Guildhall Privacy Policy

1. Purpose of this Policy

St Ives Town Council takes your privacy very seriously.

This privacy policy sets out what information St Ives Town Council (We) collect about you, for what purpose, how we store it and use it, and also how you can talk to us about it. We will always take into account your interests and rights. This Privacy Notice sets out your rights and the council’s obligations to you.

2. About us

St Ives Town Council is a local authority and is the data controller for your data.
Address: St Ives Town Council, The Guildhall, Street An Pol, St Ives, Cornwall, TR26 2DS

3. Information Collected

There are several ways in which we collect information about you:

  1. When you buy tickets via Third Party Booking Agent or venue.
  2. When you contact St Ives Town Council directly by phone, e-mail or otherwise.
  3. When you sign up or subscribe to our mailing list.
  4. When you supply us with feedback about your experience.
  5. When you take part in a St Ives Town Council project or workshop
  6. When you make a donation
  • We collect personal information that you provide to us which may include; name, address, postcode email, telephone number and age.
  • We also collect & profile your preference for a type of activity, if you are an audience member, a promoter or someone hiring one of our spaces or if you donate to The Guildhall / St Ives Town Council.
  • If you participate in a St Ives Town Council project or attend an event, we may collect evaluation data from you. It is your choice to add your name or keep it anonymous.
  • We use Google Analytics to analyse the use of our website. Google Analytics gathers information about website use by means of cookies. You can view and control cookies in your web browser using the privacy settings in your browser.

4. Legitimate Interests

The term ‘legitimate interests’ applies to the business interests that we as an organisation have in collecting, holding and processing your personal data. These do not supersede your personal rights and interests.

Our legitimate interests are:

  • Maintaining a relationship with you if you are a ticket booker, artist, business, partner organisation, participant, donor, funder, stakeholder, media, community group, education centre or business.
  • Direct marketing to you, ensuring you are aware of St Ives Town Council’s activity and opportunities and that the marketing is relevant to you


5. How do we use this information?

  • Developing a better understanding of people who we work with, attend events, hire spaces and who support us either through donations allows us to make better decisions about our services and communicate more efficiently
  • We use your personal contact information to communicate directly with you, with information which we think will be of interest to you. This may at times include information from organisations who we are working in partnership with.
  • We use your feedback from our activities to evaluate the activity, assess quality and to improve and develop our services.
  • We use statistical data from our social media platforms & Google Analytics to track the effectiveness of our marketing and how our website is used.
  • We use anonymised information to create reports for stakeholders, funders and partners and to help us fundraise and develop our future services. This includes but is not limited to geographical, age, social and economic reports.
  • We use anonymised information to create reports to measure how effective our marketing is and to understand more about how people access and enjoy our services.
  • We use information you give us in order to fulfil a request you have made to us which may include sending you information about our company and services.

6. What are my options? What rights do I have to access, change or remove my information?

  • You do not have to provide your personal contact information to us, but do please be mindful there may be instances that may hinder our ability to provide the service to you.
  • You do not have to provide us with evaluation data, and if you do, you can anonymise it.
  • You have the right to a copy of the information we have collected from you. Additionally, you are entitled to have inaccurate personal data rectified or destroyed.
  • You may request a copy of the personal information that we hold about you by using the contact information at the end of this policy.
  • You have the right to remove your personal information by ‘opting out’ at any time, by either clicking on the unsubscribe link at the bottom of newsletter, or contacting us on the information at the end of this policy.
  • We welcome any amendments you may suggest. It is our obligation to keep any data we collect as accurate as reasonably possible and in accordance with GDPR regulations. Go to to find out more about your individual rights.


7. Marketing & Communications

We do not sell, rent or share personal data to third parties for the purpose of marketing.


We take photographs in and buildings and events to showcase our services, the stunning locations, audiences and participants. Photography is a part of our ‘legitimate interests’ to market our services.

Here are the most common ways in which we use our photographs.

  • On our websites
  • On our Social Media accounts
  • In Press
  • In reports to Councillors, stakeholder and funders

All images are stored on our secure, password protected network. It can only be accessed by staff who have a legitimate business need. The latest released updates from our software and network providers are applied to our systems which ensure their continued security. However, no company or system can guarantee complete security as this can be affected by unknown, outside factors.

Children & Vulnerable Adults

A child is anyone under the age of 18. A vulnerable adult is anyone aged 18 years or over and who is or may be in need of community care services by reason of mental or other disability, age or illness and who is or may be unable to protect themselves from significant harm or exploitation

We do not collect personal information of children under the age of 18 or vulnerable adults at the time of booking events or activities with us.

We may collect personal contact information from a child or vulnerable adult if they are part of an ongoing project or activity. Consent will be obtained from the parent or carer of the child at the time of collecting this data, and the consent will cover the terms of collection, holding and processing the information. The terms of consent and information on the use of the data will also be fully explained to the child. This will also fully comply with St Ives Town Council’s Child & Vulnerable Adult Safeguarding Policy.

We collect evaluation data from children and vulnerable adults who take part in our events. This data is then anonymised and used to create statistical reports and to improve the quality of our activities. Permission to collect this data is obtained from either the parent/carer or the school, when acting ‘in loco parentis’.

We may also contact you about our work by emails and telephone. However, again we will always get explicit consent from you before doing this. Note: This does not apply to telephone calls that we may need to make to you related to your purchases as part of our contract of sale.

8. Third Parties

There are certain circumstances under which we need to disclose your personal information to third parties:

  • To our own service providers who process data on our behalf and on our instructions (for examples our ticketing system software provider and our brochure distributer). In these cases we require that these third parties comply strictly with our instructions and data protection laws around security of personal data.
  • To comply with any legal obligation where we are under a duty to disclose your personal information (for example to government bodies and law enforcement agencies).


9. How is my information stored?

Your personal information is stored on our secure, password protected network. It can only be accessed by staff who have a legitimate business need. The latest released updates from our software and network providers are applied to our systems which ensure their continued security. However, no company or system can guarantee complete security as this can be affected by unknown, outside factors.

Transfer of Data Abroad

Any personal data transferred to countries or territories outside the European Economic Area (“EEA”) will only be placed on systems complying with measures giving equivalent protection of personal rights either through international agreements or contracts approved by the European Union. Our website is also accessible from overseas so on occasion some personal data (for example in a newsletter) may be accessed from overseas.

Further processing

If we wish to use your personal data for a new purpose, not covered by this Privacy Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.

How long will my data be stored for?

We will keep your personal data for as long as it is relevant and appropriate to our legitimate business uses as outlined above. We believe it is reasonable to contact subscribers every 5 years, to share with them our privacy policy, so that individuals can re-evaluate how and why their data is held by us.

10. Change in Policy

We may change this Privacy Policy from time to time. If we make any significant changes in the way we treat your personal information, we will make this clear on the St Ives Town Council websites.

11. Contacting us:

Call on: 01736 797840
Write to: St Ives Town Council, Guildhall, Street an Pol, St Ives, TR26 2DS

How can I complain?

If you have any questions or would like to lodge a complaint about our use of your personal data, you can contact us on 01736 797840 or

You may also contact the Information Commissioners Office at or 0303 123 1113.