privacy notice
how we use your personal information — wimborne town of culture 2026
Who we are
Wimborne Minster Town Council is the Data Controller for the Town of Culture 2026 project. This means we are responsible for deciding how and why your personal data is used.
Organisation
Wimborne Minster Town Council
Address
The Town Hall, 37 West Borough, Wimborne Minster, Dorset, BH21 1LT
Telephone
01202 881655
Website
www.wimborne.gov.uk | wimborne2026.com
What personal data do we collect?
Depending on how you interact with us, we may collect some or all of the following:
• Your name and contact details (email address, phone number, postal address)
• Details about your involvement — for example as a volunteer, event organiser or partner
• Health or access requirements you share with us so we can support your participation
• Photographs or video footage taken at Town of Culture events (with your consent)
• Survey responses and feedback you give us
• Financial information needed to process grants or expenses payments
Why do we collect it and what gives us the right?
Running the Town of Culture 2026 programme
Lawful basis: Public task / Legitimate interests
Examples: Coordinating events, working with partnersManaging volunteers
Lawful basis: Legitimate interests / Contract
Examples: Keeping volunteer records, paying expensesCommunicating news and updates
Lawful basis: Consent
Examples: Mailing list, newsletters, social mediaProcessing grant or funding applications
Lawful basis: Contract / Legal obligation
Examples: Micro-commissions, financial reportingPhotography and filming at events
Lawful basis: Consent
Examples: Event photos shared on social media or in pressSafeguarding and health & safety
Lawful basis: Legal obligation / Vital interests
Examples: DBS checks, incident records
Who do we share your data with?
We will only share your personal data when we need to, and only with organisations that handle it responsibly. This may include:
Dorset Council — as a co-funder and delivery partner
Wimborne BID — for event coordination and marketing support
Venue partners — where needed to organise specific events
Arts Council England — if required for grant reporting
DBS checking services — for volunteers working with children or vulnerable adults
Our website and email platform providers — as data processors acting on our behalf
We will never sell your data or share it with third parties for marketing purposes.
How long do we keep your data?
Volunteer records
How long we keep it: 3 years after your last involvement
Mailing list / newsletter sign-ups
How long we keep it: Until you unsubscribe
Event participant data
How long we keep it: 12 months after the event
Financial records (grants, expenses)
How long we keep it: 7 years (legal requirement)
Photographs and video
How long we keep it: Up to 5 years, or until consent is withdrawn
Survey responses
How long we keep it: 2 years after collection
Safeguarding records
How long we keep it: In line with Wimborne Minster Town Council Safeguarding Policy
Your rights
Under UK GDPR, you have the right to:
• Access the personal data we hold about you (a Subject Access Request)
• Ask us to correct any inaccurate data
• Ask us to delete your data, in certain circumstances
• Ask us to stop using your data, in certain circumstances
• Withdraw your consent at any time (where we rely on consent)
• Complain to the Information Commissioner's Office (ICO) if you are unhappy with how we have handled your data
To exercise any of these rights, please contact us at gary.mason@wimborne.gov.uk or write to us at the address above.
To complain to the ICO: www.ico.org.uk | 0303 123 1113
Cookies and our website
Our project website (wimborne2026.com) may use cookies to help it work properly and to understand how visitors use it. A separate cookie notice is available on the website.
Changes to this notice
We may update this Privacy Notice from time to time. The current version will always be available on wimborne2026.com. This version was last updated in March 2026.