Last updated: October 2026

Greywood Arts CLG is committed to respecting your privacy and protecting your personal information. This policy explains how we collect, use, store and protect personal data when you visit our website, apply for an artist residency, book a workshop or event, or contact us.

We aim to collect only the information we need, use it for clear purposes and handle it responsibly.

1. Who we are

Greywood Arts CLG is an arts organisation based in Killeagh, East Cork, Ireland. The Residency at Greywood Arts is an artist-led residency programme.

For the purposes of data protection law, Greywood Arts CLG is the data controller for the personal information described in this policy. This means we are responsible for deciding how and why your personal data is used.

Contact us about privacy:

Email: hello@greywoodarts.org

Postal address: Greywood Arts, Main Street, Killeagh, County Cork, Ireland P36 KN61.

If you have a question about how we handle your personal information, or wish to exercise your data protection rights, please contact us using the details above.

2. What information we collect

The information we collect depends on how you interact with Greywood Arts.

Artist residency applications

If you apply for a residency or creative opportunity, we may collect:

• Your name and contact details.
• Information about your artistic practice, experience and proposed project.
• Your artist biography, CV, portfolio, website and social media links.
• Information you provide about your residency requirements, availability and practical arrangements.
• Payment and transaction information, where relevant.
• Any additional information you choose to include in your application.

We use this information to assess applications, communicate with applicants, select artists, administer residencies and make the necessary arrangements with successful applicants.

We aim to collect only information that is relevant to the application and residency process.

Workshop and event bookings

If you book a workshop, class, or other Greywood Arts activity, we may collect:

• Your name and contact details.
• Booking and ticket information, including the activity you have booked and the number and type of tickets.
• Payment and transaction information, where relevant.
• Information needed to administer your booking, communicate changes and provide the activity.
• Relevant information about access requirements, dietary needs or other practical arrangements, where you choose to provide it.

For activities involving children, we may also collect a parent or guardian’s contact details and information needed to administer the child’s participation safely.

We ask people to share only information that is necessary for the activity. Where particularly sensitive information is needed, we will explain why and identify an appropriate legal basis for using it.

General enquiries and communications

If you contact us by email, through our website or through another communication channel, we may retain your name, contact details and the contents of your correspondence so that we can respond and manage our relationship with you.

Newsletter subscriptions

If you sign up to receive our newsletter or other marketing communications, we collect your email address and any information needed to manage your subscription and preferences.

You can unsubscribe at any time using the link in our emails or by contacting us directly.

Website information

When you visit our website, certain technical information may be collected automatically, depending on the website features and services in use. This may include your IP address, browser and device information, pages visited and information collected through cookies or similar technologies.

Please see the section on cookies below for further information.

3. How we use your information and our legal bases

We use personal data only where we have a lawful basis to do so under the General Data Protection Regulation (GDPR) and applicable Irish data protection law.

Depending on the circumstances, our legal bases include:

To provide a service or fulfil an agreement. We use information to process bookings, administer residencies, communicate with successful applicants and deliver the activities you have signed up for.

To pursue our legitimate interests. We may use relevant information to manage our organisation, respond to enquiries, maintain records of our activities, improve our services and administer relationships with artists and participants. We do this only where our interests are not overridden by your rights and interests.

To comply with legal obligations. We may retain and use relevant financial, transaction and other records where required by tax, accounting or other applicable laws.

With your consent. Where consent is the appropriate legal basis, for example for certain marketing communications, optional photographs or other optional uses of personal data, we will ask for your consent. You can withdraw consent at any time.

The appropriate legal basis depends on the particular activity. We do not rely on consent where another legal basis is more appropriate.

4. How we use residency / creative opportunity application information

Residency applications are used by Greywood Arts to administer and assess the relevant opportunity.

Applications may be reviewed by staff and, where appropriate, members of a selection panel or other people involved in the assessment process. We share only the information needed for this purpose.

We may retain information about successful applicants to administer their residency, maintain relevant records and document the activities we deliver.

Unsuccessful applications are retained only for as long as reasonably necessary for the application process, any associated queries or reviews, and any applicable legal or accountability requirements.

We do not use residency application information for unrelated purposes or publish application materials without an appropriate basis for doing so.

5. Payments and booking platforms

We may use third-party booking, ticketing and payment services to manage registrations and process payments.

Where you book through an external platform, that platform may collect and process personal and payment information under its own privacy policy. Greywood Arts receives the information necessary to administer your booking and activity.

Payments may be processed by an external payment provider. We do not intentionally collect or store your full payment card details where these are processed securely by the provider.

We primarily use Eventbrite, Sum Up and Stripe for payment processing.

6. Newsletters and marketing

If you subscribe to our newsletter, we use your contact details to send you updates about Greywood Arts, including workshops, events, artist opportunities and other activities.

We will provide a way to unsubscribe from marketing emails. Unsubscribing will not affect essential communications relating to a booking or residency you have already arranged with us.

We do not sell our mailing lists or share them with other organisations for their own marketing purposes.

We use MailChimp for our newsletters.

7. Photographs, video and documentation

Greywood Arts may photograph or record workshops, events, exhibitions and other activities to document our work, evaluate programmes and share information about our activities.

Where photographs, recordings or other materials identify individuals, we will handle them in accordance with applicable data protection law and any relevant permissions or consent arrangements.

Participation in an activity does not automatically mean that you agree to have identifiable photographs or recordings used for promotional purposes. Where consent is the appropriate basis for such use, we will seek it separately.

We take particular care when photographing or recording children and will follow appropriate consent, safeguarding and data protection procedures.

If you have a question or concern about a photograph or recording, please contact us.

8. Children’s personal information

Greywood Arts offers activities that may involve children and young people. We recognise that children have their own data protection rights and that their personal information deserves particular care.

We collect information about children only where it is needed for a specific purpose, such as administering a booking, communicating with a parent or guardian, or managing practical arrangements for an activity.

We take appropriate steps to ensure that information about children is accessed only by people who need it for their role. We do not use children’s personal information for unrelated purposes.

Where appropriate, we provide information to parents or guardians and explain relevant data practices to children in an accessible way.

9. Who we share information with

We do not sell your personal information.

We may share relevant information with:

• Booking, ticketing and payment providers that help us administer activities.
• Website hosting, email, newsletter and other IT service providers that support our operations.
• Selection panel members or assessors involved in reviewing creative opportunity applications.
• Funders and public bodies, where information is needed for legitimate reporting, monitoring, evaluation or legal requirements.
• Professional advisers, auditors or public authorities where required or permitted by law.

We aim to share only the information necessary for the relevant purpose. Where third-party providers process personal data on our behalf, we take appropriate steps to ensure that the processing is subject to suitable data protection arrangements.

Some service providers may process information outside the European Economic Area (EEA). Where this occurs, we will ensure that any international transfer complies with applicable data protection requirements.

10. How long we keep your information

We retain personal information only for as long as necessary for the purpose for which it was collected, taking account of our legal, financial, operational and accountability requirements.

Our retention periods vary depending on the type of information:

• Residency / Creative Opportunity applications: for the application and selection process, followed by a defined retention period for unsuccessful applications. Successful applications may be retained for longer where needed to administer the residency and maintain relevant records.
• Bookings and event records: for the administration of the activity, follow-up communications and any applicable financial, legal or reporting requirements.
• Financial records: for the period required by applicable accounting and tax law.
• Enquiries and correspondence: for as long as reasonably necessary to respond and maintain the relevant record.
• Newsletter subscriptions: until you unsubscribe or we otherwise determine that the information is no longer needed, subject to any necessary suppression record.
• Website technical data: according to the retention settings of the relevant website, hosting and analytics services.

We periodically review the information we hold and securely delete or anonymise it when it is no longer required.

11. How we protect your information

We take reasonable technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.

Access to personal information is limited to people who need it to carry out their responsibilities. We also take appropriate steps when working with external service providers.

No method of electronic storage or transmission can be guaranteed to be completely secure, but we take our responsibilities seriously and work to protect the information entrusted to us.

12. Cookies and website analytics

Our website may use cookies and similar technologies to support its operation, remember preferences or understand how visitors use the site.

Where cookies or similar technologies require consent, we will ask for consent before placing them. You can manage your preferences through the website’s cookie settings, where available, and through your browser settings.

The cookies in use depend on the website platform and any third-party services or embedded content we use.

13. Your data protection rights

Under data protection law, you may have the right to:

• Access your personal information and obtain a copy.
• Correct information that is inaccurate or incomplete.
• Request erasure of your information in certain circumstances.
• Restrict processing in certain circumstances.
• Object to processing based on legitimate interests and to direct marketing.
• Request data portability where the relevant legal conditions apply.
• Withdraw consent where we rely on consent, without affecting the lawfulness of processing before it was withdrawn.
• Complain to the Data Protection Commission if you believe your information has been handled unlawfully.

These rights are subject to certain conditions and exceptions under the law.

To exercise a right, contact us using the details in Section 1. We may need to verify your identity before responding.

You can find further information about your rights at the website of the Irish Data Protection Commission: https://www.dataprotection.ie/

14. Automated decision-making

Greywood Arts does not make decisions about residency applications or workshop participation solely through automated processing where those decisions produce legal or similarly significant effects.

Where we use digital tools to help organise or review information, appropriate human oversight remains in place.

15. Changes to this policy

We may update this policy when our activities, systems or legal obligations change. The latest version will be published on our website with the date of the most recent update.

16. Contact

If you have any questions about this privacy policy or how Greywood Arts handles your personal information, please contact:

Greywood Arts CLG
Email: hello@greywoodarts.org
Postal address: Greywood Arts, Main Street, Killeagh, County Cork, Ireland P36 KN61.