Privacy Policy
Rosetta Arts CIO: Privacy Policy
Last Updated: May 2026
At Rosetta Arts, we are committed to protecting and respecting your privacy. We want our creative hub to be a place where everyone feels safe, Loved and Wanted, and that extends to how we handle your personal information.
This policy explains when, why, and how we collect personal data about people who visit our website, register for our courses, participate in our community programmes, or support our charity. It also details how we keep your data secure and how you can exercise your legal rights under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1. Who We Are
Rosetta Arts (registered charity number 1177462) is a data controller. This means we are responsible for deciding how we hold and use personal information about you.
If you have any questions about this privacy policy or how we handle your data, you can contact our Data Protection Officer, Venetia Cheetham, at info@rosettaarts.org or write to us at:
Rosetta Arts, 1 Hamilton Rd, London, E15 3AE.
2. Information We Collect About You
Depending on how you engage with us (e.g., as a student, workshop attendee, volunteer, or visitor), we may collect the following types of information:
Personal Identifiers
- Name, postal address, email address, phone number, and date of birth.
- National Insurance numbers and banking/payment details (for staff, contractors, paid tutors, or residents receiving travel bursaries).
Course & Programme Engagement Data
Information about courses, exhibitions, and events you register for or attend.
Feedback, survey responses, and project evaluations.
Submissions to our community memory archives (such as audio stories, written records, or family histories).
Special Category (Sensitive) Data
To ensure our programming is inclusive, accessible, and meets the criteria of our funding partners (such as the Greater London Authority), we may collect:
- Demographic details: Gender identity, age, ethnic background, and socioeconomic data.
- Access needs: Physical health, mental health, or learning requirements, to provide appropriate venue accommodations.
Media Capture
- Photography and Film: We frequently capture photos and videos during our public events, workshops, and exhibitions to celebrate our community, update our social media, and report to our funders.
3. How We Collect Your Data
We collect information from you when you:
- Register for a course or family event on our website or at our reception desk.
- Subscribe to our digital newsletter or fill out a community consultation form.
- Apply to join our Youth Board, volunteer programmes, or staff team.
- Attend an open community event where photography or filming is taking place.
- Interact with our website (which automatically collects technical data and cookies regarding your browsing patterns).
4. How and Why We Use Your Information
Under UK data protection law, we must have a valid legal basis to use your data. We primarily use your information for the following reasons:
To Fulfil a Contract: To manage your course bookings, process payments, and communicate vital updates regarding your classes or memberships.
To Meet a Legal Obligation: For employment purposes, tax requirements, or health and safety regulations at our venue.
Under Legitimate Interests: To document, photograph, and film our community arts events; to evaluate the social impact of our programmes; and to send you marketing communications about upcoming events you might enjoy (you can opt out of these at any time).
With Your Explicit Consent: For highly targeted marketing, certain youth or children's initiatives, or where we collect sensitive special category data (like health or ethnicity stats) to track and ensure equal access across Newham's diverse communities.
5. Photography and Film at Public Events
We want to capture the joy of making art! At large community days, public exhibitions, or monthly open events (like our Everybody is an Artist Saturdays), we operate on a Legitimate Interests basis using Public Notices rather than individual forms for general crowd shots.
To Fulfil a Contract: To manage your course bookings, process payments, and communicate vital updates regarding your classes or memberships.
To Meet a Legal Obligation: For employment purposes, tax requirements, or health and safety regulations at our venue.
Under Legitimate Interests: To document, photograph, and film our community arts events; to evaluate the social impact of our programmes; and to send you marketing communications about upcoming events you might enjoy (you can opt out of these at any time).
With Your Explicit Consent: For highly targeted marketing, certain youth or children's initiatives, or where we collect sensitive special category data (like health or ethnicity stats) to track and ensure equal access across Newham's diverse communities.
6. How We Share Your Information
We do not sell, rent, or lease your personal data to third parties. We only share your data with trusted partners under strict confidentiality guidelines:
Funding Partners (e.g., GLA): We provide anonymized, aggregated demographic and evaluation data to our funders to prove the social impact of our grants. No identifying personal data is shared without your consent.
Third-Party Service Processors: We use secure digital tools to help manage our daily operations. Where these providers are based outside the UK (e.g., in the USA), we ensure they meet strict international data transfer frameworks:
Google Workspace (For secure data storage and administration)
Mailchimp (For managing our newsletter mailing list)
Local Project Partners: For joint initiatives, safe signposting, or safeguarding care (e.g., Welcome Newham or The Dost Centre), we may share data securely if it directly protects your vital interests or if you have asked us for a warm introduction to their services.
7. How Long We Keep Your Data
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including satisfying any legal, accounting, or funding reporting requirements.
When data is no longer required, physical documents are securely shredded in-house, and electronic records are permanently deleted using secure data-erasure software.
8. Your Legal Rights
Under the UK GDPR, you have powerful rights regarding your personal information. You have the right to:
Access the data we hold about you via a Subject Access Request (SAR).
Correct any inaccurate or incomplete information we hold.
Request erasure ("the right to be forgotten") of your personal details from our active systems.
Object to or restrict the processing of your data (such as opting out of marketing emails or asking us to remove a photo of you from our website).
Withdraw your consent at any time where consent was our legal basis for holding your data.
To exercise any of these rights, please email us at info@rosettaarts.org. We will respond to your request free of charge within one calendar month.
9. Making a Complaint
We hope we can resolve any queries or concerns you raise about our use of your information. However, if you feel we have not handled your data correctly, you have the right to lodge a formal complaint with the UK's data protection regulator:
Information Commissioner’s Office (ICO) Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Website: https://ico.org.uk
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Where Creativity Builds Community
Rosetta Arts, 1 Hamilton Rd London E15 3AE, UK
Company registration no. 3167185. | Charity no. 1177462
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