GDPR Policy (2025)

The Generator Loughborough CIC Company number: 09649800

1. Introduction

This GDPR Policy sets out how The Generator Loughborough CIC (“The Generator”, “we”, “our”, “us”) collects, uses, stores, and protects personal data.

We comply with:

• UK General Data Protection Regulation (UK GDPR)
  

• Data Protection Act 2018
  

• Privacy and Electronic Communications Regulations (PECR) (for email, newsletters, and cookies)
  

We are committed to protecting the rights and freedoms of individuals whose personal data we process.

2. Who We Are

The Generator is an arts and cultural centre based in Loughborough, committed to preserving our industrial heritage while supporting contemporary arts and community activity.

Address: Limehurst House, Bridge Street, Loughborough, LE11 1NH Email: privacy@generatorlboro.org

3. What We Collect and Why

We only collect personal data necessary for our activities:

Essential Information

• Contact details (name, email, phone, address) → Contract/Consent
  

• Payment information (for transactions) → Contract/Legal Obligation
  

• Emergency contact details & access requirements → Vital Interests/Legitimate Interest
  

• Website usage data (cookies, analytics) → Consent/Legitimate Interest
  

• Event photography (with consent, except public events) → Consent/Legitimate Interest
  

• Membership records → Contract/Legitimate Interest
  

Heritage & Archive Data

• Heritage documentation, oral histories, industrial records, and community contributions → Public Interest (Archiving, Historical Research)
  

Community & Educational Programmes

• Participant information, school bookings, access requirements, emergency contacts → Consent/Contract/Vital Interests
  

• Project documentation, anonymised learning outcomes, and evaluations → Legitimate Interest/Public Task
  

Digital Art & Documentation

• Digital artwork specifications, technical requirements, performance recordings, exhibition documentation → Contract/Legitimate Interest
  

4. How We Use Your Information

We use data to:

• Deliver events, workshops, and programmes safely.
  

• Communicate about activities and opportunities.
  

• Improve our services and evaluate impact.
  

• Document cultural and heritage contributions.
  

• Meet funding and reporting requirements.
  

• Preserve archives for public benefit.
  

• Support digital arts presentation.
  

We do not sell your data and only share it where necessary (see Section 6).

5. Lawful Bases for Processing

Our lawful bases include:

• Consent – e.g., newsletters, photography, participant contributions.
  

• Contract – e.g., ticket sales, membership, bookings.
  

• Legal obligation – e.g., financial record keeping.
  

• Vital interests – e.g., emergency contacts.
  

• Legitimate interests – e.g., improving services, safeguarding.
  

• Public interest task – e.g., archiving and heritage preservation.
  

6. Sharing Your Data

We may share personal data with trusted third-party processors, including but not limited to:

• Mailchimp (newsletters)
  

• Eventbrite (ticketing)
  

• Squarespace or hosting provider (website operations)
  

• Cloud storage providers (Google/Microsoft)
  

• Funders/regulators (where reporting is required)
  

All processors are contractually required to comply with UK GDPR standards.

7. International Transfers

Where personal data is transferred outside the UK/EEA (e.g., Mailchimp in the US):

• We use UK International Data Transfer Agreements (IDTAs) or Standard Contractual Clauses (SCCs).
  

• We only work with partners who can demonstrate equivalent data protection standards.
  

8. Data Retention

We retain data only as long as necessary:

• Financial and booking records: 7 years (legal requirement).
  

• Membership data: duration of membership + 2 years.
  

• Event photography: 5 years (unless consent withdrawn earlier).
  

• Heritage and archive materials: Permanent (public interest, research).
  

• Community project documentation: Permanent (archival/public record).
  

• Other personal data: securely deleted or anonymised once no longer needed.
  

9. Children and Young People

• For under-18s, we require parental/guardian consent before collecting personal data.
  

• Safeguarding protocols are followed for all youth and school programmes.
  

• Children under 13 cannot consent to digital engagement directly (parent/guardian consent required).
  

10. Your Rights

You have the right to:

• Access the personal data we hold about you.
  

• Request corrections or deletion of your data.
  

• Restrict or object to processing.
  

• Withdraw consent (where processing is based on consent).
  

• Request data portability.
  

• Lodge a complaint with the Information Commissioner’s Office (ICO):www.ico.org.uk.
  

We will respond to requests within one month, as required by law.

11. Security

We protect data by:

• Using secure (password/firewall-protected) systems.
  

• Regular staff training on data protection.
  

• Access controls and permissions.
  

• Secure storage of archives.
  

• Encrypted digital storage and cloud backups.
  

• Regular reviews and audits.
  

12. Accountability

We maintain compliance by:

• Keeping a Record of Processing Activities (RoPA).
  

• Carrying out Data Protection Impact Assessments (DPIAs) for high-risk projects (e.g., photography, archives, digital projects).
  

• Reviewing this policy annually.
  

13. Cookies and Online Tracking

Our website uses cookies to improve functionality and analyse visitor use (e.g., via Google Analytics).

• You can manage cookies via your browser settings.
  

• For more detail, see our Cookie Policy (available on generatorlboro.org).
  

14. Photography and Recording

• We display clear signage at events.
  

• Opt-out options are available.
  

• Specific parental/guardian permissions are obtained for under-18s.
  

• Event and education photos/videos are used responsibly and securely stored.
  

15. Contact Us

For privacy questions or rights requests: privacy@generatorlboro.org The Generator Loughborough CIC, Limehurst House, Bridge Street, Loughborough, LE11 1NH

For archive enquiries: archive@generatorlboro.org For education programmes: learning@generatorlboro.org

16. Accessibility

This policy is available in:

• Large print
  

• Audio format
  

• Easy read
  

• Accessible digital format
  

17. Updates

This policy is reviewed annually and updated when necessary. Last updated: 18.09.2025

Privacy Policy (2025)

The Generator Loughborough CIC Company number: 09649800

At a Glance

• We respect your privacy and protect your personal data in line with the UK GDPR and the Data Protection Act 2018.
  

• We only collect information we need to run our website, events, and communications.
  

• We never sell your data and only share it with trusted providers (e.g., Eventbrite for events, Mailchimp for newsletters).
  

• You’re in control: you can access, update, or delete your data at any time by contacting us.
  

• Our full policy below explains what we collect, why, and your rights.
  

1. Introduction

This Privacy Policy explains how we collect, use, store, and protect your personal data when you use generatorlboro.org or engage with The Generator Loughborough CIC.

We comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. By using our website, you consent to this policy.

2. What Information We Collect

We may collect:

• Contact details: name, email address, phone number, postal address (if provided).
  

• Website usage data: IP address, browser type, approximate location, and information about your visit (via cookies and analytics tools).
  

• Event registrations and communications: details provided when signing up for events, newsletters, or when you contact us.
  

• Any other information you choose to share with us.
  

We do not knowingly collect personal data from children under 16. If you believe a child has provided us with data, please contact us so we can delete it.

3. How We Use Your Information

We use your personal data to:

• Run and improve our website and services.
  

• Manage event registrations and attendance.
  

• Send newsletters and updates (only if you’ve opted in).
  

• Respond to enquiries and support requests.
  

• Keep our website secure and prevent fraud.
  

• Comply with legal obligations.
  

We will never sell your personal information.

4. Sharing Your Personal Data

We may share your data with:

• Service providers (e.g., Mailchimp for newsletters, Eventbrite for event registrations) where necessary.
  

• Regulators or authorities where required by law.
  

• Legal advisers or insurers to protect our rights.
  

We ensure third-party providers meet UK GDPR standards.

5. International Data Transfers

Some providers may store or process data outside the UK/EEA (e.g., Mailchimp in the US). Where this happens, safeguards such as standard contractual clauses are in place to protect your data.

6. Data Retention

• Newsletter sign-up details are kept until you unsubscribe.
  

• Event data (e.g., names/emails from Eventbrite) is anonymised within 12 months after the event, unless legally required otherwise.
  

• Other personal data is deleted when it is no longer needed.
  

7. Security of Your Information

We take appropriate technical and organisational measures to prevent unauthorised access, misuse, or loss of your data. However, transmission over the internet is not completely secure, and we cannot guarantee absolute protection.

8. Your Rights

You have the right to:

• Access the data we hold about you.
  

• Request correction or deletion of your data.
  

• Restrict or object to how we process your data.
  

• Withdraw consent for communications at any time.
  

• Complain to the Information Commissioner’s Office (ICO) if you are not satisfied with our handling.
  

To exercise your rights, please contact us (see Section 11).

9. Cookies and Analytics

Our website uses cookies and similar tools to:

• Improve your browsing experience.
  

• Understand how visitors use our site (e.g., via Google Analytics).
  

You can manage cookies in your browser settings. For details, see our [Cookie Policy] (to be linked on the site).

10. Third-Party Websites

Our website may include links to external websites. We are not responsible for their privacy policies and recommend you review them before sharing any data.

11. Contact Us

This website is operated by:

The Generator Loughborough CIC Company number: 09649800 Address: Limehurst House, Bridge Street, Loughborough, LE11 1NH Email: info@generatorlboro.org

We can also provide this policy in alternative formats (e.g., large print) on request.

12. Complaints

If you are unhappy with how we handle your data, please contact us first. If we cannot resolve your concern, you may raise it with the Information Commissioner’s Office (ICO): www.ico.org.uk.

Website Terms of Use

The Generator Loughborough CIC
Company number: 09649800
Effective: January 2025

1. Acceptance of Terms

By using generatorlboro.org, you agree to comply with and be bound by these Terms of Use. If you do not agree, please do not use our website.

2. About Us

This website is operated by The Generator Loughborough CIC, a community interest company registered in England and Wales (Company No. 09649800).

3. Use of Website

You agree to:

• Use the site lawfully and respectfully.
  
  

• Not attempt to disrupt or damage the website.
  
  

• Not copy, reproduce, or redistribute content without permission.
  
  

4. Intellectual Property

All content on this website (including text, images, and logos) is owned by or licensed to The Generator Loughborough CIC, unless otherwise stated. You may not use this content without our prior written consent.

5. External Links

Our website may contain links to third-party websites. We are not responsible for their content or privacy practices.

6. Liability

We make every effort to ensure the accuracy of information on our website. However:

• We do not guarantee that content will always be error-free or uninterrupted.
  
  

• We may update event details, programmes, or website content without prior notice.
  
  

• We accept no liability for loss or damage arising from your use of this site, to the extent permitted by law.
  
  

7. Privacy & Cookies

Your use of our website is also governed by our Privacy Policy and Cookie Policy, which form part of these Terms.

8. Accessibility

We are committed to making our website accessible in line with recognised standards (e.g., WCAG 2.1). If you experience any difficulty using the site, please contact us at info@generatorlboro.org, and we will provide the information in an accessible format.

9. Changes to These Terms

We may update these Terms from time to time. The latest version will always be available on our website.

10. Governing Law

These Terms are governed by the laws of England and Wales. Any disputes will be subject to the exclusive jurisdiction of the courts of England and Wales.

Cookie Policy

The Generator Loughborough CIC Company number: 09649800 Effective: January 2025

1. Introduction

This Cookie Policy explains how The Generator Loughborough CIC (“we”, “our”, “us”) uses cookies and similar technologies on generatorlboro.org.

By using our website, you agree to the use of cookies in accordance with this policy, unless you disable them in your browser.

2. What Are Cookies?

Cookies are small text files placed on your device by websites you visit. They help websites function properly, improve user experience, and provide information to site owners.

3. Types of Cookies We Use

• Strictly Necessary Cookies – Required for the site to work (e.g., security, log-in functions).
  

• Analytics Cookies – Help us understand how visitors use our website (e.g., Google Analytics).
  

• Functionality Cookies – Remember your preferences (e.g., language settings).
  

• Third-Party Cookies – May be set by service providers such as Eventbrite or Mailchimp if you interact with their content.
  

4. Legal Basis for Using Cookies

• We rely on consent for all non-essential cookies (e.g., analytics and functionality).
  

• When you first visit our site, you will see a cookie banner giving you the option to accept or reject non-essential cookies.
  

• Strictly necessary cookies are set automatically because the website cannot function without them.
  

5. Cookies We May Use

• Google Analytics – To analyse visitor behaviour and improve our site. Google Privacy Policy.
  

• Squarespace/Hosting Provider – For website performance and security.
  

• Eventbrite – For event ticketing services (if accessed via our site).
  

• Mailchimp – For newsletter sign-up forms.
  

6. Managing Cookies

You can control or delete cookies by adjusting your browser settings. Please note that disabling some cookies may affect website functionality.

For guidance: www.aboutcookies.org.

7. Updates

We may update this Cookie Policy from time to time. The latest version will always be available on our website.