Privacy and Safeguarding
Policy
Safeguarding Policy
The Expressive Arts Studio, South Wales
At The Expressive Arts Studio, South Wales, the safety and wellbeing of all participants is our highest priority. We are committed to providing a safe, inclusive, and supportive environment where children, young people, and adults can take part in creative activities with confidence.
We recognise our responsibility to safeguard and promote the welfare of all individuals, particularly children and those who may be vulnerable. All sessions are delivered with care, respect, and appropriate supervision to ensure a positive and secure experience for everyone involved.
We take safeguarding seriously and ensure that:
- All staff and volunteers are appropriately vetted, including enhanced DBS checks where required
- Safeguarding procedures are in place and followed at all times
- Any concerns about the safety or wellbeing of a participant are taken seriously and responded to appropriately
- Participants are treated with dignity, respect, and kindness at all times
- We create an environment where individuals feel safe to express themselves and be heard
Where necessary, we will work with parents, carers, and relevant agencies to ensure the safety and wellbeing of those in our care.
If you have any concerns about safeguarding, please contact:
Delyth Owen-Lewis (Designated Safeguarding Lead)
07912014310
theeassouthwales@outlook.com
Data Controller
The Expressive Arts Studio, South Wales
theeassouthwales@outlook.com
07912014310
Collected Personal Data
We may collect and process the following personal data:
- Name (participant and/or parent/carer)
- Contact details (email address, phone number)
- Emergency contact information
- Relevant medical or additional learning needs information (where necessary for safe participation)
- Payment information (processed securely via third-party providers)
- Website usage data (e.g. via cookies)
Purpose of collecting data
We use your data to:
- Register participants for classes
- Communicate important information about sessions
- Ensure the safety and wellbeing of participants
- Process payments
- Respond to enquiries
- Improve our services and website
We will only use your information for the purposes it was collected for.
Legal Basis for Processing
We process personal data under the following lawful bases:
- Consent (e.g. medical information, marketing)
- Contract (e.g. booking and attending classes)
- Legal obligation (e.g. safeguarding requirements)
- Legitimate interests (e.g. running and improving our services)
Sharing Your Information
We do not sell or share your personal data for marketing purposes.
We may share data with:
- Payment providers (e.g. Stripe, PayPal)
- Booking or management systems
- Emergency services if required for safety
All third parties are required to keep your data secure.
How We Store Your Data
Your data is stored securely using password-protected systems and, where applicable, secure third-party platforms.
We only keep personal data for as long as necessary, including:
- For the duration of participation in classes
- For safeguarding and legal record-keeping purposes
- For a reasonable period afterwards (typically up to 3–6 years)
Your Rights
Under UK data protection law, you have the right to:
- Access your personal data
- Request correction of inaccurate data
- Request deletion of your data
- Restrict or object to processing
- Withdraw consent at any time
To exercise these rights, please contact us using the details above.
We may update this policy from time to time. The latest version will always be available on our website.