Privacy Policy

How We Keep Your Information Safe

A Mind Apart Theatre Company Limited values your privacy and is committed to keeping your personal information safe and transparent. This policy explains what data we collect, how we use it, and your rights. It also covers how we use artificial intelligence (AI) in our operations and communications.

Who We Are

What Information We Collect

• Name, address, contact details

• Date of birth (for students)

• Medical and emergency contact details (where relevant)

• Session and class attendance records

• Consent for photos/videos

• Communications with us (emails, texts)

• Other information needed for registration, safeguarding, or participation in our service

We only collect what is necessary for the service you are using. Children under 16 must be registered by a parent or carer.

How We Use Your Information

How We Use AI

Your information is used for:

• Managing class and therapy bookings

• Safeguarding and health & safety

• Communicating with you about your account or sessions

• Processing payments and managing your account

• Monitoring attendance and outcomes

• Sharing updates, with your consent, about other services or events

• Improving our services, including the use of AI tools for communication and administration (see below)

We use artificial intelligence tools to help with communication, content creation, and administration. AI may help us draft newsletters, manage social media, or answer common questions. These tools process data securely and only use information you have provided to us. The AI does not have access to our CRM system and does not access or process any sensitive data. We do not use AI for automated decision-making about individuals. Any personal data processed by AI is handled with the same care and security as all other data, and is not shared with third parties for marketing.

Lawful Processing

We process your data only when we have a clear legal reason. This may include your consent, the need to fulfil a contract, legal obligations, or our legitimate interests in running and improving our services. We do not use automated decision making for any services.

• Coacha (our UK-based customer management system) for secure registration and administration

• Payment processors (such as Stripe) for handling payments

• Sintra (for secure communication, administration, and content creation using AI tools)

• Google Workspace (we are a Google business and use Google Workspace to store documents, manage our business, handle emails, and store photos and videos)

• Local Authorities (for safeguarding, funding, or compliance)

• Associate Therapists and Freelance Teachers (to deliver classes or therapy as part of our team)

• Trinity College and Arts Award (for qualification and certification purposes)

• Local Schools and other Community Organisations (for collaborative work, safeguarding, or student support)

• Social Care and other multi-agency partners (where relevant for safeguarding or support)

• Children’s University (for student participation and achievement tracking)

• Other third parties only if required by law or for safeguarding

We never share your data for marketing purposes.

Who We Share Your Information With

Who We Share Your Information With

We keep your data only as long as needed for legal, safeguarding, or business reasons. If you stop using our services, your account will be kept open for up to 1 or 2 academic years depending on consent given, then deleted. Some data may be kept for up to 7 years to meet legal requirements.

Your Rights

• You can access, correct, or request deletion of your data

• You can withdraw consent for photos or marketing at any time

• You have the right to be forgotten, unless we must keep your data for legal reasons

• You can request a copy of the data we hold about you

• Requests will be answered within one month

Photos and Videos

Cookies

We only take and use photos or videos with your consent. You can change your preferences at any time. We never publish names with images unless you give extra written permission.

Our website uses cookies for functionality and analytics. You can manage your cookie preferences in your browser settings. Cookies help us improve your experience but do not share your personal data with third parties.

Contact and Complaints

If you have questions or concerns about your data, please contact Jodie Marshall at the address above or by emailing info@amindapart.org.uk with the subject line as 'FAO of DPO'. You can also contact the Information Commissioner’s Office at https://ico.org.uk/ for more information or to make a complaint.

This policy will be updated as needed to reflect changes in our practices or the law.

A Mind Apart Theatre Company Limited
57 Burton Street, Hillsborough, Sheffield S6 2HH
0114 233211172
Data Protection Officer: Jodie Marshall

Got a Question? Ask Away

We’d love to hear from you! Whether you have a question about our performing arts classes, creative therapy, Perspective wellbeing programmes for businesses, or want to discuss partnership opportunities, our friendly team is here to help.

Don’t be shy—get in touch by phone or email. We’re passionate about connecting with our community and business partners, and always open to new ideas and collaborations. Reach out today and let’s start something wonderful together!