20,000 Women Zine Project Privacy Notice
Cheshire West and Chester Council is delivering the 20,000 Women Zine Project on behalf of Cheshire Archives.
The project is an artist-led, arts and archive project with communities that aims to collect, preserve and share stories of women and girls living in Cheshire today. Including workshops with community groups, schools, libraries and local organisations to create zines reflecting participants experiences, creativity and perspectives.
As part of the project, zines and associated materials may be accessioned into Cheshire Archives. Where material is accessioned, it becomes part of the archive collection and is preserved for long‑term historical and cultural record, in line with the Council’s public task to preserve records of local and historical interest.
Some material may also be selected for display as part of archive exhibitions or for permanent or temporary display within archive centres, in accordance with Archives policies and curatorial decisions.
Participation in workshops does not require material to be accessioned into the archive.
Where material is accessioned, it will form part of a permanent archive collection, and this has implications for retention and withdrawal, which are explained later in this notice.
What information we collect, use, and why
When you take part in the 20,000 Women Zine Project, Cheshire West and Chester Council collects personal information to support participation in workshops, manage project activity, and, where applicable, to accession material into Cheshire Archives.
The information collected depends on how you participate in the project and what you choose to include within your contribution. We only collect information that is relevant and necessary for the delivery of the project and for carrying out archive functions where material is accessioned.
Personal data
We may collect the following personal data:
To communicate with you about workshops, your participation in the project, and, where relevant, the project progress, to manage submissions and archive records.
To understand the age of participants, apply appropriate safeguarding arrangements, and ensure the correct handling of material relating to children and young people.
Where photography, audio or film is used to document workshop activity, capture images of zines, or record project outputs, this will form part of project and will be accessioned into the archive. Consent will be provided for optional uses.
Where material is accessioned into the archives, we collect information needed to manage the archive record, such as reference codes, workshop details and basic descriptive information. This supports cataloguing, preservation and access management.
Special category data
Some zines may include freetext, images or creative content that contains‑ special category data. This information is not requested, but may be included by participants as part of their creative work.
This may include information relating to:
- physical or mental health
- racial or ethnic origin
- religious or philosophical beliefs
- sexual orientation or aspects of personal identity
We may also collect limited health or accessibility information where needed to support someone to take part safely and inclusively in the project.
Special category data is processed only where necessary and appropriate, and where it arises through the creative choices of participants. All such information is handled with care and is subject to appropriate curatorial, safeguarding and access controls.
Criminal data
This project does not collect criminal offence data or criminal conviction information.
Information about other people
Some zines may include information about other living individuals, such as family members or people known to the participant. Where third‑party information appears, material is reviewed as part of the project’s curatorial and safeguarding processes. Steps may be taken to reduce risk, restrict access or redact material before display, where appropriate.
Sources of information
We primarily collect personal information directly from participants taking part in the 20,000 Women Zine Project.
Depending on how the project is delivered, we may also receive information from the following sources where this is necessary and appropriate:
Information provided directly by individuals taking part in workshops or submitting material to the project, including information included voluntarily within zines and accompanying submission forms.
Where participants are children, young people or vulnerable adults, information may be provided by a parent or guardian, including consent and submission information.
Where workshops are delivered through schools, libraries or community organisations, basic information may be provided by group leaders or organisers to support participation, safeguarding and practical arrangements.
Artists commissioned to deliver workshop activity may collect information on behalf of the Council, such as submission forms, consent information and completed zines, which are then transferred securely to the Council.
Some zines may contain information about other living individuals, such as family members or people known to the participant. This information is provided by the participant as part of their creative submission and is reviewed in line with the project’s curatorial and safeguarding processes.
We only collect information from these sources where it is relevant, necessary and lawful for the delivery of the project and, where applicable, for archiving purposes.
What is your personal information used for?
We use personal information in connection with the 20,000 Women Zine Project to support delivery of the project, manage participation, and, where applicable, to carry out archive functions.
This includes using information to:
- facilitate and manage workshops and other project activity
- communicate with participants and, where relevant, parents, carers or group leaders
- support safeguarding, accessibility and inclusive participation
- collect, manage and review zines and associated materials submitted to the project
- carry out archival activity, including accessioning, cataloguing, preservation and access management where material is transferred into the Archives
- curate and manage exhibitions or displays held by Cheshire Archives
- document and evaluate the project, including reporting to funders and partners
- respond to enquiries, concerns, data protection requests or complaints
Where material is accessioned into Cheshire Archives, personal information is used as part of the Council’s public task to preserve and make accessible records of local and historical interest, in line with archive policies and professional standards.
Who do we share your personal information with?
We share personal information only where it is necessary, relevant and lawful to deliver the 20,000 Women Zine Project and, where applicable, to carry out archive functions. Information is shared in line with data protection legislation and appropriate safeguards are in place.
Information may be shared with:
Artists commissioned to deliver workshops may handle limited personal information as part of delivering project activity. Where artists collect submission forms, consent information or completed zines on behalf of the Council, they do so in accordance with contractual data protection requirements and securely transfer material to the Council.
Where zines or associated materials are accessioned, information is shared internally with Cheshire Archives to support cataloguing, preservation, access management and exhibition activity, in line with archive policies and professional standards.
Where workshops are delivered through schools or community organisations, limited information may be shared to support safeguarding, accessibility and practical arrangements.
Project information, zines or associated materials may be shared with funders or partners to meet reporting and accountability requirements. Identifiable personal information is only shared where necessary and appropriate.
Information may be shared internally where needed for safeguarding, archive management, data protection compliance or responding to requests and complaints.
We only share the minimum amount of information required for each purpose. All organisations and individuals receiving information are required to handle it securely and in accordance with data protection law.
Data processors
We use data processors to support delivery of the 20,000 Women Zine Project and to ensure that personal information is handled securely and appropriately. Data processors act on the Council’s instructions and are required to comply with data protection legislation and contractual requirements.
Data processors used for this project may include:
Where artists collect submission forms, consent information or completed zines on behalf of the Council, they act as data processors. They are required to handle information securely, only use it for the purposes of the project, and transfer materials to the Council as soon as reasonably possible.
An online booking system used to manage workshop bookings and, where applicable, record optional consent for receiving project updates or publicity information.
Cheshire West and Chester Council uses approved internal systems, including secure document storage and case management tools, to store, manage and protect information collected as part of the project. Access to these systems is restricted to authorised staff only.
All data processors are subject to appropriate contractual controls and are required to process personal information securely and in accordance with the Council’s instructions.
Data Controller
Cheshire West and Chester Council is the Data Controller for personal information processed as part of the 20,000 Women Zine Project. The Council is responsible for determining how and why personal information is used in connection with delivery of the project and, where applicable, for archive purposes.
Where material is accessioned into Cheshire Archives, personal information is processed as part of the Council’s public task to preserve and make accessible records of local and historical interest, in line with archive policies and professional standards. Cheshire Archives is a service hosted by the Council and does not act as a separate data controller.
Artists delivering the project may act as independent data controllers for limited personal information they collect directly to facilitate workshops they manage themselves, such as arranging attendance or contacting group organisers. This information is handled separately by artists in accordance with their own data protection responsibilities and is not shared with the Council unless required for project delivery.
For information processed under the control of Cheshire West and Chester Council, the Council remains responsible for ensuring that personal data is handled lawfully, fairly and securely.
The lawful basis for processing
Cheshire West and Chester Council processes personal information in connection with the 20,000 Women Zine Project under the UK General Data Protection Regulation (UK GDPR).
For processing relating to delivery of the project and archival activity, the Council relies on:
UK GDPR Article 6(1)(e) – Public Task:
Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority. This includes the Council’s function to collect, preserve and make accessible material of local and historical interest through its archive services.
Where zines or associated materials are accessioned into Cheshire Archives, personal information is processed under this public task basis. This includes long‑term preservation, cataloguing, access management and archive exhibitions. These activities do not rely on consent once material has been accessioned.
Consent is used only in limited and specific circumstances where processing is not part of the Council’s core archive function. This may include optional activities such as receiving project updates, promotional communications, or use of images or recordings outside the archival context.
Consent is not relied upon for archiving, long‑term preservation, cataloguing, access management or archive exhibitions. Where material has been accessioned into Cheshire Archives, processing continues under the Council’s public task and cannot be undone by withdrawing consent. Where consent is used for optional activity, individuals are provided with clear information on how to withdraw consent for future use.
Where promotional emails are sent, each message will include an option to unsubscribe at any time.
Special category data
Some material submitted to the project may include special category data as part of free‑text, images or creative content.
Where special category data is processed as part of archiving activities, the Council relies on:
UK GDPR Article 9(2)(j) – Archiving in the public interest, supported by the Data Protection Act 2018 Schedule 1:
This allows special category data to be processed where necessary for archiving purposes in the public interest, subject to appropriate safeguards.
Where special category data is processed for limited non‑archival purposes, such as supporting accessibility or inclusive participation, processing is carried out only where necessary and appropriate and is handled with additional care.
International data transfers
Personal information collected as part of the 20,000 Women Zine Project is stored and processed within the United Kingdom.
We do not routinely transfer personal information outside the UK. Where external systems or service providers are used, they are UK‑based or operate under arrangements that ensure personal information remains protected in line with UK data protection law.
If, in exceptional circumstances, personal information needed to be transferred outside the UK, appropriate safeguards would be put in place to ensure the information is protected. These safeguards may include adequacy regulations, contractual protections, or other lawful mechanisms required by data protection legislation.
Retention period
We only keep personal information for as long as it is necessary for the purposes of the 20,000 Women Zine Project and, where applicable, for archive functions.
In practice, this means:
Personal information used to facilitate and manage participation in workshops, project communications, accessibility arrangements and administrative activity is retained only for the duration of the project and any short period afterwards to manage queries or complaints. This information will then be securely deleted in line with council retention practices.
Where individuals have provided consent to receive project updates or publicity information, contact details are retained only while the project is active or until consent is withdrawn. These details are deleted once they are no longer required.
Where zines or associated materials are accessioned into Cheshire Archives, they become part of the archive collection and are retained permanently. This may include zines, images of zines, photographs, audio or film recordings, and associated catalogue information. Permanent retention supports the Council’s public task to preserve and make accessible records of local and historical interest.
Where children are data subjects in zines and/or associated materials that have been accessioned into the archive, they continue to be retained under the Council’s public task and are not automatically removed when an individual reaches adulthood. If we receive a request to withdraw materials relating to an individual who is under 18, these will be considered carefully, taking account of safeguarding and welfare. Where appropriate and where the data subject is identifiable, we will manage this through restriction of access or removal from display where possible, instead of deletion of the archive record.
Where information is used for research, reporting or evaluation purposes outside the archive context, it will be anonymised wherever possible.
Your rights
The UK GDPR provides you with a several rights to control what personal information is used by us and how it is used by us.
Further guidance about these rights can be accessed from the Information Commissioner’s Office (ICO) website
If you are not happy about the way your personal data is being used, or you require further information about how we process your personal data, you can contact the Data Protection Team:-
- Online: Contact the DPO
- By post: Data Protection Officer, The Portal, Wellington Road, Ellesmere Port, CH65 0BA
You also have the right to complain to the Information Commissioner’s Office using the following details:
- Website: Information Commissioner's Office (ICO)
- Instant Message: Live Chat
- By post: The Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
- Phone: 0303 123 1113