Sharing data with third parties

The personal information that you give us will never be supplied to anyone outside Coventry City of Culture Trust without first obtaining your consent, unless we are obliged or permitted by law to disclose it, we need to use the services of ‘data processors’ to fulfil your requirements, to support analysis and research for the City of Culture or the Arts Sector, or for reporting to our funders.

The ways in which we share data with third party organisations are listed below:

Ticket bookers, online and App users, attenders and donors
Volunteers, and Participants in our Learning and Participation activities and community projects
Artists, Suppliers and industry contacts
Job applicants and Artist call-outs
Trust Team and Freelancers
Travel planning and management services

Ticket bookers, online and App users, attenders and donors

To operate our IT systems, such as our database system (Microsoft Dynamics), and email distribution software (Mailchimp)	Performance of a contract
To use specialist support services, such as our mailing house, to distribute our mailings	Performance of a contract
With agreement about data management protocols, we may make anonymised data available to other agencies and organisations such as The Audience Agency and our University and City partners (Warwick University, Coventry University, Coventry City Council) for analysis and research purposes. This assists with reporting to funders evidencing the impact of Coventry 2021 and strategic planning, helping the Arts sector to demonstrate its worth and to make better future decisions.	Legitimate interest
We may take photographic or video recordings and share these with media and social media outlets. We always make clear when photography or recordings are taking place.	Legitimate interest
We publish lists of supporters and donors on our website but you can request us not to include your information should you wish.	Legitimate interest
We share data with fundraising prospect companies in order to undertake profiling as described above.	Legitimate interest
To maintain the security of property and individuals in and around the Festival Hub using CCTV footage	Legitimate interest
We may share qualitative responses from recorded interviews and focus groups with our University partners, and our funders in order to evidence our impact.	Consent

We have agreements in place with each provider to ensure your data is secure and cannot be accessed or used for any other purpose. Your personal data is never sold.

Volunteers, and Participants in our Learning and Participation activities and community projects

Within City of Culture

Your personal data may be accessed by the following people:

Our Finance, HR and Production teams;	Performance of a contract
Any individual authorised by us to support projects and scheduling	Performance of a contract

We use the following systems, on which your personal data may be stored and processed:

Approval/MAX and Zero – Finance system	Performance of a contract
Microsoft Office and G:Drive (including spreadsheets, email and word processing), and mobile phones – to administer our business activities	Performance of a contract
Microsoft Dynamics CRM – to keep a record of your relationship with us and provide you with information about our activities	Consent

Outside City of Culture

We may also share your data with third party individuals and organisations as listed below:

To operate our IT volunteer management system, such as the database system for volunteer applications and event scheduling, and related volunteer management data and communications we use Rosterfy. The volunteer management data on Rosterfy is operated, processed and managed by EnV(Coventry) CIC.	Performance of a contract
Performance schedules and contact information will be shared with all participants in a project for the purposes of co-ordinating the project activities.	Performance of a contract
We may share your details (including photograph) with a freelance artist or activity leader, or chaperone (for children’s activities) in order to run the activity effectively or to provide relevant authorities with information required to process performance licenses.	Consent (parental consent for under 18s)
To operate our IT systems, such as our database system (Microsoft Dynamics), email distribution software (Mailchimp)	Performance of a contract
Our IT support company and other IT system providers as listed above for the purposes of maintaining our systems	Legitimate business interest
Appropriate external regulators and authorities (such as HMRC, HSE)	Legal requirement
We may also publish names and photographs of volunteers and participants on our website	Legitimate business interest
We may take photographic or video recordings and share these with media and social media outlets. We always make clear when photography or recordings are taking place.	Legitimate interest
We may take photographic or video recordings of under 18s and share these with media and social media outlets.	Parental Consent
To maintain the security of property and individuals in and around the Festival Hub using CCTV footage	Legitimate interest
With agreement about data management protocols, we may make anonymised data available to other agencies and organisations such as The Audience Agency and our University and City partners (Warwick University, Coventry University, Coventry City Council) for analysis and research purposes. This assists with reporting to funders evidencing the impact of Coventry 2021 and strategic planning, helping the Arts sector to demonstrate its worth and to make better future decisions.	Legitimate interest
We may share qualitative responses from recorded interviews and focus groups with our University partners, and our funders in order to evidence our impact.	Consent

We have agreements in place with each provider to ensure your data is secure and cannot be accessed or used for any other purpose. Your personal data is never sold.

Artists, Suppliers and industry contacts

Within City of Culture

Your personal data may be accessed by the following people:

Our Finance, HR and Production teams;	Performance of a contract
Any individual authorised by us to support projects and scheduling	Performance of a contract

We use the following systems, on which your personal data may be stored and processed:

Approval/MAX and Zero – Finance system	Performance of a contract
Microsoft Office and G:Drive (including spreadsheets, email and word processing), and mobile phones – to administer our business activities	Performance of a contract
Microsoft Dynamics CRM – to keep a record of your relationship with us and provide you with information about our activities	Consent

Outside City of Culture

We may also share your data with third party individuals and organisations as listed below:

Performance schedules and contact information will be shared with all participants in a project for the purposes of co-ordinating the project activities.	Performance of a contract
Our professional advisers	Legitimate business interest
To operate our IT systems, such as our CRM database, finance payment and receiving systems	Performance of a contract
Our IT support company, and other IT system providers as listed above for the purposes of maintaining our systems	Legitimate business interest
Appropriate external regulators and authorities (such as HMRC, HSE)	Legal requirement
We may also publish names and photographs of artists on our website	Legitimate business interest
We may take photographic or video recordings and share these with media and social media outlets. We always make clear when photography or recordings are taking place.	Legitimate interest
To maintain the security of property and individuals in and around the Festival Hub using CCTV footage	Legitimate interest
With agreement about data management protocols, we may make anonymised data available to other agencies and organisations such as The Audience Agency and our University and City partners (Warwick University, Coventry University, Coventry City Council) for analysis and research purposes. This assists with reporting to funders evidencing the impact of Coventry 2021 and strategic planning, helping the Arts sector to demonstrate its worth and to make better future decisions.	Legitimate interest
We may recommend you and share your details with other contacts for the purposes of them offering you work. Should you wish us not to do this you can ask us not to.	Legitimate business interest
To maintain the security of property and individuals in and around the Festival Hub using CCTV footage	Legitimate interest

We have agreements in place with each provider to ensure your data is secure and cannot be accessed or used for any other purpose. Your personal data is never sold.

Job applicants and Artist call-outs

We may occasionally engage external advisors to sit on recruitment or interview panels, and would share your application details with them

Legitimate interest

We have agreements in place with each provider to ensure your data is secure and cannot be accessed or used for any other purpose. Your personal data is never sold.

Trust Team and Freelancers

Within City of Culture

Your personal data may be accessed by the following people:

Our Finance and HR teams	Performance of a contract
Any individual authorised by us to maintain personnel files;	Performance of a contract

We use the following systems, on which your personal data may be stored and processed:

*Approval/Max and Zero* – Finance systems	Performance of a contract
*MS Dynamics –* our CRM system	Performance of a contract
*Microsoft Office and G:Drive (including spreadsheets, email and word processing), and mobile phones* – to administer our business activities	Performance of a contract
Microsoft Dynamics CRM – to keep a record of your relationship with us and provide you with information about our activities	Consent

Outside City of Culture

We may also share your data with third party organisations as listed below:

Our professional advisers	Legitimate business interest
Our IT support company and other IT system providers as listed above for the purposes of maintaining our systems	Legitimate business interest
Appropriate external regulators and authorities (such as HMRC, HSE)	Legal requirement
We may also publish names and photographs of staff on our website	Legitimate business interest
Film and photography may be shared with media and social media outlets for promotional purposes	Legitimate business interest

We have agreements in place with each provider to ensure your data is secure and cannot be accessed or used for any other purpose. Your personal data is never sold.

Travel Planning and Management Services

Within City of Culture

To help ensure the safety of City of Culture visitors

Performance of a contract

To execute City of Culture events and provide legacy data for future planning of regional infrastructure and events

Performance of a contract

Outside City of Culture

To ensure Coventry City Council and regional transport operators have adequate information to provide the necessary services to support City of Culture events	Legitimate interest
To provide the NHS Test & Trace service with contact details of individuals who may have used a specific transport service or venue	Consent