1. Introduction to the Cool Off in Culture Campaign

This summer, join the Cool Off in Culture campaign to create a public map of cultural spaces across the UK where people can cool down and enjoy your venue during heatwaves. By taking part, you are:

• Establishing your venue as a vital community hub and a leader in climate resilience.
• Encouraging more visitors to your venue when they need it most.
• Uniting with the sector to prove culture is essential infrastructure for a climate just world.

Offering an open door is valuable – whether you have air conditioning, free water refill points, or cool, shady seating, it all counts when the heat is on. 

The Cool Off in Culture Campaign is led by Julie’s Bicycle (JB), and supported by the BFI, LIVE Green, Shade the UK, and Dropcast.

Dropcast offers a separate commercial service as described in Section 7.

2. Who is Responsible for Your Data

1. For organisation information displayed on the map and collected via https://juliesbicycle.org/take-action/creative-climate-campaigns/cool-off-in-culture/, Julie’s Bicycle operates and edits the map and is responsible for the published listings.
2. For venue submissions collected by the BFI (Section 3.b), the BFI is the data controller and Julie’s Bicycle acts as data processor on the BFI’s behalf.

This policy provides specific details about how data for the map is collected, used, managed, and how you can exercise control over your information displayed on it. It supplements our main Privacy Policy, which you should also review.

3. How Data for the Map is Collected

Data for Cool off in Culture is collected through the following methods:

1. Data submitted directly by users and organisations: When an individual completes the form https://juliesbicycle.org/take-action/creative-climate-campaigns/cool-off-in-culture. This gives permission for us to record the information provided and to display the non-personal parts of it on the public Cool Off in Culture Map. Submissions are reviewed before publication, as described in Section 5.
2. Data collected via the BFI: https://forms.office.com/Pages/ResponsePage.aspx?id=tlOUbEpIokqtfpSiXUaS5RJcniCwMJdBppZHCsLimjVUODZRUVpKVEMyTkVRUTNFR05JWVNSU0paNy4u. Data collected this way has been shared with Julie’s Bicycle so that participating venues can be displayed on the map. For this route, the BFI is the data controller and can be contacted via BFISustainability@bfi.org.uk.

We do not autonomously scrape the broader internet or collect contributions in any other way.

4. Data Displayed on the Map and across the Campaign

The map displays visual markers representing organisations who have submitted their data (3.a,3.b). Clicking on a marker typically reveals:

• The name of the organisation
• Address
• A direct link to their website containing opening times and facilities 
• Facilities available to the public
• Free or paid entry

All data presented on the map, whether user-submitted or supplied from BFI, contributes to the overall Cool Off in Culture campaign.

By taking part, you agree that we may use your organisation’s name as a participating venue in marketing and promotional material connected to the Cool Off in Culture campaign, for example in social media, or in press materials. 

5. Your Rights and Editorial Process for Map and Campaign Data

We are committed to keeping the map accurate and to giving you control over the information displayed about your organisation. In giving us permission to publicly share your organisation on the map, we may also reference and promote participating organisations in public communications, to help encourage further sector-wide engagement with the map and campaign, unless you let us know otherwise.

Requesting Edits or Deletions

If you are an individual or represent an organisation displayed on the Cool Off In Culture Map and used across the campaign’s promotional material, you have the right to request:

• Correction/Update: If any information displayed about you or your organisation is inaccurate or outdated.
• Deletion/Removal: If you wish for your or your organisation’s entry to be removed from the map entirely.

To make a request, email cool-off@juliesbicycle.org with the organisation name, what you would like us to do, and any supporting details.

Authorisation: so that we only act on legitimate requests, we will action an edit or removal only where the person making it can show they are authorised to act for the organisation concerned, for example, a request from the organisation’s official domain email address or confirmation from a known contact. We may decline or hold any request we are unable to verify.

Our Editorial Process

• Verification before publication: before adding a new venue, we may contact the organisation directly to confirm the submission is genuine and authorised. We do this to prevent organisations being listed without their knowledge or consent.
• Response to requests: we aim to respond to edit and removal requests within 5 business days and to action verified requests promptly.
• Quality assurance: the map data is reviewed on an ongoing basis for accuracy, relevance, and appropriate display.

6. Data Security and Retention

• No personal data is recorded on the map or the database that powers the map. 
• Any personal data (email address) submitted in the form is stored safely within a secure database. 
• Data displayed on the map is retained for the duration of the Cool off in Culture campaign, and for a period of up to 5 years for archival and reporting purposes, unless you request its deletion sooner.
• We will use the contact email you provide to send you important communications connected to the Cool Off in Culture campaign, such as campaign updates, and relevant information about taking part. You can opt out of these communications at any time via a link at the bottom of each email, or by contacting us at cool-off@juliesbicycle.org.

7. Optional partner marketing (Dropcast)

Dropcast is a commercial outdoor-media company and offers a separate commercial service as an optional extra.  Dropcast can display participating venues on digital billboards within a 15-minute walk of your doors when local temperatures reach 25°C or above. This is a paid service, with pricing tiers starting from £1,300.

If you tick the Dropcast box on the submission form:

• We will share your organisation name and contact email with Dropcast so that they can contact you about their customised billboard service.
• This sharing is optional and based on your consent. Nothing happens unless you tick the box.
• Once Dropcast contacts you, Dropcast becomes responsible (as a separate data controller) for any information you go on to share with them and for how they use it.
• You can withdraw this consent at any time by contacting Dropcast directly.

Choosing not to take part in the Dropcast offer has no effect on your inclusion on the map.

8. Contact Us

If you have any questions about this Policy or how your data is used on the campaign map, please get in touch:

• Email: cool-off@juliesbicycle.org
• Address: Julie’s Bicycle, New Wing, Somerset House, Strand, London WC2R 1LA