GDPR and data policies

This policy outlines how Sounds Local CIC collects, stores, and uses personal data in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

We are committed to handling all personal data responsibly, transparently, and securely.

What data we collect

We may collect and store the following information:

  • name and email address
  • phone number
  • accessibility or support needs (if disclosed voluntarily)
  • responses to feedback forms or surveys
  • images or video (with prior consent)

We do not collect or store unnecessary or excessive information.

How data is collected

Data is collected through

  • Event registration forms
  • expression of interest via our website
  • WhatsApp (if users choose to join a group)
  • feedback forms (digital or paper)

How data is stored

Data is stored using the following services:

  • Eventbrite (for ticketing and registration)
  • MailerLite (for email newsletters)
  • Notion (for internal admin and planning)
  • WhatsApp (for group communications, if applicable)

All services are password-protected (with two-factor authentication where available) and accessible only to authorised team members.

Legal basis for processing

We collect and use data based on:

  • consent (eg email newsletters, photo permissions)
  • legitimate interest (eg managing event participation)
  • legal obligation (eg safeguarding records)

Consent will always be clearly requested and can be withdrawn at any time.

How we use data

We use data to

  • contact participants about events they’ve signed up for
  • manage attendance and accessibility requirements
  • keep people informed about Sounds Local activities
  • analyse and improve our services

We will never sell or share your data with third parties for marketing purposes.

Your rights

You have the right to

  • access the data we hold about you
  • ask us to correct inaccurate data
  • withdraw consent at any time
  • request deletion of your data (where lawful to do so)
  • raise a complaint with the ICO

To make a request, contact us via privacy@soundslocal.co.uk.

Data retention

We will only keep data for as long as necessary:

  • email lists: until a person unsubscribes
  • event registrations: up to 12 months after the event
  • safeguarding records: for a minimum of 6 years, in line with best practice
  • photos and videos: until consent is withdrawn or project concludes