We are committed to treating your personal information well. Here’s how we use it.
At the National Youth Arts Trust we respect the privacy of visitors to our website. This policy is concerned with how we collect information, what we do with it and what controls you have.
The National Youth Arts Trust is a performing arts charity that exists to widen access to the arts for young people from disadvantaged backgrounds – through giving bursaries for music, dance and drama lessons, running youth theatre projects and taking children to the theatre, often for the first time.
We take our duty to process your personal information very seriously. This policy explains how we collect, manage, use and protect your personal information.
We may change this document from time to time to reflect the latest view of what we do with your information. Please check back frequently; you will be able to see if changes have been made by the date it was last updated.
Refer to the sections below for more details on how and why we use your personal information:
- Who are we?
- What personal information we collect and how we use it
- Legitimate interests
- Sharing your information
- Retaining your information
- Our cookies policy
- What are your rights?
- How to contact us
1. Who are we?
In this policy references to the National Youth Arts Trust, or to ‘NYAT’, ‘we’ or ‘us’ are to the National Youth Arts Trust which is registered with the Charity Commission in England and Wales as a Charitable Incorporated Organisation – Registered No. 1152367.
Correspondence address: National Youth Arts Trust, PO Box 225, Chessington KT9 9EB
2. What personal information we collect and how we use it
What we need
The National Youth Arts Trust is what’s known as the ‘Data Controller’ of the personal information you provide to us. We will usually collect basic personal information about you like your name, postal address, telephone number and email address depending on your relationship with us.
Sometimes we will collect other information about you such as your date of birth, gender and other details. We will be very clear with you that we wish to collect such information, our reason for collecting such information, and we would only do so with your consent.
Why we need it
We collect your personal information in connection with specific activities, such as:
- Youth Theatre – We collect personal information if you are a member of one of our youth theatre projects, so we can run our workshops safely and effectively.
- Bursary Scheme – We collect personal information if you apply for a bursary from us, to effectively administer the bursary scheme.
- Theatre Ticket Scheme – We collect personal information if you attend one of our theatre trips, to run the trip safely and effectively.
- Marketing – We collect personal information from our partners or stakeholders to share information about our activities and raise our profile – including but not limited to: social media, website, video, brochures, email newsletters, listings, posters, fliers and word of mouth.
- Networking – we make and develop relationships with key stakeholders and other arts or charity organisations to further the reach of NYAT’s charitable activity and collect personal information to make and sustain these relationships.
- Fundraising – We collect personal information in the process of gathering voluntary contributions of money or other resources, by requesting donations from individuals, businesses, crowdfunding, charitable foundations, or government agencies.
- HR – We collect personal information during the recruitment process from applicants, volunteers, trustees, casual staff and employees.
The information collected is either needed to fulfil your request or carry out our charitable objectives. You don’t have to disclose any of this information to browse our website. However, if you choose to withhold requested information, we may not be able to provide you with certain services.
Please see the appendix for a more detailed description of how your information is used if you are a beneficiary or supporter of our work.
Sometimes, with your consent, we will process your personal information to provide you with information about our work or our activities that you have requested or are expecting.
On other occasions, we may process personal information to fulfil a contract or where we are required to do this by law or other regulations.
The National Youth Arts Trust also processes your information when it is in our legitimate interests to do this and when these interests do not override your rights. Those legitimate interests include providing you with information on our charitable work, campaigns, services, opportunities, feedback, competitions and other activities. Please see the section on ‘Legitimate Interest’ for more information.
How we obtain your details
We will also hold information about your details so that we can respect your preferences for being contacted by us.
We collect your personal information in several ways:
- When you provide it to us directly.
- When you provide permission to other organisations to share it with us (including Facebook or Twitter).
- When we collect it as you use our website.
- When you have given it to a third party and you have provided permission to pass your information on to us.
- From publicly available sources (where possible) to keep your information up to date (e.g. the Post Office’s National Change of Address database).
We combine the information from these sources with the information you provide to us directly.
If you are under 18 please ensure you obtain your parent/guardian’s consent before sending any personal information to any website or the National Youth Arts Trust. We do have activities for those under 18 so we may ask your age. Before taking part please ensure you speak to your parent or guardian.
As a parent or guardian, we encourage you to be aware of the activities in which your children are participating, both offline and online. If your children voluntarily disclose information, this may encourage unsolicited messages. We suggest that you discourage your child from providing any information without your consent.
Where is your information held?
All the personal information we process is processed within the UK and/or EEA. However, for the purposes of IT hosting and maintenance your information may be situated outside of the UK or European Economic Area (EEA). This will be done in accordance with guidance issued by the Information Commissioner’s Office.
If you would like to change the way you hear from us or no longer wish to receive direct marketing communications then please contact us directly or unsubscribe. We follow a retention policy, and will only keep your details in accordance with this policy.
3. Legitimate interests
We have several lawful reasons that mean we can use your personal information. One of these is something called ‘legitimate interests’. Broadly speaking Legitimate Interests means we can process your personal information if:
We have a genuine and legitimate reason.
We are not harming any of your rights and interests.
Please read the information we have provided in our ‘Legitimate Interest‘ policy for more detailed information.
4. Sharing your information
We do not share your information with any other organisations or individuals unless we are obliged to by law, for purposes of national security, taxation and criminal investigations and in the following instances:
- If you have agreed that we may do so.
- If we run an event in partnership with other named organisations your details may need to be shared. We will be very clear what will happen to your data when you register.
- When we use other companies to provide services on our behalf, e.g. our bookkeeper and Independent Examiner, and our online payment providers Stripe and GoCardless
- If we merge with another organisation to form a new entity, information may be transferred to the new entity.
- We may disclose aggregate statistics about our site visitors, supporters and beneficiaries to describe our services and operations to partners and other reputable third parties and for other lawful purposes, but these statistics won’t include any personally identifying information.
And, we will never sell or rent your personal information to other organisations.
5. Retaining your information
We hold your information only as long as necessary for each reason that we use it. We have provided some examples of the time we will keep your information in this paragraph but you can contact us for more information.
If you decide not to support the National Youth Arts Trust any more or request that we have no further contact with you, we will keep some basic information to avoid sending you unwanted materials in the future and to ensure that we don’t accidentally duplicate information.
If you are a beneficiary of the Trust, we will keep any purchase information for a period of seven years for accounting purposes.
This policy explains what cookies are, how the National Youth Arts Trust uses them on our website and what you can do to manage how they are used.
7. What are your rights?
You have a number of rights about how the personal information you provide can be used. These are:
- Transparency over how we use your personal information (right to be informed).
- The ability to request a copy of the information we hold about you, which will be provided to you within one month (right of access).
- Update or amend the information we hold about you if it is wrong (right of rectification).
- Ask us to stop using your information (right to restrict processing).
- Ask us to remove your personal information from our records (right to be ‘forgotten’).
- Object to the processing of your information for marketing purposes (right to object).
- Obtain and reuse your personal information for your own purposes (right to data portability).
- Not be subject to a decision when it is based on automated processing (automated decision making and profiling).
If you would like to know more about your rights under the data protection law, you can find out more at the Information Commissioner’s Office website.
Remember, you can change the way you hear from us or withdraw your permission for us to process your personal information at any time by contacting us (details at the bottom of this page) or updating your preferences via our e-newsletters.
8. How to contact us
If you wish to raise a complaint on how we have handled your personal information, you can contact the Director of Operations who will investigate the matter. If you are not satisfied with our response or believe we are not processing your personal information in accordance with the law you can complain to the Fundraising Regulator or the Information Commissioner’s Office (ICO).
Our Director of Operations can be contacted by writing to:
Director of Operations – Ruth O’Brien, National Youth Arts Trust, PO Box 225, Chessington KT9 9EB
Or by emailing: email@example.com
If you wish to talk to us about anything in the policy or the information we hold about you please contact us:
By telephone: 07891835589
By email: firstname.lastname@example.org
By post: National Youth Arts Trust, PO Box 225, Chessington KT9 9EB
Please note that calls to our team may be monitored.
This document was last updated: May 2023
More detail on information we collect and how this information is used
Personal information is collected by NYAT if you apply to take part or enquire about one of our charitable activities.
Primarily, personal information is collected through our bursary application form, if you are applying for an NYAT music, dance or access bursary. Beneficiaries are aged between 12 and 25.
The personal information includes applicant and parent/guardian contact details: title, name, address, DOB, email, phone number, marital status (if applicable), citizenship status, school attended, place of employment (if applicable), name and address of tuition provider, current qualifications, information on other grants received, proof of address (utility bill), economic situation (proof of entitlement to benefits i.e. copy of letter from HMRC, or from school confirming receipt of pupil premium or free school meals).
The supporting documents help support any claims made in the application form.
Personal information a bursary applicant discloses is used by a sub-committee of the National Youth Arts Trust Board of Trustees. This sub-committee is responsible for awarding bursaries and will use the applicant’s information to assess if they should be granted financial help.
Our bursaries are designed to specifically impact those whose financial circumstances stop them from accessing training opportunities in the arts; therefore, we ask applicants to disclose information about their entitlement to state benefits to ensure the applicant’s financial circumstances meets the charity’s criteria.
We ask applicants to fill in our equal opportunities monitoring form alongside their bursary application to the Trust, so we can better establish if any groups, communities, or regions are underrepresented. Any information provided on this form will be used for statistical purposes only, be treated as strictly confidential and will not be seen by anybody directly involved in the bursary selection process. Some data collected is special category data and we need explicit consent from you to process it; it includes gender, age, marital status, national identity, geographical area resident in, care leaver, ethnicity, disability, sexual orientation, religious or similar beliefs.
Successful bursary applications are kept for six years and unsuccessful bursary applications are kept for two years. Keeping application information helps us to review our bursary application service, allowing us to continue improving our service for future bursary applicants. All bursary application information is kept strictly confidential and will never be passed onto any third parties.
If you apply or audition to take part in one of our youth theatre projects, personal information will be collected to ensure we have a record of your participation and to also ensure we have emergency contact details for you during your participation. The data collected includes applicant and parent/guardian contact details: title, name, address, DOB, email, phone number, marital status (if applicable), school attended, emergency contact details of third party, medical needs, access requirements, contact details of GP, pupil premium status, travel arrangements, equal opportunity monitoring and membership payments.
If you have been selected by your school to take part in one of our charitable activities, any personal information the school provide will be collected to ensure we have a record of your participation.
Email, postal, social media and telephone correspondence with NYAT and any information you share, is also kept on file. Information of this type is kept, to help us ensure we are providing the best service possible. Keeping information on file, helps us understand where the need is greatest regarding the performing arts, so we can better meet and address those needs. We keep information according to our retention policy.
If an applicant is successful in receiving an NYAT bursary or takes part in one of our other projects, certain electronic, written, audio or visual data they provide (such as testimonials, photographs and recordings of the arts practice, appraisals and reports from tuition providers, and completed questionnaires regarding the successful applicant’s progress, aptitude and the impact the bursary has made on their education) may be utilised in our fundraising activities and appear on our website and social networking sites.
In the rare occurrence where we have to pass on specific information to organisations which is necessary to carry out NYAT’s activities, the persons in question will be informed. For example, if we are working with a partner organisation such as LAMDA, when organising our open days to accredited drama schools, statistical information such as the ages of the participants may be passed onto LAMDA, to help evaluate the open day. Or if we are arranging additional insurance for an offsite theatre trip with a youth theatre group, we may need to share the names and date of births of attendees with the insurance company.
Personal information is collected by NYAT if we have received a donation from you. Email, telephone and postal correspondence with NYAT and any information you share, is also kept on file. Information of this type is kept, to help us ensure we are providing the best service possible; for example, we might contact you if we need a gift aid declaration from you.