Policy
At Legacy, we are committed to protecting your privacy and ensuring a safe and transparent experience when using our website. This policy outlines how we collect, use, and safeguard your personal information, as well as your rights and choices regarding your data. By continuing to use our site, you agree to the terms outlined in this policy.
Privacy Policy 1. Our Commitment to Your Privacy At Legacy Centre of Excellence, we value the trust our community places in us. Whether you attend an event, apply for a role, or simply get in touch, your personal information matters. This policy outlines how we collect, use, store, and protect any information you share with us. 2. Who This Policy Covers This policy applies to anyone who engages with Legacy, including: •Event attendees and participants •Artists, performers, and facilitators •Contractors and freelancers •Donors and supporters •Job applicants, volunteers, and staff 3. What Information We Collect Depending on your relationship with us, we may collect: •Your name and contact details (email, phone, address) •Information relevant to bookings or applications (e.g. CVs, access needs) •Payment and transaction details (where applicable) •Preferences for communication or event participation •Media such as photos or videos, where consent is given •Digital identifiers such as IP addresses when you visit our website We only collect what is necessary, and we explain why at the point of data capture. 4. How We Use Your Information We use personal data to: •Process bookings, registrations and communications •Deliver creative programmes, workshops and events •Monitor participation and evaluate our impact •Promote our work (with permission) •Respond to your enquiries or feedback •Comply with legal, safeguarding and funding requirements 5. Marketing and Communication We will only contact you with newsletters, updates or event promotions if you’ve actively given us permission. You can unsubscribe or change your preferences at any time via the links provided in our emails or by contacting us directly. 6. Photography, Video and Media From time to time, we document events through photography or video. You will be notified when media is being captured, and we will always seek consent before using recognisable images of individuals in any publicity materials. Where children or vulnerable adults are present, additional permissions will be requested. 7. Your Rights and Choices You have the right to: •Request a copy of the data we hold about you •Ask us to correct or update your information •Withdraw consent for communications or media use •Request deletion of your data, unless we are legally required to keep it •Lodge a complaint with the Information Commissioner’s Office (ICO) if you’re concerned about our handling of your data All requests can be made by contacting Email: Governance@legacycoe.co.uk 8. How We Keep Your Data Safe We take security seriously. We store your data securely and only give access to staff or partners who need it to carry out their roles. Our systems are password-protected and monitored, and we use encrypted platforms for storing and transferring sensitive data. We only keep your information for as long as necessary for its intended purpose, or as required by law or our funders. 9. Sharing Your Information We will never sell your personal data. We may share it with trusted third parties if: •It is necessary for delivering a service you’ve requested (e.g., ticketing providers) •We are legally required to (e.g., for safeguarding or law enforcement) •You give us your explicit consent All partners we work with must meet our standards for data protection. 10. Cookies and Website Usage Our website uses cookies to improve functionality and understand how people use our pages. Cookies do not collect personally identifiable information unless you provide it. You can adjust your cookie preferences in your browser at any time. 11. Updates to This Policy We may update this policy to reflect changes in legislation or how we work. The most recent version will always be available on our website. 12. Contact Us If you have any questions about this policy or how we use your data, please get in touch: Data Protection Lead Legacy Centre of Excellence 144 Potters Lane Birmingham B6 4UU Email: Governance@legacycoe.co.uk
Modern Slavery 1. Our Commitment Legacy Centre of Excellence (“Legacy COE”, “the organisation”) recognises the critical role that community and cultural organisations play in preventing modern slavery and human trafficking. We condemn all forms of modern slavery and affirm our commitment to acting ethically and transparently in all aspects of our operations and supply chains. 2. Organisational Structure & Operations We are a Birmingham based Community Interest Company dedicated to delivering creative, cultural, and community-focused programmes. Our core activities include venue hire, artist development, workshops, and public events, supported by a small team of staff, freelancers, contractors, and suppliers. 3. Our Supply Chains Legacy commissions goods and services including: •Venue maintenance and facilities management •Technical production and event services •Cleaning, catering, and hospitality •Artist fees, creative workshops, and consultancy •Equipment rental, marketing, and IT services We recognise these categories may carry higher risk for exploitation, particularly where supply is indirect or subcontracted. 4. Policies and Governance We continuously develop and implement policies to uphold high ethical standards: •Safeguarding Policy: Protects adults and children from harm. •Code of Conduct: Sets expectations for ethical behaviour across the organisation. •Procurement & Supplier Policy: Requires modern slavery standards in contracts and agreements. •Whistleblowing Policy: Ensures confidential reporting of any concerns. Responsibility for oversight lies with the CEO and Board of Trustees, supported operationally by the Finance & Operations Manager and Safeguarding Lead. 5. Assessing Risks and Due Diligence We proactively manage risk by: •Including modern slavery clauses and ethical standards in supplier agreements •Requiring confirmation from suppliers that they uphold anti-slavery commitments •Screening new suppliers based on spend, role, and geographic footprint •Checking impact priority areas such as hospitality, maintenance, and contracted services 6. Training & Awareness Staff involved in procurement, event coordination, and operations receive annual training on: •Identifying modern slavery indicators •Reporting concerns through internal or external channels •Organisational due diligence responsibilities 7. Reporting and Whistleblowing Concerned individuals are encouraged to report suspected abuses via: •Our confidential internal Whistleblowing Policy •The Modern Slavery Helpline on 0800 0121 700 or report it online. No one will face retaliation for reporting in good faith. 8. Assessing Our Effectiveness Our evaluation is based on: •Completion of modern slavery clauses in contracts •Supplier sign ups to our policy in priority categories •Identification and resolution of any concerns or breaches •Annual analysis by the Board and staff of policy effectiveness 10. Board Approval This statement has been approved by the Legacy Centre of Excellence Board and CEO. It is published in accordance with the UK Modern Slavery Act 2015 and will be reviewed annually to ensure continued relevance and action. For questions or concerns, please contact: Harjinder Paul Governance lead Legacy Centre of Excellence CIC 144 Potters Lane Aston Birmingham B6 4UU Email: Governance@legacycoe.co.uk
Accessibility 1. Our Commitment Legacy Centre of Excellence is committed to making our spaces, services and cultural programmes accessible to everyone. We believe that access is a right not a bonus and we strive to ensure that our facilities and activities are inclusive, welcoming, and barrier-free for all individuals regardless of age, disability, neurodiversity, language, or support needs. 2. Physical Access Our venue has been designed with accessibility in mind: •Step-free access is available throughout the building, including all entrances and performance spaces. •Accessible toilets are located on the ground floor, with gender-neutral options available. •Lifts serve all public floors. •Wheelchair spaces are available in performance and event spaces. We encourage advance booking to ensure needs are met. •Blue Badge parking is available nearby; please contact us in advance for recommendations. 3. Sensory & Neurodivergent Access We understand that some visitors may have sensory sensitivities, learning differences, or neurodiverse needs. We are working to provide: •Clear signage and visual guides for key areas •Low-stimulation zones or quiet breakout areas upon request •Visual schedules or storyboards for specific events •Relaxed performances or workshops, when available, with reduced noise and flexible audience movement If you require a visual guide before your visit, we can provide a downloadable pack or email version upon request. 4. Deaf & Hard of Hearing Access •Portable hearing loop systems are available in our main performance and meeting spaces. •BSL interpretation or captioning can be arranged for public events with advance notice. •We are working towards ensuring that essential information, including safety announcements, is accessible in multiple formats. 5. Blind & Visually Impaired Access •Our building uses high-contrast signage and tactile indicators where possible. •Assistance dogs are welcome in all public areas. •Audio-described events or guided tours may be available, please check our listings or contact us to request accessible formats. •Event materials (e.g., programmes or schedules) can be made available in large print or digital formats. 6. Communication & Support We aim to communicate inclusively: •Easy-read materials, audio alternatives and plain English versions of documents are available on request. •Our staff and volunteers receive ongoing disability awareness and customer service training. •If you’d like to arrange a pre-visit conversation or building orientation, we’re happy to support. We welcome carers and support workers to attend free of charge with an access user. Please inform us at the time of booking. 7. Booking & Event Accessibility When booking events, we invite you to share any access requirements. Our booking system allows access notes, or you can contact us directly. •Wherever possible, we’ll make adjustments or tailor your visit to your needs. •Some events will have designated access performances, including BSL interpretation, audio description, or relaxed formats.
Codes of Conduct Legacy Centre of Excellence 1. Introduction Legacy COE is committed to conducting its operations with integrity, professionalism, and accountability. Every individual engaged by Legacy is expected to uphold our core values which include: •Creativity •Integrity •Service •Respect •Leadership To act ethically, and demonstrate sound judgment in all relationships, whether with colleagues, service users, partners, or the wider community. This Code provides a guiding framework for navigating ethical dilemmas and ensuring that all actions reflect the highest standards of behaviour 2. Honest, Fair and Transparent Dealings Legacy expects honesty, fairness, and transparency in all communications and transactions. Individuals must not misrepresent their qualifications or prospects nor mislead stakeholders. All contracts, reports, financial documents, and statements should truthfully reflect the nature of services provided. 3. Professional Integrity and Responsibility Everyone associated with Legacy shall conduct themselves in a manner that honours professionalism and ethical responsibility. This entails adhering to governing laws, regulations, policies, and best practices. Individuals are expected to seek guidance if unsure about appropriate conduct. 4. Anti Bribery and Corruption Legacy prohibits any form of bribery or corruption. Individuals must not offer, solicit or accept bribes, inducements, or improper advantages for business gain. All interactions with contractors, suppliers, partners, and public officials must be transparent, lawful, and recorded in accordance with Legacy’s anti bribery and procurement practices 5. Conflicts of Interest Individuals must avoid conflicts or the appearance of conflicts between personal interests and Legacy’s interests. They should declare any potential conflicts (such as familial, financial, or personal relationships) to senior leadership and accept direction on how to manage or resolve such conflicts. 6. Confidentiality and Data Protection Legacy demands careful and lawful handling of confidential information. Sensitive data whether relating to individuals, partners, finances, or organisational operations should be kept secure and only disclosed when authorised or legally required. All data handling must comply with UK GDPR and Legacy’s Data Protection Policy. 7. Respect and Inclusion Legacy fosters a diverse and inclusive environment where all individuals are treated with dignity and respect. Discrimination, bullying, harassment, or victimisation will not be tolerated. Any concerns should be reported following Legacy’s Dignity at Work policy and will be fully investigated. 8. Professional Conduct Online Individuals represent Legacy in all online and digital interactions. Conduct should mirror in-person professionalism. Posting degrading, misleading, or confidential material is prohibited and may be subject to disciplinary action. 9. Reporting Misconduct (Whistleblowing) Legacy encourages the reporting of unethical or illegal practices without fear of retaliation. Individuals may report concerns confidentially to senior leadership or via Legacy’s whistleblowing channels. All reports will be treated seriously, investigated appropriately, and safeguards will protect those who raise concerns in good faith. 10. Accurate Record-Keeping All operational records—financial or otherwise—must be accurate, complete, and maintained in line with relevant retention policies. Any falsification or improper destruction of records is strictly prohibited. 11. Compliance with Laws and Regulations Individuals must comply with applicable national and local laws, regulations, and professional standards in all activities. Legacy will enforce compliance and may apply disciplinary measures for violations. 12. Governance and Oversight Ultimate responsibility for ensuring adherence to this Code rests with the Board of Trustees and the CEO. They shall ensure appropriate training, oversight, and mechanisms are in place to uphold this Code, including mechanisms for review, monitoring, and enforcement. 13. Consequences of Non Compliance Violations of this Code may result in disciplinary action, including dismissal or termination of relationships with contractors, volunteers, or partners. Serious infringements could also prompt legal or regulatory action. Acknowledgement By engaging with Legacy, you acknowledge that you have read, understood, and agree to comply with this Code of Conduct. You accept that this Code is not contractual, can be updated at any time, and that compliance will be monitored. You further acknowledge your responsibility to seek advice when unclear and to speak up promptly when concerns arise.
Cookies 1. Introduction This Cookies Policy explains how Legacy Centre of Excellence CIC (“Legacy COE”, “the organisation”) uses cookies and similar technologies on our website https://legacycoe.co.uk. By using our website, you consent to our use of cookies as described below. 2. What Are Cookies? Cookies are small text files placed on your device when you visit a website. They help the site recognise your device, remember your preferences, and improve your experience. Cookies can be: •Session cookies: deleted when you close your browser. •Persistent cookies: remain on your device for a set period or until you delete them. 3. Types of Cookies We Use •Essential cookies: Enable core functions like page navigation and access to secure areas. The website cannot function properly without these. •Performance cookies: Help us understand how visitors interact with the website by collecting and reporting anonymous information (e.g., Google Analytics). •Functionality cookies: Allow the website to remember choices you make (such as language or region) to provide enhanced features. •Targeting/Advertising cookies: Used to deliver content more relevant to you and your interests. We do not currently use advertising cookies. 4. Why We Use Cookies We use cookies to: •Make our website work efficiently and securely. •Analyse site traffic and usage patterns to improve content and navigation. •Remember your settings and preferences. 5. Third-Party Cookies We may use third-party services, such as Google Analytics, which set cookies on our behalf to collect information about how visitors use our site. These cookies are used only for statistical analysis. 6. Managing Cookies You can manage or delete cookies at any time through your browser settings. You can usually: •Block all cookies. •Block only third-party cookies. •Delete existing cookies. However, blocking or deleting cookies may affect the website’s functionality. 7. Changes to This Policy We may update this Cookies Policy from time to time. Any changes will be posted on this page with an updated revision date. 8. Contact Us If you have any questions about our use of cookies, please contact us at: Email: Governance@legacycoe.co.uk
Complaints Policy
Equality and Diversity 1. Purpose Legacy Centre of Excellence CIC ("Legacy COE") celebrates diversity and is committed to building an inclusive culture where everyone feels respected, valued, and able to thrive. This policy sets out our commitment to: •Ensuring equality of opportunity •Preventing discrimination •Promoting fairness, dignity and respect across all employment, partnerships, programming, and community engagement. 2. Scope This policy applies to: •All employees, freelancers, volunteers, and board members •Contractors, partners, and collaborators •All services, events, programmes, and activities delivered by Legacy COE 3. Legal Framework This policy complies with the following UK legislation: •Equality Act 2010, protecting against discrimination based on: 1️ Age 2️ Disability 3️ Gender reassignment 4️ Marriage and civil partnership 5️ Pregnancy and maternity 6️ Race (including ethnic origin, nationality, skin colour) 7️ Religion or belief 8️ Sex 9️ Sexual orientation •Human Rights Act 1998 •Public Sector Equality Duty (as applicable to partnerships) •Gender Recognition Act 2004 •UK GDPR & Data Protection Act 2018 •Protection from Harassment Act 1997 ________________________________________ 4. Our Commitments Legacy COE is committed to: •Equality of access, participation and opportunity in employment and service delivery •Challenging discrimination, harassment and bullying •Fostering a safe, inclusive, and respectful workplace and service environment •Monitoring and evaluating workforce and service user data to identify barriers and take action •Providing ongoing training on DE&I for staff and leadership •Engaging with underrepresented communities and amplifying marginalised voices Embedding DE&I in our: - Artistic programming - Recruitment - Communications - Governance 5. Responsibilities All Staff & Volunteers must: •Treat others with dignity and respect •Promote equality and challenge discrimination •Report any breaches of this policy Managers & Team Leaders must: •Lead by example and embed inclusive practices •Address any discriminatory behaviour or complaints promptly •Support diverse recruitment and progression practices Board of Trustees are responsible for: •Embedding DE&I at a strategic level •Monitoring progress against DE&I goals HR / Governance Lead will: •Provide guidance and training •Investigate complaints of discrimination, bullying or harassment •Review and update this policy annually 6. Unacceptable Behaviour Legacy COE has zero tolerance for: •Discrimination •Harassment •Victimisation •Bullying Examples include: •Offensive language or “banter” •Exclusion or isolation •Stereotyping or bias in decision-making •Microaggressions or unconscious bias •Dismissing concerns about inclusion raised by staff or service users Breaches of this policy may lead to disciplinary action, up to and including dismissal. 7. Monitoring and Reporting Legacy COE will regularly review: •Staff recruitment, retention, and progression data •Feedback from staff, volunteers and service users •Complaints or grievances related to DE&I This will help us: Identify trends Evaluate impact Continuously improve our practices 8. Continuous Improvement Legacy COE is on a journey of learning and growth in DE&I. We will: •Seek feedback from diverse communities •Partner with DE&I experts and community organisations •Reflect DE&I priorities in our annual planning and training calendar •Celebrate key moments such as: Black History Month LGBTQ+ History Month International Women’s Day And other cultural celebrations important to our community 9. Support and Training Legacy COE will provide: Mandatory DE&I induction training for all new staff Ongoing learning opportunities on: - Unconscious bias - Inclusive language - Allyship - Accessibility Inclusive recruitment tools and guidance for managers 10. Policy Review This policy will be reviewed annually, or sooner if: •UK legislation changes •There are serious incidents or complaints •The organisation sets new DE&I goals or priorities Staff-Friendly Summary for Handbook Diversity is our strength. Inclusion is our practice. At Legacy Centre of Excellence, we: •Welcome and celebrate everyone •Reject discrimination in any form •Expect respectful behaviour from all staff, volunteers, partners, and service users •Support fair hiring, progression and programming •Offer training and safe spaces for learning and growth If something doesn’t feel right — speak up. We will listen and act.