Last Updated: 3 August 2026

Privacy Policy
Colman Creative Academy ("CCA") is committed to protecting the privacy and security of the personal information we hold. This Privacy Policy explains how we collect, use, store and protect your personal information when you interact with us, whether through our website, classes, events, productions, holiday camps, online shop or other Academy services.
We process personal information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and other applicable data protection legislation.
 
Who We Are
The Data Controller responsible for your personal information is:
Chloe Colman
Trading as Colman Creative Academy
Email: team@colmancreative.co.uk
ICO Registration Number: ZB335960

The Information We Collect
The information we collect depends on how you interact with the Academy.
Parents and Guardians
 
We may collect:

• Name

• Address

• Telephone number

• Email address

• Emergency contact information

• Parent Portal details

• Communication preferences

Students
We may collect:

• Name

• Date of birth

• Age

• Attendance records

• Class enrolment

• Progress and achievement records

• Performer ID photograph

• Collection Codes

• Parent permissions

Health and Additional Support Information
Where provided by parents or guardians, we may collect information relating to:

• Medical conditions

• Allergies

• Emergency medication

• SEND or additional support requirements

• Participation restrictions

This information receives additional protection under UK data protection law and is only processed where necessary.

Financial Information
Where applicable, we may process information relating to:

• Tuition fees

• Event bookings

• Holiday camp bookings

• Uniform and merchandise orders

• Payment history

• Credits and refunds

Payment card information is processed securely by our authorised payment providers and is not stored by Colman Creative Academy.

Website Information
When you visit our website we may automatically collect information including:

• IP address

• Browser and device information

• Cookies

• Website usage information

• Live chat enquiries

• Online form submissions

How We Use Your Information
We use personal information to:

• Manage class registrations and enrolments.

• Deliver classes, holiday camps, workshops and events.

• Monitor attendance and student progress.

• Provide safeguarding and welfare support.

• Communicate with families.

• Process bookings and payments.

• Deliver productions and performances.

• Produce reports and achievement records.

• Manage our online shop and merchandise orders.

• Improve our services.

• Meet our legal and regulatory obligations.
   

Our Lawful Bases for Processing
Depending on the purpose, we process personal information because:

• it is necessary to fulfil our contract with you;

• it is necessary to comply with legal obligations;

• it is necessary for our legitimate interests in operating the Academy safely and effectively; or

• you have given us your consent.
   

Where we process special category information, such as medical or additional support information, we do so in accordance with the conditions permitted under UK GDPR.

Photography and Video
Photographs and videos help us celebrate student achievements, communicate with families and promote the Academy.
With the appropriate permissions, photographs or videos may be used for:

• student progress updates;

• productions and performances;

• holiday camps;

• parent communications;

• our website;

• social media;

• printed marketing materials.
   

Parents can choose and manage photography permissions. Consent may be withdrawn at any time, although this will not usually affect material already lawfully published.

Marketing
We may send information about:

• classes;

• holiday camps;

• productions;

• events;

• Academy news;

• offers and promotions.
   

Families are automatically enrolled to receive Academy communications when they register. Promotional communications can be opted out of at any time using the unsubscribe link or by contacting us.

Essential communications relating to your child's membership, bookings or safety will continue where necessary.

Who We Share Information With
We only share personal information where necessary to provide our services or where required by law.
This may include:

• authorised Academy staff;

• approved volunteers and licensed chaperones;

• venues and theatres;

• photographers and videographers;

• childcare providers;

• payment providers;

• software providers;

• local authorities (including HAF and performance licensing where applicable);

• emergency services;

• safeguarding authorities;

• insurers;

• professional advisers.
   

We do not sell your personal information.

The Systems We Use
To help operate the Academy we use a number of trusted third-party providers, including:

• JackRabbit

• Wix

• Check In Pointe

• Microsoft 365

• Google Workspace

• Notion

• Brevo

• Connecteam

• Canva

• Formester

• TryBooking

• Stripe

• Paysafe

• SumUp
   

These providers process information on our behalf where necessary and are expected to maintain appropriate security and data protection standards.

Artificial Intelligence
We may use artificial intelligence tools, including ChatGPT, to assist with planning, administration, marketing, drafting communications and improving our services.
We do not intentionally enter safeguarding information or unnecessary sensitive personal information into AI systems.

Data Retention
We only keep personal information for as long as it is required for the purposes for which it was collected.
Retention periods are determined by legal, safeguarding, financial, insurance and operational requirements. When information is no longer required, it is securely deleted or destroyed.

Keeping Your Information Secure
We take appropriate technical and organisational measures to protect personal information.
These include:

• secure cloud-based systems;

• password-protected accounts;

• restricted staff access;

• locked storage for paper records;

• secure payment processing;

• regular review of access permissions.

International Transfers
Some of the service providers we use may process personal information outside the United Kingdom.
Where this happens, we ensure appropriate safeguards are in place in accordance with UK data protection law.

Cookies
Our website uses cookies and similar technologies to:

• keep the website functioning correctly;

• remember your preferences;

• improve website performance;

• analyse visitor activity;

• support bookings and online purchases.

Further information can be found in our Cookie Policy.

Your Rights
Under UK GDPR you have the right to:

• request access to your personal information;

• request correction of inaccurate information;

• request deletion where appropriate;

• request restriction of processing;

• object to certain processing;

• withdraw consent where consent is relied upon;

• request the transfer of certain information.

To exercise any of these rights, please contact us using the details below.

Contact Us
If you have any questions about this Privacy Policy or wish to exercise your data protection rights, please contact:
Chloe Colman
Trading as Colman Creative Academy
📧 team@colmancreative.co.uk

If you remain dissatisfied with how we have handled your personal information, you have the right to lodge a complaint with the Information Commissioner's Office (ICO).

Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in legislation, our services or our working practices.
The latest version will always be available on our website.