Privacy Policy

Privacy Policy – Place & Space CIC

Effective Date: 04/03/2026

Place & Space CIC (“we,” “our,” “us”) is committed to protecting the privacy and security of the personal information we collect from our visitors, volunteers, partners, and participants. This Privacy Policy explains how we collect, use, store, and share personal data in compliance with the UK Data Protection Act 2018 and the General Data Protection Regulation (UK GDPR).

We may collect the following types of personal information:

• Contact information: Name, address, email, telephone number
   
• Event participation data: School/organisation details, workshop bookings, ticket reservations
   
• Feedback and survey responses: Visitor comments, evaluation forms, questionnaires
   
• Volunteer information: Application details, emergency contacts, qualifications
   
• Photographs or recordings: Images or audio/video of participants for educational, promotional, or archival purposes
   

We use personal data to:

• Manage and deliver events, workshops, and exhibitions
   
• Communicate with participants, volunteers, and partners about our activities
   
• Evaluate and improve our projects and educational offerings
   
• Comply with legal obligations, such as health & safety or safeguarding
   
• Produce educational and promotional materials (e.g., photos or films)
   

We do not use your data for marketing unrelated to Place & Space CIC activities without your consent.

We rely on the following legal bases under UK GDPR:

• Contractual necessity: To provide events or services you have booked or signed up for
   
• Consent: For photos, recordings, or direct marketing communications
   
• Legitimate interests: To improve educational programs and manage volunteers efficiently
   
• Legal obligations: To comply with health, safety, or regulatory requirements
   

We may share personal information with:

• Our staff and volunteers to manage events and activities
   
• Partner organisations (e.g., schools, libraries, historical societies) only when necessary to deliver specific projects
   
• Service providers (e.g., IT, storage, or video editing services) under strict confidentiality agreements
   
• Law enforcement or regulators if required by law
   

We never sell or rent your personal information to third parties.

We retain personal data only as long as necessary for the purpose it was collected, or as required by law. Typical retention periods:

• Event bookings & feedback: 2 years
   
• Volunteer records: 5 years after engagement ends
   
• Photos/recordings: Until consent is withdrawn or project archival needs are met
   

After this, data is securely deleted or anonymised.

You have the right to:

• Access your personal data
   
• Request correction or deletion of your data
   
• Restrict or object to processing
   
• Withdraw consent for specific uses (e.g., photos/recordings)
   
• Request data portability where applicable
   

To exercise your rights, please contact us via the enquiry form.

We take appropriate technical and organisational measures to protect your personal data, including:

• Secure storage (physical and electronic)
   
• Limited access for authorised staff and volunteers
   
• Regular review of data protection practices
   

If you use our website, we may collect non-identifiable information through cookies and analytics tools. This data helps improve website performance and visitor experience. You can manage cookie preferences via your browser settings.

We may update this policy from time to time. The effective date at the top reflects the most recent version. Significant changes will be communicated on our website or via email.

For questions about this Privacy Policy or our use of your personal information please use our enquiry form.