ARTheatre Arts (“ARTS”, “we”, “us” or “our”) is committed to protecting the privacy and personal information of our students, parents, carers, staff and website users.

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This Privacy Policy explains what information we collect, why we collect it, how we use and protect it, and the rights you have in relation to your personal information. We aim to collect only the information we genuinely need to provide our services safely and effectively, particularly where information relates to children and young people.

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1. Who We Are

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The organisation responsible for your personal information is:

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ARTheatre Arts
Unit 7, Eden Business Park
Avalon Road
Kirton, Boston
PE20 1QR

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Email: amandariverstheatrearts@gmail.com

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For data protection purposes, ARTheatre Arts is the data controller for the personal information described in this policy.

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2. Information We Collect

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Depending on your relationship with ARTS, we may collect information including:

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Student information

• Name and date of birth

• Home address

• School or college and school year/key stage

• Classes, tuition and activities attended

• Attendance and booking information

• Information required to place a student in an appropriate class

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Parent/carer information

• Name and relationship to the student

• Address

• Email address

• Telephone number

• Account and booking information

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Emergency and collection information

• Emergency contact names and telephone numbers

• Relationship of emergency contacts to the student

• Details of people authorised to collect a student

• Permission for a student to leave independently where applicable

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Health, medical and additional-needs information
Where relevant to a student's safe participation, we may collect:

• Medical conditions

• Allergies

• Medication information

• Emergency medication requirements

• Disabilities

• SEND or additional needs

• Accessibility requirements and reasonable adjustments

• Other relevant information provided to help us support the student's safety and wellbeing.

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We ask families to provide only information that is relevant to participation at ARTS.

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Photographs and video:
Where appropriate, we may take photographs or video during classes, rehearsals, performances, workshops and other ARTS activities.

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Our registration process allows parents/carers to make separate choices about how photographs and recordings may be used.

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Payment and booking information:
We may process information relating to bookings, payment plans, discounts, cancellations and transaction records.

Payment processing may be carried out by third-party payment providers. ARTS does not need to hold full payment-card or bank details where these are processed securely by the relevant provider.

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Website information:
When you use our website, technical information may also be collected, such as device information, browser information, IP address and cookie information.

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3. Why We Use Personal Information

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We use personal information where necessary to:

• Register students with ARTS

• Administer classes and private tuition

• Manage bookings, payment plans and waiting lists

• Maintain appropriate class capacities and attendance records

• Communicate with parents, carers and students

• Respond to enquiries

• Manage sibling and multi-class discounts

• Safely supervise children and young people

• Respond appropriately to medical needs or emergencies

• Provide reasonable adjustments and appropriate support

• Manage authorised collection arrangements

• Safeguard students and respond to welfare concerns

• Organise performances, productions and events

• Manage our business, accounts and legal obligations

• Maintain and improve our services.

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4. Our Lawful Bases for Processing

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UK data protection law requires us to have a lawful reason for using personal information.

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Depending on the information and purpose, ARTS may rely on:

Contract – where processing is necessary to provide a service that you have booked or requested, including administering bookings, tuition and payments.

Legitimate interests – where processing is reasonably necessary for the operation of ARTS, administration, communication, safety or safeguarding, provided those interests are not overridden by the rights and interests of the individual, particularly where that individual is a child.

Legal obligation – where we are required to process or retain information to comply with applicable law.

Consent – where you have been given a genuine choice about a particular use of your information, such as certain uses of photographs or video.

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Where we rely on consent, you may withdraw that consent at any time.

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The ICO emphasises that organisations must take particular care when relying on legitimate interests for children's information because children's interests and rights require additional protection.

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5. Health, Medical & Special-Category Information

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Information concerning a person's health is classed as special-category personal data and receives additional protection under UK data protection law.

ARTS collects relevant health, medical and additional-needs information so that we can understand a student's needs and support their safe participation in our activities.

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For this information, we identify both an appropriate lawful basis under Article 6 UK GDPR and an additional condition under Article

9. Where appropriate for the information supplied through our student registration process, ARTS relies on explicit consent under Article 9(2)(a) to process relevant health and medical information for the stated purpose of safely supporting the participant.

We do not use this information for unrelated purposes.

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Parents/carers should tell us if relevant health or medical information changes.

Where explicit consent is relied upon, it may be withdrawn. However, withdrawal does not affect processing that was lawful before consent was withdrawn. Depending on the information concerned, withdrawing permission for ARTS to hold information necessary for a student's safe participation may affect whether we can safely continue providing a particular activity.

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Explicit consent must be specific, affirmative and separate from other consents, and organisations must be able to demonstrate it.

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6. Children's Personal Information

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A significant proportion of the information ARTS processes relates to children and young people.

We recognise that children's personal information requires particular protection.

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We aim to:

• Collect only information reasonably necessary for providing our services;

• Explain clearly why information is required;

• Use children's information only for appropriate purposes;

• Restrict access to those who genuinely need the information;

• Take additional care when sharing or publishing information about children;

• Respect the data-protection rights of children as well as those of parents and carers.

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The ICO confirms that children have the same fundamental data-protection rights as adults and organisations must take particular care when handling their information.

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7. Photography & Video

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Parents/carers are asked to make separate choices during registration about photography and video.

These may include permission for:

• Internal ARTS use;

• The ARTS website and promotional materials;

• ARTS social-media accounts;

• Performances, productions and events.

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We will respect the permissions recorded for each participant.

We will not normally publish a child's full name alongside their photograph. Where identifying a participant is appropriate, for example to celebrate a particular achievement or professional credit, additional permission may be sought where appropriate.

Photography/video permission can be changed or withdrawn by contacting us.

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Withdrawal will apply to future use wherever reasonably possible. It may not always be possible to recall material that has already been printed, distributed or legitimately published.

The ICO recommends giving children/pupils an opportunity to opt out of image use even where another lawful basis might potentially apply.

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8. Who We Share Information With

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We do not sell personal information.

Information may be accessible to appropriate ARTS staff or authorised individuals where they need it to perform their role.

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We may also use trusted service providers to operate our business, including services for:

• Website hosting and administration;

• Bookings and registration;

• Payment and Direct Debit processing;

• Email and communications;

• Secure business administration.

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Our website, forms and booking system currently use Wix.

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Where third parties process information on our behalf, we expect appropriate data-protection and security arrangements to be in place.

We may also disclose information where required by law or where sharing is necessary and proportionate to protect a child or another person's safety or welfare.

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9. Keeping Information Secure

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

Access to student information, particularly medical, safeguarding and emergency information, is restricted to people who reasonably require it to perform their role.

Staff should not access or use student information for purposes unrelated to their responsibilities at ARTS.

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10. How Long We Keep Information

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ARTheatre Arts keeps personal information only for as long as it is reasonably necessary for the purpose for which it was collected, or where we need to retain it to meet legal, safeguarding, accounting, insurance or contractual requirements.

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The length of time information is retained will depend on the type of record and the reason we hold it. In deciding how long information should be kept, we consider whether it is still required to provide our services, protect the health, safety and welfare of participants, meet our legal or regulatory responsibilities, resolve disputes or maintain necessary business records.

Information that is no longer required will be securely deleted or anonymised. We will periodically review the information we hold to ensure that it is not retained for longer than necessary.

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Certain records, particularly safeguarding, financial or incident records, may need to be retained for longer where there is a legitimate or legal reason to do so.

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11. Keeping Your Information Up to Date

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Parents and carers are responsible for telling ARTS when important information changes, particularly:

• Contact details;

• Emergency contacts;

• Medical information;

• Allergies or medication;

• Additional needs or accessibility requirements;

• Collection arrangements;

• Photography/video permissions.

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Please contact us at amandariverstheatrearts@gmail.com to update information.

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12. Your Data Protection Rights

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Depending on the circumstances and the lawful basis being used, individuals may have rights including:

• The right to be informed about how their information is used;

• The right to access personal information held about them;

• The right to have inaccurate information corrected;

• The right to request deletion in certain circumstances;

• The right to restrict processing in certain circumstances;

• The right to object to certain processing;

• The right to data portability where applicable;

• The right to withdraw consent where processing is based on consent.

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These rights are not absolute and may depend on the circumstances and applicable law.

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Requests concerning personal information can be sent to amandariverstheatrearts@gmail.com

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The ICO requires privacy notices to explain the applicable rights, and specifically requires the right to object to be brought clearly to people's attention.

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Your right to object:

You have the right to object to our processing of your personal information where we rely on legitimate interests.

If you wish to object, please contact amandariverstheatrearts@gmail.com and explain which use of your information concerns you.

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13. Complaints

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If you have concerns about how ARTS has handled personal information, please contact us first so that we have an opportunity to investigate and resolve the issue.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK's independent data-protection regulator.

Information Commissioner's Office

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14. Cookies

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The ARTS website may use cookies and similar technologies necessary for the website to operate and, where applicable, for analytics or other optional functionality.

Where consent is legally required for non-essential cookies, users will be given an appropriate choice through our cookie controls.

Further information will be available in our Cookie Policy.

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15. Changes to This Policy

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We may update this Privacy Policy when our services, systems or legal obligations change.

The latest version will always be available on the ARTheatre Arts website and the date at the top of this policy will show when it was most recently updated.

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Contact:

ARTheatre Arts

Unit 7, Eden Business Park
Avalon Road
Kirton, Boston
PE20 1QR

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amandariverstheatrearts@gmail.com

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ARTheatre Arts (ARTS)
Last updated: August 2026

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