YOUR DATA.
YOUR RIGHTS.

Who we are

ACCESS 001 is an artist development programme run by CBLV Community CIC, with La Vie Studio Ltd as its studio delivery partner (together "we", "us"). It is funded by the National Lottery through Arts Council England, Cheltenham Borough Council and Renishaw. La Vie Studio Ltd holds the Arts Council England award.

CBLV Community CIC and La Vie Studio Ltd are joint controllers of the personal information used to run ACCESS 001: they decide together how it is used for the website and enquiries, applications and selection, equality monitoring, offers and acceptance records, the participant portal, scheduling, studio sessions, recordings, payments, communications, programme publicity and reporting. They have agreed that:

• CBLV Community CIC is your contact point for anything in this notice and for any privacy request (to see, correct or delete your information, or to object). Email hello@cblvcic.xyz. We answer within one month. You can also contact La Vie Studio Ltd, which passes any privacy request about ACCESS 001 to CBLV Community CIC straight away.
• CBLV Community CIC runs the application and participant system and its security, and reports any data breach to the ICO where required.
• La Vie Studio Ltd runs the studio sessions, recordings, filming and engineer placements, and makes the programme payments (artist showcase fees, engineer session fees and approved travel reimbursements).

Each organisation is a separate controller for its own promotional use of programme material (see "Filming, photography and publishing"). La Vie Studio Ltd is also a separate controller for its own accounting and tax records, and for any studio booking you make directly with La Vie Studio (including the discounted day after the programme), which is covered by La Vie Studio's own privacy notice.

Company details: CBLV Community CIC, a community interest company registered in England, company number 16492461. La Vie Studio Ltd, registered in England, company number 16508557.

What we collect

When you visit this website: Cloudflare, which hosts the website, processes technical information such as your internet address and browser details to deliver the pages and protect the site. We don't use it to identify you, and the website has no analytics.

When you email us: your email address, name and whatever you choose to tell us.

When you apply: your name, preferred name, email, phone (optional), age, town and the first part of your postcode, act details, your listening link and any social profiles you choose to give, and your answers. If you tick that you'd like to discuss adjustments, we note that, but we ask you not to give medical details. We also keep a one-way scrambled ("hashed") version of your internet address for a short time to stop spam and repeated submissions.

Stage 2: your answers, your preferred way to talk and when you're available. Anything you tell us about access needs is kept apart and seen only by the admin arranging your conversation.

If you're offered a place: the representative's name and email address and the full names of the act's other participating members (names only: we don't contact members or give them accounts); your acceptance of the terms (see "Accepting your place" below); your schedule and attendance; files we deliver to you; travel claims with receipts; the bank details needed to pay a fee or reimbursement (kept in a restricted area, visible only to authorised admins, every view logged); and your feedback.

Equality monitoring (optional): gender, sexual orientation, ethnic group, disability and socio-economic background, if you choose to answer. Every question has "prefer not to say".

Portal sign-in: your email address and one-time codes. Staff accounts also use an authenticator app.

Why we use it, and our lawful basis

These are our lawful bases under UK GDPR, one for each activity.

Running the website and answering enquiries: our legitimate interest in providing information about the programme and replying to people who contact us.

Running applications and selection: our legitimate interest in running a fair, competitive funded programme, and taking steps at your request before an agreement.

Offers, agreements, scheduling and delivering the programme: performing our agreement with you.

Fees, travel reimbursement and accounting: our agreement with you, and our legal obligations (including tax and accounting). Payments are normally made by La Vie Studio Ltd.

Proving who accepted what and when: our legitimate interest in keeping reliable records of agreements and permissions.

Recording, filming, photography, livestreaming and publishing the material: see "Filming, photography and publishing" below.

Equality monitoring: for ethnic group, disability and sexual orientation, the substantial public interest condition for monitoring equality of opportunity (UK GDPR Article 9(2)(g) with the Data Protection Act 2018, Schedule 1, paragraph 8). Gender and socio-economic background are used under our legitimate interest in checking the programme is fair and reporting to our funder. Answering is entirely optional.

Access needs and adjustments: used only to make adjustments you ask for, based on your explicit consent when you choose to tell us.

News about future opportunities: only if you opt in; you can unsubscribe at any time.

Filming, photography and publishing

The permission and the lawful basis are two separate things.

The permission is part of the Programme Terms and the Engineer Placement Terms. Accepting the terms grants CBLV Community CIC and La Vie Studio Ltd a licence to record, film, photograph and livestream programme activities and to publish the resulting material. That licence is permission under copyright and performers' rights law, and it is a condition of taking up a place. It is not consent under data protection law, and there is no optional promotion choice.

The lawful basis is what UK GDPR requires for handling the personal information in that material: people's images, voices, performances and names. We do not rely on consent for any of it.

Recording, filming, photographing and livestreaming programme activities, and producing and supplying the act's deliverables (live-room video, showcase footage, EPK): for the solo artist or band representative, performing our agreement with them (UK GDPR Article 6(1)(b)). For the other band members, additional musicians, engineers and anyone else in shot, our legitimate interest in delivering the funded programme and the deliverables the act agreed to (Article 6(1)(f)).

ACCESS 001 publicity, reporting, case studies and funding reports: our legitimate interest in publicising the programme and accounting for public funding to Arts Council England and our other funders (Article 6(1)(f)).

Publishing on La Vie Studio's and CBLV Community CIC's own websites, social media, portfolios, showreels and promotional materials: each organisation's legitimate interest in showing and promoting the work it produced (Article 6(1)(f)). Each organisation is responsible, as a controller, for its own promotional use.

Keeping material already published available after the publication period: the same legitimate interests (Article 6(1)(f)).

Publishing is not strictly necessary to deliver anyone's place, so we rely on legitimate interests for it, including for the representative.

Band members and additional musicians do not accept the terms themselves: the representative accepts on their behalf. For them we rely on legitimate interests, not on an agreement with them. We hold only their names and their appearance in the material. Please share this notice with every member and with any additional musicians you bring.

Engineers appear only as themselves at work. They give no rights in the artists' music or recordings.

Our assessment. We have carried out a legitimate interests assessment for these uses. We concluded that people's interests do not override ours, because everyone takes part in a programme they applied for; the uses and time limits are set out before anyone accepts; the material is not used to advertise anyone else's products or services; and we will correct inaccurate material, and consider removing anything for a genuine safety or wellbeing reason. You can ask for a copy of the assessment.

Sensitive information. We do not use photos or video to identify people by facial recognition or similar technology. We do not use them to draw conclusions about anyone's health, ethnicity or other sensitive characteristics.

Your right to object. Where we rely on legitimate interests, you have the right to object. We will consider every objection. We will stop unless we have compelling legitimate grounds that override your interests, rights and freedoms, or need the material for legal claims. Publishing material on our own channels is not direct marketing to you. The licence and your data protection rights work alongside each other: the licence does not remove your rights, and an objection is decided under data protection law.

Equality monitoring

Your monitoring answers are stored separately from your application and are never seen by the people assessing your music. Nobody, including our admins, can view an individual's answers through the system: we only see totals, and any group smaller than five people is hidden. We use the totals to check the programme reaches the people it should, and to report to Arts Council England. Answering, or not, never affects selection.

Accepting your place

Nobody has an ACCESS 001 portal account until they accept a place. The offer is sent to the email address on the application as a private link, and the page asks for a one-time code sent to that same address before it shows the offer, so a forwarded link cannot be used. The act's representative (or the engineer) then reads the terms and accepts online; for a duo or band, the representative also enters the full name of every participating member and confirms they have all agreed. When you accept we keep: your name and email address, the date and time, the exact version of the terms and its fingerprint ("hash"), the declarations you confirmed word for word, the members' names, how your identity was checked, and a scrambled version of your internet address. Your portal account is created at that moment, using the same email address; you sign in with a one-time code, never a password. The acceptance record cannot be edited, and is available only to you (in your portal, with a PDF download) and to authorised admins. Documents signed under the earlier signing process are kept as they were.

Who sees your information

Reviewers (the people assessing music) see your application answers and music, but never your contact details, monitoring answers, access needs or any payment details.

Authorised admins at CBLV Community CIC and La Vie Studio Ltd see what they need to run the programme. Bank details are visible only to authorised administrators (never to reviewers), and each view needs a recorded reason. Every view of contact details, access needs, bank details and signed records is logged.

Arts Council England and our other funders receive totals and anonymous statistics only.

The public sees the material published under the licence in the Programme Terms (performance videos, footage, clips and photos), and the showcase livestream.

Service providers process information for us under their data processing terms: Cloudflare (website hosting, scheduled tasks, anti-spam check and file storage; global network), Namecheap (the hello@cblvcic.xyz mailbox) and, once applications open, Supabase (database and sign-in, hosted in London, UK) and Resend (email delivery). Where a provider may handle information outside the UK, the transfer is protected in the ways UK data protection law requires, such as UK adequacy regulations or standard contractual clauses.

We never sell your information.

How long we keep it

We apply these periods by hand. Automatic deletion is switched on only after they have been checked against our funding conditions.

Unsuccessful applications: identifiable details are deleted 6 months after final selection decisions. We keep only anonymous statistics (for example type of act, outcome, age band and postcode area).

Equality monitoring answers: kept only as long as needed for programme evaluation and final grant reporting, no longer than 12 months after final reporting unless a documented requirement justifies longer.

Accepted terms (participation and placement agreements) and any signed records: normally 6 years after the programme ends. Where an acceptance record is evidence of the filming permissions, it is kept as described under "Evidence of accepted filming permissions" below.

Unused raw footage and photography: normally retained for up to 24 months after programme completion.

Final edited videos and production masters: retained while reasonably necessary for programme delivery, permitted portfolio use, reporting or relevant record-keeping, subject to annual review.

Published videos and photographs: material published during the agreed licence period may remain available afterwards, subject to continued lawful use and periodic review.

Evidence of accepted filming permissions: retained as long as reasonably necessary to establish the relevant usage rights.

Songwriting splits, master ownership records and rights permissions: kept securely for as long as necessary to administer and establish those rights.

Financial and payment records: kept as accounting and HMRC rules require, generally 6 years after the end of the relevant financial year.

Backups: encrypted backups are overwritten on a rolling basis (currently up to 14 days on our server and 90 days in off-site storage), so deleted data disappears from backups within that time.

Keeping it safe

Encrypted connections and storage; access by role, with every database table protected by access rules; staff sign-in with an authenticator app; one-time email codes for participants (no passwords); private file storage with short-lived download links; acceptance and signed records that cannot be changed; and audit logs of sensitive actions.

Cookies and browser storage

We don't use advertising or analytics cookies, and the website has no analytics. The public pages set no cookies. Once applications are open, the application form keeps your unsent answers in your browser tab and uses Cloudflare Turnstile, an anti-spam check that may use essential storage to tell people from bots. The participant portal stores your sign-in session and night-mode choice. These are all strictly necessary for the service you ask for.

Your rights

You can ask to see the information we hold about you, have it corrected, deleted or restricted, object to how we use it, receive a copy in a portable format, and withdraw any consent you have given (for example to news emails) at any time. Some rights depend on the lawful basis: for example, accepted terms are kept for the period above, and the recordings and material licensed under the Programme Terms are not based on consent (see "Filming, photography and publishing"). Nothing in the terms removes the rights the law gives you. Email hello@cblvcic.xyz (CBLV Community CIC answers for both organisers); we'll reply within one month.

If you're unhappy with how we've handled your information, please tell us first. You can also complain to the Information Commissioner's Office: ico.org.uk/make-a-complaint, 0303 123 1113.