Last updated: 2 February 2026
You might have reached this policy for a number of reasons – as a participant, parent or guardian, audience member, alumni, supporter, or user of one of our digital services. Whatever the reason, we’ve tried to make this privacy policy as easy to understand as possible, so you can be sure your data is collected, used, and stored appropriately.
This policy explains why we collect personal data, how we use and store it, and your legal rights in relation to that data.
Almost all organisations, large and small, need to collect at least some personal data to carry out their activities. If you’re a young person, it’s likely that you’ll be taking part in one of our auditions, residencies, workshops, digital services, or projects – and we will need to collect personal data from you (and, where appropriate, from your parent or guardian if you’re under 18) to make sure you get the best possible experience and to keep you safe.
If you have bought performance tickets from one of our partner venues across Wales and have concerns about your data, it may be that you need to contact that venue directly. Each venue will have its own privacy policy available on its website. If you’re unsure, please contact us, and we’ll try to point you in the right direction.
If you want to ask any questions about this policy, please email nyaw@nyaw.org.uk. We will respond to any formal data requests within four weeks.
Our digital services, including SBARC and the Creative Passport, are designed for young people aged 13 and over.
If you are under 18, we may also collect contact details for a parent or guardian where appropriate, for safeguarding, consent, or participation in specific activities.
1. What personal data do we collect
National Youth Arts Wales takes your privacy seriously and does everything we can to protect your personal data. When you sign up for one of our projects, services, or activities, or when you contact us, we may need to obtain and store personal data. We only collect the information we need to deliver our work, keep you informed, and ensure your safety and well-being.
The type of data we collect depends on your relationship with us and may include:
Your contact information, such as name, home address, email address, telephone number, or that of your parent or guardian
Payment information and records of financial transactions with us
If you apply for a bursary, information relating to household income or financial circumstances (stored confidentially and accessed only by those who need it)
Anonymous equality monitoring data, such as disability, sexual orientation, and ethnicity
If you are a participant, information relating to health, access requirements, medication, and next of kin
If you are an alumnus, supporter, or subscriber, information is used to keep you informed about our work, events, and fundraising activity.
Where you apply for or take part in opportunities hosted by third-party organisations through SBARC, relevant personal information may be shared with that organisation solely for the purpose of administering the opportunity. Each organisation is responsible for handling your data in line with its own privacy policy.
If you sign up to our digital services, including SBARC (available to young people aged 13+), we will collect and store additional information to create and manage your account. This may include your name, date of birth, contact details, login credentials, creative interests, skills, achievements, and records of opportunities you apply for or take part in.
This information allows us to provide a personalised service, match you with relevant opportunities, and support your creative development over time.
When you give us your data, we may use it for one or more of the following purposes.
We collect personal information to help prepare for and run auditions, residencies, workshops, projects, and digital services smoothly.
If you are under 18, we may also need information about your parent or guardian, including emergency contact details.
If you are signed up for an audition, residency, workshop, project, or digital service, we will need to stay in regular contact with you by email, phone, text message, and/or post. This includes information that is essential for participation and cannot be opted out of if you wish to take part. This does not affect your ability to opt out of marketing communications at any time.
When participating in residencies, workshops, or other activities, we may collect sensitive personal data, including medical information, access requirements, medication details, and emergency contact information. This information is collected to ensure your safety and well-being, shared only with those who need to know on a case-by-case basis, and stored securely.
If you apply for a bursary or financial support, we will collect information to assess eligibility. This may include proof of income. This information is kept confidential, used only to allocate bursaries, and securely destroyed when no longer needed.
Some of our services, including SBARC and the Creative Passport, are designed to support young people over an extended period. We therefore retain relevant account and profile information for as long as your account remains active, or until you ask us to delete it, unless we are legally required to retain certain records.
If you receive creative credits, vouchers, or similar benefits through our services, we will store information regarding their eligibility, allocation, and use. This data is used solely to administer the scheme, prevent misuse, and meet funders' reporting requirements.
Some data is collected to meet legal or regulatory requirements. This data will only be shared with third parties where there is a legitimate legal requirement to do so, such as in the event of a safeguarding concern.
When you make a payment, we retain certain information to process payments and maintain our financial records.
We may ask you to complete equality monitoring surveys that collect anonymous sensitive data such as sexual orientation, ethnicity, or disability. This information is kept separate from your personal data and used only in an anonymised form.
We collect this information to ensure we are reaching young people from all backgrounds and to meet the reporting requirements of the Arts Council of Wales and other funders. You may decline to provide this information without affecting your relationship with National Youth Arts Wales.
We will only send you marketing or fundraising communications if you have explicitly given consent.
If you do consent, we may use your email address and/or postal address to send you news about National Youth Arts Wales, future events, or fundraising campaigns. You can withdraw your consent at any time by contacting us or by using the unsubscribe link in our emails.
We may still contact you about non-marketing matters, such as information required for participation in a project or service.
We store personal data using secure, password-protected systems. Some data is stored on secure cloud-based systems provided by trusted third-party service providers. These providers act only on our instructions and are required to meet appropriate data protection and security standards. We never sell your data.
Where personal data is printed or recorded offline, it is stored securely and destroyed when no longer required.
Most data is securely destroyed when it is no longer needed. The exception is our alumni archive, which may contain names, images, case studies, and audio or visual recordings of performances. This archive may be retained indefinitely as part of the official historical record of National Youth Arts Wales.
We may collect anonymised or aggregated data about how our digital services are used (for example, which features are accessed most frequently). This data does not identify individuals and is used solely to improve our services.
You have the legal right to access your personal data, to correct inaccurate data, and to request that your data be deleted unless we have a legitimate reason to retain it.
If you joined National Youth Arts Wales or our digital services while under the age of 18, we may continue to hold and use your data after you turn 18 in line with this policy. At that point, you may update your preferences, withdraw marketing consent, or request deletion of your data at any time.
To exercise your rights, please email nyaw@nyaw.org.uk. We will respond formally within four weeks.
National Youth Arts Wales is a registered Data Controller under the Data Protection Act. You can contact our Data Protection Officer by emailing nyaw@nyaw.org.uk, calling 029 2063 6466, or writing to:
National Youth Arts Wales
Office 2.15, The Maltings,
East Tyndall Street,
Cardiff,
CF24 5EA
If you are not satisfied with our response, you have the right to complain to the Information Commissioner’s Office.