the arts, events, and venues volunteering service, we will process data on the following personal data:

  • name
  • address 
  • contact details

How do we collect information about you

We collect information about you from you directly (for example, by asking you to complete one of our forms, via the telephone, through our contact centre, or face-to-face).

Why we process your data

We use your information:

  • to you provide for the purpose of assessing your suitability for a volunteering position at the relevant festival or event, for further communications regarding this, and for us to best support you in the role.
  • where you have consented to receive further information from us about future related activities, we will use your personal data, such as your email address, to contact you directly about these cultural volunteering opportunities.

All the data collected will be treated in strict confidence and in accordance with the requirements of the Data Protection Act 2018 and the UK General Data Protection Regulation (UK GDPR). The data provided by you will only be used for the purpose(s) specified.

Lawful basis for processing

We will process your data in accordance with UK GDPR Article 6(1). The processing shall be lawful only if and to the extent that the following applies:

Article 6(1)a: Your consent. Where you have consented to receive further information from us about future related activities curated by the Leeds Arts, Events, and Venues service, we will use your personal data, such as your email address, to contact you directly about cultural volunteering, offers, and skills development opportunities. You can opt-out of emails at any time by clicking the 'unsubscribe' button on our newsletters or by contacting us.

Article 6(1)b: We have a contractual obligation. Where you have been accepted as a volunteer, we will use any information you provide for the purpose of administering this opportunity.

Where you have consented to receive further information from us about future related activities curated by the Leeds Arts, Events, and Venues service, we will use your personal data, such as your email address, to contact you directly about cultural volunteering, offers, and skills development opportunities. You can opt-out of emails at any time by clicking the 'unsubscribe' button on our newsletters or by contacting us.

Data retention, storage and destruction

Our data retention policies and procedures are designed to help ensure that we comply with our legal obligations in relation to the retention. This means that your information will be kept until the contract ends or you inform us you no longer wish to be a volunteer. Evaluation forms will be kept for 7 years after we cease to provide a service to you, unless the law says that we need to hold it for longer or if there is a business requirement to do so. After this, your information will be deleted or archived. 

Who we share your data with

We share your data:

  • with Leeds Arts, Events & Venues uses Be Collective and Tessitura as data processors to administer volunteer opportunities. Please see the Be Collective Privacy Notice for further information. Please see the Tessitura Privacy Notice for further information. 
  • where you have consented to join the volunteer mailing list, we will store your information on a secure events management system which integrates with our partner, Tessitura. We will not, otherwise, share your personal information with any third parties without your consent or unless required by law.

In addition, we will share your personal data:

  • where such disclosure is necessary for compliance with a legal obligation to which we are subject;
  • in order to protect your vital interests or the vital interests of another natural person;
  • for the purposes of security and prevention of fraud and other criminal activity;
  • where such disclosure is necessary for the establishment, exercise, or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure.

Automated decision making

Your data will not be used for any automated decision-making, including profiling.

Your rights

The following rights under data protection law are applicable for this processing:

  • the right to access—you can ask for copies of your personal data
  • the right to rectification—you can ask us to rectify inaccurate personal data and to complete incomplete personal data
  • the right to erasure—you can ask us to erase your personal data
  • the right to restrict processing—you can ask us to restrict the processing of your personal data
  •  the right to data portability—you can ask that we transfer your personal data to another organisation or to you
  • the right to complain to a supervisory authority—you can complain about our processing of your personal data
  • the right to withdraw consent—to the extent that the legal basis of our processing of your personal data is consent, you can withdraw that consent

Where we process your information under consent, the right to object to processing (you can object to the processing of your personal data) will not apply.

Where we process your information under contractual obligation, the following will not apply:

  • the right to object to processing—you can object to the processing of your personal data
  • the right to withdraw consent—to the extent that the legal basis of our processing of your personal data is consent, you can withdraw that consent

These rights are subject to certain limitations and exceptions. You can learn more about your rights through the ‘your individual rights' page on the right, and the Information Commissioner's Office.

You may exercise any of the above rights in relation to your personal data by writing to us, using the contact details provided below.

Contact us

Any queries in relation to this privacy notice should be forwarded to:
Name: Arts, Venues and Events team
Post: Arts, Venues and Events team, Leeds Town Hall, The Headrow, Leeds, LS1 3AD
Phone: 0113 378 719
Email: festivalvolunteers@leeds.gov.uk

Data Protection Officer

Aaron Linden
Head of Information Management and Governance - Data Protection Officer
Leeds City Council
Merrion House
110 Merrion Way
Leeds
LS2 8BB
DPO@leeds.gov.uk


The Council privacy notice is available online.


If you are unhappy with the way in which your information has been handled, you should speak with the specific service in the first instance. 

Any data protection complaints about how the council has processed your personal data will be handled in accordance with the council’s complaints policy. You can find out how to submit a complaint online.

You can refer to the Information Commissioner if you consider that there has been an infringement of data protection legislation. Further details can be found on the Information Commissioner’s website.

Changes to this notice

We keep our privacy notice under regular review. We will notify you of significant changes to this notice by email or other means as appropriate. This privacy notice was last updated 4 November 2024.