A photo of the backs of a group of 4 young people overlooking Watershed

Privacy Policy for Working with Young People

Last Updated: 7 June 2018

About this policy

This additional privacy policy covers how we use your personal data (or your child’s if they are under 18 years of age) when taking part in any workshops or projects working with Young People, run by Watershed. For this purpose we define Young People as 25 and under.

For information on how we use your information when you engage with other areas of Watershed please read our general Privacy Policy.

We are committed to protecting your personal information and being transparent about what information we hold about you. The purpose of this policy is to give you a clear explanation about how Watershed collects and processes your information.

It relates to our use of any personal information we collect from you (or your child, if they are under 18) via the following services:

  • Registering with any of our projects that specifically work with young people (e.g. BFI Film Academy, Future Producers)
  • When you register and / or take part in our Work Experience Scheme
  • When you register and / or take part in a workshop we are running (either at Watershed, or at another location)
  • in our communications with you

It also relates to our use of any personal information you provide to us by phone, SMS, email, in letters and other written correspondence, and in person.

Collecting this data makes it possible for you to register with us for our projects that work with young people (such as BFI Film Academy and Future Producers), and to help us ensure that the young people we work with are as well-looked after as possible.

As part of our commitment to inclusion, we ask everyone we work with whether there are any arrangements we can make that would make their lives easier. This includes anything from allergy-appropriate food to making space modifications. Trying to second-guess these things never works as many needs are invisible – so we ask that you do let us know if there’s anything we can provide or change to make life easier.

We do not ask you to disclose any personal information that we think would be likely to cause you to object to or complain about, but we are always open to discuss with you any of the information we hold.

We use your information in accordance with all applicable laws concerning the protection of personal information.

Who We Are

Based in Bristol city centre Watershed houses 3 cinemas, the Pervasive Media Studio, a café & bar and events spaces.

Watershed develops cultural engagement, imagination and talent, in the belief that the route to better futures is open, disruptive and co-produced. With our audiences and participation at the heart of our organisation we produce and present original ideas and content and curate a diverse programme of talent development, cinema exhibition, events and festivals.

We also run projects including:

  • Rife Magazine: a magazine for young people, written by young people.
  • Pervasive Media Studio: a brilliant community of over 100 artists, creative companies, technologists and academics exploring experience design and creative technology. It is a collaboration between Watershed, University of Bristol and UWE Bristol.

The Watershed group of companies consists of:

  • Watershed Arts Trust Limited
    A company registered in England & Wales with no. 01608779 and a registered charity with no. 284188. VAT number 916 2531 38.
  • Watershed Trading Limited
    A company registered in England & Wales with no. 01621620.
  • Watershed Ventures CIC
    A community interest company registered in England & Wales with no. 06097013.

The registered offices of all three companies is 1 Canons Road, Harbourside, Bristol BS1 5TX United Kingdom, which is our main trading address.

Privacy Policy contents:

Amendments to this Privacy Policy

We may revise and update this Privacy Policy at any time and will indicate at the top of this page when this Privacy Policy was last revised.

What information do we collect about you?

When you register to take part in a workshop, work experience or participate in a project we may collect:

  • Name of participant
  • Email address (if participant is 18 years or older)
  • Postcode district
  • Name of parent / guardian (if participant is under 18 years old)
  • Contact phone number of participant
  • Contact phone number of parent / guardian (if participant is under 18 years old)
  • Email address of parent / guardian (if participant is under 18 years old)
  • Emergency contact details (including relationship to participant, address and contact phone number)
  • Year group (if participant is enrolled at a school)
  • Prefered pronouns

We may also ask about the following, so we can ensure your experience is as safe and comfortable as possible. This is sensitive (special category) personal information, and as such we handle it with the strictest security and confidentiality. Knowing this information ensures we can look after anyone who participates in our activities in the best way possible:

  • Access requirements
  • Dietary requirements
  • Known medical conditions
  • Doctor’s name and address

Other information we collect:

  • Anonymous survey to monitor demographics:
    We may also ask you you to fill out a survey asking for more information about you (like your ethnicity, sexuality, if you consider yourself to have a disability). This is so we can get to know who’s attending our workshops, and also to report back to the organisations that fund us. However this information is always completely anonymous, and it’s up to you if you want to fill in the survey or not.
  • Images and videos of participants:
    We may take photos and videos during your time with us as part of the workshop or project, which we might use to put on our website, social media and share with people who fund us. It’s your choice if you want to be in a photo or video. If you’re in the photo/video, it’s also up to you whether we can use it or not. We’ll therefore always ask for your permission (consent) around taking and using images and videos of you.

Why we collect your personal information and how we use it

We use the information listed above in a number of ways, the main ways being:

  • because it is necessary to administer the services you have requested from us and to fulfil our obligations to you in providing these services; or
  • to ensure we can facilitate sessions in the safest possible way

Specifically we use your information in the following ways:

To carry out our business and to provide a service to you:

When you register for a workshop session or an engagement project (like BFI Film Academy), in order to provide you with these services we need to process and store your data to:

  • To enable us to administer the session, or project
  • To confirm your registration by email
  • To enable us to contact you to provide important information in advance of your session or project, such as details of the location of the activity or if the activity has been cancelled.

Vital Interests

In order to protect the vital interests of you or your child during engagement sessions or projects, we collect and use information.

  • To enable us to keep a register of attendance, and to have medical histories and emergency contact information available to our session leaders if they require it whilst you or your Child is attending a session.

Where we have your consent

  • To share your personal information with other organisations who would like to contact you, if you have provided your consent.
  • To use your image in photos or videos when taking part in a workshop or project

Where we have justifiable reason (including legal obligation and legitimate interest):

  • So we can make sure your experience is as comfortable as possible by understanding any access requirements you have.
  • To collect evaluation and statistics of the services we provide, in order to improve them for the future, and report them anonymously to our funders like Arts Council England and Bristol City Council.
  • To inform you of any changes related to your workshop or project session
  • The use of CCTV recording equipment in and around our premises for monitoring and security purposes.
  • To analyse the way in which our website is used and the content and links that you interact with, in order to improve our website services

Who we share your information with

Watershed is the data controller, and we’ll be the only ones that use your information. We do not share your information with anyone else, apart from:

  • with third party service providers, such as hosting providers or an email service provider, who provide services to us so that we are able to fulfil our obligations to you or, where we are able to send you marketing information
  • if we have a legal obligation to disclose your information (for example, if a court orders us to);
  • if another company buys our company, or if we go insolvent, or if we merge with another company, in which case the company that receives your information will protect the information in the same way we do.
  • If we transfer our obligations under our terms of use to another company, this may mean that we need to transfer your personal data to that company. We will contact you to let you know if we plan to do this. If you are unhappy with the transfer you may contact us to end your contract with us within 30 days and if you do so, we will not transfer your data to that company.
  • if we run an event or project in partnership with another named organisation we will also share information with that partner to enable it to report to funders and inform audience development strategy. Any data shared for these purposes will be in an anonymised and aggregated form. If we share your personal data with a partner we will always seek your consent before doing so.

How do we protect your information?

Watershed is committed to ensuring your personal information is secure at all times.

We store and process your personal data securely using suitable physical, electronic and operational procedures to safeguard and secure all personal information. We will ensure that any third parties we use for processing your personal data do the same. We limit internal access to your personal data to only those who require it, and provide all our staff with Data Protection and Information Security training. We ensure that high standards of security and protection are met by abiding by our Data Protection Policies and Procedures

Watershed may transfer your data to USA based organisations such as Mailchimp (which we use to manage our email communications). The USA has weaker data protection laws than that of the EEA and we will ensure that we only use organisations who are a part of the EU privacy shield initiative to handle your personal information, therefore ensuring your data rights are maintained. More details on this certification can be found at www.privacyshield.gov/welcome

We keep your personal information:

  • For as long as we need to for the purposes for which it was collected or,
  • (if longer) for any period for which we are required to keep personal information to comply with our legal and regulatory requirements or,
  • until you ask us to delete your personal data, in accordance with your rights below.

We will not keep more information than we need. The retention period will vary according to the purpose, for example if purchasing a ticket only, we will typically keep your data for up to six years from the date of your last transaction whereas if you have pledged a legacy to Watershed, we will hold your details until notified by your executors. For further information about how long we will keep your information, please contact the Data Protection Officer using the contact details outlined in this notice.

We will assess the personal data that we hold on a regular basis to determine its relevance and destroy your personal data if we no longer require it or no longer provide any services to you.

Your rights and how to contact us

You should find it easy to access and amend the personal information that we hold on you, or request that we stop contacting you. It’s your data and we want to make sure you feel in control of it.

If you have an online account with us (if you have booked a ticket online), you can amend your personal details and email contact preferences at any time. Sign in through our ticketing pages, and click ‘Your details’ on the left hand side of the screen.

In addition, every email we send to you will include details on how to change your communications preferences or unsubscribe from future communications.

If you prefer, you can contact us by phoning, emailing, or writing using our contact details below.

You have a number of rights in relation to your personal data. These include the right to:

  • find out how we process your personal data;
  • request that your personal data is corrected if you believe it is incorrect or inaccurate;
  • obtain restriction on our, or object to, processing of your personal data;
  • ask us not to process your personal data for our own marketing purposes;
  • withdraw your consent to our processing of your personal data; and
  • At any time you have the right to ask Watershed to amend or stop how it uses your personal information including for marketing purposes.

You have the right to request details of what information we hold about you. We will take steps to verify your identity before responding to your request and will then respond as soon as possible but no later than within a month. Please send a description of the information you would like to see, together with proof of your identity to datacontroller@watershed.co.uk

You have the right to get information held about you by us corrected. If you have any concerns about the accuracy of your personal data, please let us know using the contact details below.

At the end of your relationship with us you can ask us to delete your personal data and we will do so as far as we are reasonably able and subject to our legal requirements to retain such data. You can also request that we provide you with written confirmation of the deletion of your personal data, which we will provide if we have deleted that data and can provide evidence of this.

You have the right to lodge a complaint with the supervisory authority, The Information Commissioner’s Office – www.ico.org.uk

If you would like to exercise any of your rights outlined in this policy or have any concerns or questions about the way in which Watershed handles your personal data, please contact us –

Watershed
1 Canons Road
Harbourside
Bristol BS1 5TX
United Kingdom
Email: datacontroller@watershed.co.uk
Telephone: 0117 927 6444