Privacy Policy

The Arts Hub ("we", "us", "our") is committed to protecting and respecting your privacy. This policy explains how we collect, use, store and protect personal information about you and your children when you use our website or register for our classes.

We are based on the Isle of Man and process personal data under the Isle of Man Data Protection Act 2018 and the Applied GDPR.

1. Who We Are

The Arts Hub is a performing arts school based on the Isle of Man, offering classes in singing, dance and drama for young people aged 3 to 21. The Arts Hub is the data controller for the processing described in this policy.

Contact: hello@theartshub.im  ·  +44 7550 020 220

2. What Information We Collect

We may collect the following personal information:

• Parent or guardian name, email address and phone number
• Student name, date of birth, class, enrolment and attendance information
• Emergency contact details
• Optional medical, access or support information relevant to safe participation (e.g. allergies or medical conditions)
• Invoice, payment status, Direct Debit mandate status, provider references and reconciliation information; payment details are entered directly into the secure SumUp or GoCardless service
• Registration requests, recorded permissions, family data-review proposals and relevant communication history
• Photographs or video footage taken at classes or showcases (only with explicit consent)

3. How We Use Your Information

We use your personal information to:

• Register and manage your child's place in our classes
• Communicate with you about classes, timetables, performances, invoices and essential service updates
• Process payments for fees
• Ensure the safety and wellbeing of all students
• Comply with our safeguarding obligations
• Send age-appropriate birthday wishes to family contacts and, where enabled, overdue-invoice reminders

4. Legal Basis for Processing

We process your personal data on the following legal grounds:

• Contract: to fulfil our obligations to you as a registered student or family
• Legitimate interests: to run our school effectively and communicate with families
• Legal obligation: to comply with safeguarding and data protection laws
• Consent: for optional photographs or video and optional service SMS; we do not use service-SMS consent for marketing
• Special-category information: medical information is used only where an additional condition under Article 9 applies, such as explicit consent for information voluntarily supplied to support routine participation, or vital interests in an emergency where the person is physically or legally incapable of giving consent

The registration fields marked as required are needed to assess the request, administer a place and take steps towards providing the requested classes. We cannot process a registration without them. Fields and permissions marked optional may be left blank without preventing a registration or place. Payment details needed for card or Direct Debit collection are provided directly to the relevant payment provider.

5. How We Store and Protect Your Data

Your data is stored in The Arts Hub's own restricted staff and customer portal. Staff access is authenticated and role-restricted; selected contact, student, medical, emergency, payment and communication fields are encrypted. Public family-review and invoice links are signed and expire automatically. We also use managed hosting, security and backup services to operate and protect the portal.

We retain personal data while it is needed to provide classes, administer accounts, protect students, resolve queries and meet legal, tax, insurance or safeguarding obligations. When a family or student leaves, we normally archive the operational record rather than immediately delete financial, attendance or safeguarding history. We periodically review retained information and remove it when there is no continuing lawful need.

6. Sharing Your Information

We do not sell your personal data to third parties. We may share information with:

• Hosting, security, backup and email providers — only where needed to operate the portal and deliver service email
• SumUp — to process card payments securely
• GoCardless — to set up and collect Direct Debit payments securely
• Google — when your browser downloads the site's fonts or loads an embedded venue map; Google receives technical request information such as your IP address and browser details
• Professional advisers and insurers — where reasonably necessary for legal, accounting, insurance or safeguarding matters
• Relevant authorities — where required by law or for safeguarding purposes

7. Photographs and Video

We may take photographs or video footage at classes, rehearsals and showcase performances for use on our website, social media and promotional materials. This permission is optional: refusing it will not affect a registration or a student's place. We will ask for written consent before using an identifiable image of a child for these purposes. You may withdraw consent at any time by contacting us; withdrawal does not affect use that was lawful before it was withdrawn. We will stop our own future consent-based use. Copies already printed or shared publicly may remain outside our control, but we will remove Arts Hub-controlled online copies where we can.

8. Your Rights

Under the Applied GDPR and the Isle of Man Data Protection Act 2018, depending on the circumstances, you may have the right to:

• Access the personal data we hold about you and your child
• Request correction of inaccurate data
• Request deletion of your data (subject to our legal obligations)
• Object to or restrict certain processing
• Receive personal data you provided in a portable format where the right to data portability applies
• Withdraw consent at any time (where processing is based on consent)
• Lodge a complaint with the Isle of Man Information Commissioner

To exercise any of these rights, contact us at hello@theartshub.im.

9. International Transfers

Some service providers, including Google, may process personal data outside the Isle of Man. Where a restricted international transfer occurs, we require an applicable adequacy decision or appropriate contractual and organisational safeguards. You may contact us for more information about the safeguard used for a particular transfer.

10. Cookies

The public information website does not use advertising, analytics or behavioural-tracking cookies. The registration, staff and customer portals use only cookies or similar storage needed for security, sessions, form protection and core operation. These essential technologies cannot be switched off without preventing the relevant secure service from working.

11. Third-Party Links

Our website may contain links to or embedded content from third-party sites such as Facebook, WhatsApp, Google Maps, SumUp and GoCardless. We are not responsible for the privacy practices of third-party sites and encourage you to read their privacy policies.

12. Children's Privacy

We collect information about children as part of our service. Registration and family data-review information is provided by a parent, guardian or adult primary contact. Staff record only information needed to deliver classes safely and administer the relationship. We do not knowingly invite children under 13 to submit portal forms directly.

13. Automated Messages and Decisions

The portal can select age-appropriate birthday wording and identify invoices due for reminders from the dates held in the record. These are service communications, not automated decisions about admission, pricing or access to classes. Registration requests, family data changes, archive requests, invoice corrections and payment reconciliation require staff review.

14. Changes to This Policy

We may update this privacy policy from time to time. Any changes will be posted on this page with an updated date. We encourage you to review this policy periodically.

15. Contact Us

If you have any questions about this privacy policy or how we handle your data, please get in touch:

• Email: hello@theartshub.im
• WhatsApp: +44 7550 020 220