Who we are
Creative Futures South West CIC is the data controller. Company number: 17239654. Registered office: 3rd Floor, Old Stock Exchange, St Nicholas Street, Bristol BS1 1TG. Information Commissioner’s Office (ICO) registration: ZC234977.
For privacy questions, contact Anna McGuire at anna@creativefuturessouthwest.co.uk. You can also email hello@creativefuturessouthwest.co.uk or write to our registered office.
What we collect and why
We use names, contact details and correspondence to answer enquiries and manage professional relationships. Our lawful basis is our legitimate interest in running CFSW and developing creative opportunities.
For activities and live briefs, we may receive names, college details, entries, work and permissions from participants or their colleges. We use these to organise participation, judging and evaluation under our legitimate interests. We consider people’s rights, particularly those of young people, and collect only what we need.
Information may also come from partner introductions, nominated contacts and public professional sources such as LinkedIn. Applicants and prospective directors receive separate privacy information.
Information needed for a contract with an individual is used to take requested steps before it starts or fulfil that contract. Accounting and other legally required records rely on legal obligation.
We explain proposed publicity or marketing and obtain consent where required. Optional consent does not affect participation. Health or access information needs an additional legal condition, such as explicit consent; necessary safeguarding information may use a safeguarding condition where its legal requirements are met. We explain the applicable basis when collecting it.
Without essential contact or participation information, we may be unable to respond or arrange an activity. We do not make decisions with legal or similarly significant effects solely by automated processing.
Sharing and service providers
We share necessary information with relevant colleges, delivery partners, assessors, venues, access providers, funders, advisers and authorities where required or justified. We do not sell personal information.
We use email, storage and meeting services, including Google services, and a website host. Suppliers receive only the access needed for their services under appropriate privacy and security arrangements.
Where suppliers process information outside the UK, restricted transfers require a UK adequacy regulation or appropriate safeguards and any required assessment. Contact Anna for the relevant destinations and a copy of the safeguards.
Before any meeting recording or transcription, we explain its purpose, access and retention and seek participants’ agreement. We consider objections and use manual notes where needed.
How long we keep information
We keep enquiry and partnership records while managing the relationship and follow-up, then review them against outstanding commitments, funding requirements and legal claims. Activity records are retained for administration, agreed evaluation and any explained publicity period; unnecessary personal details are removed when these purposes end.
Finance records are kept for at least six years after the relevant company financial year; contracts and grants normally for their term plus six years. Longer legal or funding requirements take priority. Safeguarding records follow the applicable safeguarding, legal and insurance requirements.
Working transcripts are normally deleted once accurate minutes are approved and queries resolved. A legal hold may require longer retention.
Website visits and cookies
Enquiry links open your email application. Our website host may process IP addresses, request times and browser details to deliver and secure the site.
Any cookies or similar technologies requiring consent are explained and require your consent before use. External websites have their own privacy information.
Your rights and right to object
Depending on the circumstances, you can request access, correction, erasure, restriction or transfer of your information. You can object to processing based on legitimate interests and always object to direct marketing. Where we rely on consent, you can withdraw it without affecting earlier lawful use. Legal exceptions apply.
Contact Anna to exercise your rights or withdraw consent. We respond without undue delay and normally within one month, explaining any lawful extension or pause. We may need proportionate information to verify your identity.
Complaints
Contact Anna with a privacy complaint. If it concerns Anna or both Executive Directors, contact the independent Chair at chair@creativefuturessouthwest.co.uk. Someone involved does not decide the complaint.
We aim to acknowledge complaints within five working days and always within 30 days, keep you informed and explain the outcome without undue delay. You can also complain to the ICO at ico.org.uk/make-a-complaint or 0303 123 1113.
Last updated: 19 October 2026