Privacy Policy

1. Context and Overview

KP Projects CIC needs to gather and use certain information about individuals.

These can include customers, suppliers, business contacts, freelance employees, project participants, volunteers and other people the organisation has a relationship with or may need to contact.

This policy describes how this personal data must be collected, handled and stored to meet the company’s data protection standards – and to comply with the law.

2. Why this policy exists:

This data management policy ensures KP Projects CIC:

  • Complies with data protection law and follows good practice
  • Protects the rights of customers, staff and partners
  • Is transparent about how it stores and processes individuals’ data
  • Protects itself from the risks of a data breach

3. Data protection law:

The General Data Protection Regulation (GDPR) applies in the UK and across the EU from May 2018. It requires personal data shall be:

3.1 Processed lawfully, fairly and in a transparent manner in relation to individuals

3.2 Collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes; further processing for archiving purposes in the public interest, scientific or historical research or statistical purposes shall not be considered to be incompatible with the initial purposes

3.3 Adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed

3.4 Accurate and, where necessary, kept up to date; every reasonable step must be taken to ensure that inaccurate personal data, having regard to the purposes for which they are processed, are erased or rectified without delay

5.5 Kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed; personal data may be stored for longer periods insofar as the personal data is processed solely for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes subject to implementation of the appropriate technical and organisational measures required by GDPR in order to safeguard the rights and freedoms of individuals

3.6 Processed in a manner that ensures appropriate security of personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures

3.7 The controller shall be responsible for, and be able to demonstrate, compliance with the above principles

4. People and responsibilities

KP Projects CIC’s Director, Karen Poley will be responsible for fulfilling the tasks of Data Protection Officer in respect of KP Projects CIC

This person will be responsible to inform, advise and monitor the organization and its employees about their obligations to comply with GDPR and data protection laws.

5. Scope of personal information to be processed.

5.1 Names of clients, email addresses, postal addresses and phone numbers are collected for customers through booking a ticket. This is kept on Eventbrite for the duration of the event unless the client subscribes to the Mailchimp mailing list

5.2 Names, email address phone numbers and emergency contact details are collected from Volunteers. These are stored on a secure online server (dropbox) and password protected. It is deleted when the project ends or when the volunteer requests to leave. Periodic emails will be sent to volunteers to ask them if they are still interested in being part of the volunteer team for KP Projects CIC.

5.3 Names & email addresses are collected on event evaluation forms, for inclusion on the KP Projects CIC mailing list.  These are kept on Mailchimp until the person unsubscribes

5.4. Names & email addresses may be collected via social media or website subscriptions to the Mailchimp mailing list & are kept until the person unsubscribes

6. Uses and Conditions for processing

Outcome/Use Processing Required Date to be processed Conditions for processing Evidence for lawful basis
Bi-monthly or quarterly newsletter Sent via Mailchimp Name and email Consent Agreed by email, signing up at events, social media & Mailchimp or on Eventbrite
Information on Volunteering Mailmerge with volunteer contacts Name and email Consent Agreed on application for becoming a volunteer
Ticketing & event information Processed via Eventbrite Name, email, address, payment details Consent Agreed on booking tickets
Impact research data Follow up questionnaires sent via Mailchimp or Survey Monkey Email Consent Agreed by signing up at events

7. Privacy Impact Assessment

Using PIA guidance & a template this website – – it has been determined that a PIA is not currently required, a decision that will be monitored on an ongoing basis.

8. Data Sharing

Data collected will not be shared with any external organisations or individuals

9. Security Measures

Public information will be collected & held for processing on either Mailchimp or Eventbrite, using their online security mechanisms.

Volunteer data will be held on the Dropbox online file sharing service in a password protected document

10. Subject Access requests

Individuals have the right to access any personal data held and can request this verbally or in writing.  KP Projects CIC will respond within one month to requests.

11. Privacy Notices wording examples

Eventbrite notice

The Living Coast Undersea Experience is produced by KP Projects CIC. The information provided will only use the contact details you have provided for delivering of the experience.  Once the event has past and all financial transactions have been completed all personal information is deleted.

To view our full Privacy Policy please click here

Mailchimp subscription notice

By subscribing to our mailing list you have agreed for KP Projects CIC to contact you about The Living Coast Undersea Experience. Your information will not be shared with any third parties unless otherwise agreed. We store your information in a secure manner and your details will only be kept for the duration of the project.

If you wish to change your information or to be removed from the mailing list then please click on the ‘unsubscribe’ link below.

Photo consent notice, permission form & poster wording for use at events

Photo Consent Notice

KP Projects CIC will be taking pictures and/or video of this event to use in our publicity (including social media & website) & reporting to funders.

These images will be used by KP projects CIC and [insert any partner organisations] in the following ways:

  • Printed publicity
  • Online publicity (including Facebook, Twitter & Instagram)
  • Shared with potential funders

They will be stored securely and will not be kept for longer than they are needed for the purposes listed above.

If you would prefer not to be photographed, please speak to the Event Manager.

Permissions Form for children

KP Projects CIC often take photographs/ films of children at our activities to use in our publicity (including social media and website) & reporting to funders. Once we no longer need images for publicity purposes, we will delete them. You can ask to see a copy of images we hold of your child(ren), or ask for them to be deleted, at any time by emailing us on

Please sign below to give consent for us to photograph your child and use the images as described above. 

Newsletter sign up wording on evaluation form

Can we contact you about The Living Coast Undersea Experience:  Yes /No

With a brief questionnaire about ongoing impact of this project:  Yes/No

What’s your email address?

Can we share your email with The Living Coast Biosphere region Yes/No

Website notice

The Living Coast Undersea Experience is produced by KP Projects CIC, which will only use the contact details you have provided for delivering The Living Coast Undersea Experience project. 

Your details may be shared with event partners & funders directly involved in producing this event, including The Living Coast, Sussex IFCA, & Sussex Wildlife Trust, but only if you specifically agree.

12. Ongoing documentation of measures to ensure compliance

1)    Maintain documentation/evidence of the privacy measures implemented and records of compliance

  • Regularly test the privacy measures implemented and maintain records of the testing and outcomes.
  • Use the results of testing, other audits, or metrics to demonstrate both existing and continuous compliance improvement efforts.
  • Keep records showing training of employees on privacy and data protection matters.

KP Projects CIC 2019


The Living Coast Undersea Experience – how to see underwater!

Karen Poley, Creative Producer

In early 2014 I heard a talk by Rich Howarth from The Living Coast, the Brighton & Lewes Downs UNESCO World Biosphere Region, in which he mentioned that the Beachy Head West Marine Conservation Zone (MCZ) had just been designated off the coast of Brighton.  The MCZ runs between Brighton Marina & Beachy Head & out to see for a half a mile or so.   It is a unique chalk reef, created by waves eroding chalk cliffs along the coastline, & is home to abundant wildlife, including rare short-snouted seahorses & threatened species, such as blue mussel beds & native oysters. 

I was staggered!  I had no idea that anything was alive down there!  I know how daft that sounds, but I grew up on the Sussex coast in an era when people stopped going in the water following a few too many sewage spills.  Since then, I’ve never really gone back in, or ever thought that much about it.

My first thought now, was ‘How can we see the MCZ?’  And the answer is, that its pretty tricky unless you can dive, & even then there’s only a couple of weeks of the year that the water is clear enough to see much.   Obviously, most people can’t afford to dive, but surely everyone, especially the thousands living within a couple of miles of the MCZ, would want to see it if they could.

With a background in producing outdoor arts events, performances & community engagement projects, I wondered about creating an underwater MCZ experience in a street with giant projections & maybe some performance.  But it quickly became apparent that a ton of technology would be required &, to be viable, it would need to be filled with lots & lots & lots of people; hardly the ethereal & relatively quiet experience of being underwater. 

As I talked to various artists, creatives & technical people, I realised that hardly anyone knew about the Biosphere or MCZ designations, & helping raising awareness of these became a second key idea.

Simon Wilkinson of C!RCA69, suggested virtual reality, a relatively new technology utterly perfect for creating an immersive, underwater experience.  Being virtually in the marine environment, exploring the chalk gully formations & seeing marine life all around, is a powerful & awe inspiring, kinaesthetic experience.  Just like diving but without getting wet. 

In partnership with The Living Coast, Sussex IFCA (Inshore Fisheries & Conservation Authority) & Sussex Wildlife Trust, ideas developed around modelling the MCZ’s chalk reef to create a 3.5m square area for exploration, populated by a long, long list of marine plants & animals found locally. 

The result is an extraordinary & very real experience, which we are now starting to tour, as a pilot, to communities along the MCZ coastline.  The next dates are over the Easter holidays, starting with a trip to funders, the National Marine Aquarium in Plymouth, on 6th & 7th April. 

Further info & dates here:

Find us on Instagram @kpprojectscic & Twitter @kpprojectscic  & on Facebook /kpprojectscic

The Living Coast Undersea Experience is funded by Arts Council England, National Marine Aquarium, Sussex Community Foundation, South Downs National Park & Heritage Lottery Fund.

The Bicycle Ballet Ballet (working title)

Initial Concept Words & Ideas © The Bicycle Ballet Co

The Bicycle Ballet Ballet will merge ballet & contemporary dance with bicycles, to synthesize a new imagery for performance & cycling.

The project emerges in response to the idea that a rich, creative link exists between the technical skill & precision of a highly trained ballet dancer & the beautifully balanced mechanism of a bicycle.

This metaphor mimics the aesthetics of modernism, in which form follows function, & the machine aesthetic of Constructivism, merging with the body.  The project will draw on this influence in the design of both the dance & production (costumes, music, style).

The piece draws on the Modernist dream of the elegant city to present a tale of an idealised future.  Tapping into contemporary visions of repurposing & remaking, where the city is free from choking pollution & traffic congestion; the streets reimagined as spaces for people; ease of travel & everyone living & moving in harmony.  The bicycle is the ‘ideal’ machine to cut through traffic, offering liberation, health & possibility.

Underpinning the concept is The Bicycle Ballet Company’s commitment to change the way people think about riding bicycles.  Reframing cycling here as an activity of elegance & excellence to interrupt cycling stereotypes & help encourage people, including ballet dancers, to ride.

The piece will be flexible, to be performed by six dancers in a variety of spaces, & even move through & between places.  It will be created for touring & sustainability, with participatory opportunities.  Choreographed by Virginia Farman in collaboration with Creative Producer Karen Poley.

Blazing Saddles

A group of women in blue & pink late 18th century long skirts & puffed sleeves walk down the roadA new show from The Bicycle Ballet Company, created in 2016/7, will be developed in 2018 to further explore the history of women & cycling & fashion & its relevance today.

In particular, we are interested in extending the potential for engaging with local communities, working with a wide range of people, community groups & organisations, to explore the ideas behind the show & to create arts & heritage activities with & for local communities.

Find out more about the show & future ideas in this short presentation, made to delegates of Xtrax Shorts, at the Out There Festival in Great Yarmouth September 2017.  Click HERE to watch

More info on the show HERE

The Living Coast Undersea Experience

The Living Coast Undersea Experience is an interactive, virtual reality & 360 experience, enabling users to explore the underwater environment of the Beachy Head West Marine Conservation Zone (BHW MCZ), which runs between Brighton Marina & Beachy Head, without getting wet! Click on the image below to explore.

The 2019 pilot tour has been an amazing success. To date, the VR installation & 360 film have visited 18 venues, including community centres, visitor centres, arts venues, an aquarium, a museum, an outdoor event, three primary schools & a STEM event for secondary schools, over 28 days.

An incredible 2,455 people dived underwater with us & the feedback was overwhelmingly positive, with many inspired to change their behaviour to help conserve the marine environment. Find out what YOU can do

Have a look at this short film to see people’s reactions:


Mosaic of drawings

An amazing mosaic has been created to showcase 499 drawings made by our younger users. Click Here to explore

What’s next?

Going forward, we aim to continue developing education & interpretation materials, research into the project’s impact, & extending touring into local communities beyond the MCZ coastline & into the wider region across The Living Coast, South Downs National Park, Sussex Heritage Coast & the new MCZ, Beachy Head East.

Fundraising has started & we’re delighted to announce an award from The Chalk Cliff Trust has just been received to help us start on the next phase…

How you can get involved…

Please get in touch, info if:

  • You are a school, arts or community centre or venue, museum, visitor centre, festival or outdoor event along the Sussex coastline, in The Living Coast or South Downs National Park areas, & are interested in presenting TLC Undersea Experience, we are looking for partners for funding bids to continue touring in 2020 & beyond
  • You are a primary school, we are looking to roll out TLC Undersea Experience as part of a modular, quest-learning programme piloted in 2019, to engage pupils with the local marine environment, marine life & conservational behaviours
  • You are a secondary school, we are looking to run a inset day training & develop lesson plans around TLC Undersea Experience exploring a range of possible curricula areas from geography to technology & beyond

Other ways you can help:

  • Volunteering opportunities, more here…
  • There are exciting & engaging sponsorship opportunities & the project needs patrons & funders to help develop subsequent touring opportunities for this amazing project across the Biosphere region to schools, community centres & venues.  Please get in touch for further information:

The Experience aims to:

  • Open up one of the UK’s most unique marine environments to everyone, without getting wet!
  • Raise awareness of the Marine Conservation Zone on our doorstep, which runs from Brighton Marina to Beachy Head & is home to one of the world’s only chalk reefs, with unique species of plant & animal life, & which only a fraction of people know about.
  • Be a powerful kinaesthetic & educational experience to help people understand the environment & the things we can all do to help conserve it.

 Read a blog from the Producer HERE; an outline from our partner, The Living Coast; & see another snippet, HERE:


Have a closer look:

The Living Coast Undersea Experience is created by Simon Wilkinson of C!RCA69 & Karen Poley of KP Projects CIC; The Living Coast Brighton & Lewes Downs, UNESCO designated Biosphere Region; Sussex Inshore Fisheries & Conservation Authority (IFCA); & Sussex Wildlife Trust.

NHS Stories

An interactive, outdoor exhibition conceived as a way of creating a significant ‘guerilla’ art activity during Brighton Festival 2017, to raise awareness of the cuts & re-organisations to the NHS, & is part of KP’s ongoing exploration of presenting digital storytelling in unexpected outdoor locations.  


Created in In collaboration with Ray Gibson (Raysto Images), Dr Sarah Anderson, Sussex Defend the NHS & internationally acclaimed photographer & artist JR & the Inside Out project.


Subjects were activists & passers by, plucked off the streets or from a pub round the corner, who told their stories & concerns about the NHS whilst be photographed & recorded.

The photos were blown up & printed as part of internationally acclaimed photographer & artist, JR’s Inside Out project.

Images, film or audio were edited together under the auspices of virtual reality app, Aurasma, to make posters come to live.  Click on the instructions to the left, or see a couple of the films below.













Freelance Project Assistant Required

KP Projects CIC is looking for a versatile, highly motivated & reliable individual to provide project assistance to the Creative Producer & other members of the freelance team, as required, across all areas of the company’s work. The ideal candidate will be hard working, flexible & capable of undertaking a wide variety of tasks that will differ from day to day.

Freelance, 1.5-2 days per week, plus additional days project work, depending on funding. Days & hours of work are flexible. Initial six month contract with potential to extend.

Fee: £18,000 – £24,000 pro rata.


Work might include a variety of tasks including, but not limited to:

  • Project administration, tour booking & administration, community outreach & liaison
  • Fundraising, research into trusts & foundations & drafting applications
  • Copy writing & social media


  • At least 1 years experience of working in the arts & arts administration
  • Excellent verbal & written communication skills
  • Enthusiastic, versatile & a quick learner, prepared to adapt readily to the rapidly changing needs of the work load
  • Good comprehension skills & an aptitude for problem solving
  • Excellent understanding of Microsoft Office
  • Excellent organisational & time management skills
  • Good internet/phone connection & regular meetings in Brighton.


Please apply by 5pm on 30 January 2017 with the following information:

  • Letter of application explaining your interest in the post, your experience & suitability for the role, & why you would like to work with us.
  • CV, maximum 2 pages, outlining educational & work experience
  • Names of two referees, if called for interview

Please send your application by email to Karen Poley,

Interviews on Monday 6 February, in Brighton.

KP Projects CIC works with a range of partners to create intriguing, engaging & thought-provoking outdoor arts for the widest audiences, around cycling, walking, healthy lifestyles, environmental issues & awareness of local environments. Ongoing projects include The Bicycle Ballet Co, currently celebrating its 10th anniversary.

KP Projects has recently constituted as a not-for-profit, community interest company, & has been awarded Catalyst Evolve funding from Arts Council England, as part of the Carrot consortium, with Red Herring & Bureau of Silly Ideas.

The company is led by Creative Producer, Karen Poley, in collaboration with a wide range of freelance artists, creatives, performers & production experts.


The Great Pebble Dash

4 images, gradually moving away from a pebble face drawingA high speed game for all the family, which plays out across a town or festival location, to find tiny, ‘pebbleface’ artworks drawn by artist Raysto.

Players follow visual & animated clues posted online throughout the day.  After finding the general location, players must match the shapes, textures & patterns in the landscape, as they are gradually revealed, to find the pebblefaces.

The pebblefaces are drawn on local stones, inspired by the shapes, shades & textures of their geological formations.  The faces are ‘cute & tactile, with surprisingly vivid expressions,’ (The Independent 23 May 2007)

Lots of potential to develop routes, locations, possibilities for workshops & linking in with marketing & PR.

Further info:

Commissioned by the University of Brighton for the fourth international Visual Methods Conference, Sept 2015.


Strictly Night Cycling

Silhouette of a bike against a sunset skyA further development of the successful, outdoor show, Strictly Cycling.  Combining an entertaining performance with a strong, light-hearted, road safety message to ‘light up’ and be seen on bikes after dark.

The yellow cycling capes will glow like belisha beacons, lit from underneath, with either LED wire or strings of small LED bulbs, powered by battery.  Reflective materials will be worked into helmets, goggles, socks & fingers to give extra impact and brightness, and lights or reflectors added to wheels.

The choreography & improvisational structures will be further developed to create new interactions, movements, sculptural and other set pieces to enable performers to accommodate the lights & technology.