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Interim Privacy Statement

  1. Our contact details

Cupar Arts      

Registered Office: 31 Millbank, Cupar, Fife, KY15 5DP


  • Introduction

We are committed to protecting your personal information and being transparent about what information we hold.  

We understand that your personal information and privacy are important to you.  We make every effort to ensure that the information you share with us is recorded accurately, retained securely and used only according to your wishes. 

We protect your personal information and adhere to all current Data Protection Act legislation with respect to protecting privacy. 

We comply with the General Data Protection Regulations (GDPR) and regularly update our policies and practices. 

  • How we get personal information and why we have it

When we ask you to provide your personal information, we will let you know why we are asking and how we will use your data.

We obtain information about you when you –

  • apply to be a member of the trust,
  • book events, workshops or courses with us,
  • sign up for e-newsletters,
  • purchase merchandise,
  • donate money,
  • volunteer to help the trust,
  • support the work of the trust,
  • agree to perform at an event

If you sign up as a member, we may ask for details of your level of experience and skills you can offer.


We use the information that you have given us in order to send you marketing or fundraising information by post, telephone or electronic means. These types of communications can include:

  • informing you of events, workshops, courses, services or projects we run that you might be interested in;
  • news and updates in e-newsletters;
  • information about our fundraising;
  • surveys and evaluation questionnaires;
  • allocate volunteering opportunities.

We might also collect information about event attendance, purchases, payment details, Gift Aid status and any other information provided by yourself at our request.  We will not keep any information unnecessarily.

We will not contact you for marketing purposes by e-mail, phone or text message unless you have given your prior consent.  We do not give, sell or trade this data with third parties.  The information you provide will be used primarily to keep you informed about the activities of Cupar Arts.  If at any time you no longer wish to receive communication from us, simply e-mail

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:

  1. Your consent. You can remove your consent at any time. You can do this by emailing:
  2. We have a contractual obligation, e.g. when we are engaging artists to perform.
  3. We have a legal obligation e.g. regarding retention of Trustees’ and Members’ details in terms of the Scottish Charitable Incorporated Organisations Regulations 2011.
  4. We have a legitimate interest in terms of information required to operate the Trust.

4. The type of personal information we collect

The personal information we collect may include:

  • your full name and title,
  • experience and skills of members

  • your contact/
  • your contact details – postal address, e-mail address and phone number,
  • parent/guardian/carer name and telephone number (if needed for events),
  • permission to photograph,
  • your dietary requirements if attending an event with catering provided,
  • payment details for performers and artists.

Sensitive personal information we collect may include age range, gender, ethnicity and disability/access requirements.

  • How we store your personal information

Your information is securely stored.

We retain the following information as indicated:

Type of InformationRetention
For each trustee – name, address, date of appointment and any offices heldFor duration of holding office as trustee
For the duration of holding office as trusteeAt least 6 years from the date on which each person ceased to be a charity trustee
Members’ details (name, address, contact details, date of joining)For duration of membership
Name and date of leaving of former membersAt least 6 years from the date on which each person ceased to be a member
Contact and relevant personal details of individuals who have consented to receive marketing information or information about the trust’s activitiesContact details will normally be refreshed after 2 years

Other information will only be retained as long as it is required, e.g. to make payment to performers and artists.

We will dispose of your information by deleting electronic copies and destroying any hard copies of data that the trust holds.

  • International Transfers

We share your personal data with third parties who provide data services to the trust, e.g. marketing emails, file servers, email provider, website provider.


Some of our third-party service providers are based outside the European Economic Area (EEA) so their processing of your data will involve a transfer of data outside the EEA.

Whenever we transfer your personal data out of the EEA, we do our best to ensure a similar degree of security of data by ensuring at least one of the following safeguards is implemented:

  • We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission; or
  • Where we use certain service providers, we may use specific contracts or codes of conduct or certification mechanisms approved by the European Commission which give personal data the same protection it has in Europe; or
  • Where we use providers based in the United States, we may transfer data to them if they are part of the EU-US Privacy Shield which requires them to provide similar protection to personal data shared between the Europe and the US.

If none of the above safeguards is available, we may request your explicit consent to the specific transfer. You will have the right to withdraw this consent at any time.

Please email us if you want further information on the specific mechanism used by us when transferring your personal data out of the EEA.

  • Your data protection rights

You have the right to ask for a copy of the information we hold about you and you can also tell us if you want to stop receiving information from us and we will remove your personal data from our systems, except where we are required to retain some details by law e.g. in terms of the Scottish Charitable Incorporated Organisations Regulations 2011 we must retain the names and leaving dates of members for six years.

  • How To Complain

If you have any concerns about our use of your personal information, you can make a complaint to us at

if you are unhappy with how we have used your data, you can also complain to the ICO at the address below:


The Information Commissioner’s Office – Scotland

Queen Elizabeth House
Sibbald Walk

Telephone: 0303 123 1115

ICO website: