The Arts College West Sussex

Privacy Notice — Website, Students and Contacts

Last updated: June 2026

1. Who We Are

The Arts College West Sussex is an arts education provider based at The Arts College West Sussex, Brooklands House, 58 Marlborough Road, Lancing, BN15 8AF.

We are the data controller for the personal information we hold about you. You can contact us at: [email protected]

Our data protection contacts are: Justine Van De Weg (Director) and Sharon Elliott (Administrator, Technical and Course Advisor)

2. What Information We Collect

We collect and process the following personal information:

• Name and contact details (address, email address, telephone number)
• Student details including age and date of birth
• Emergency contact details
• Health and medical information where relevant to participation in classes
• Special educational needs or disability information where disclosed
• Class attendance records
• Photographs and videos taken during classes or events (with consent)

For students under 18, we collect the contact details of their parent or guardian.

3. How We Use Your Information

We use your personal information to:

• Manage your enrolment and attendance at classes
• Communicate with you about classes, events and any changes
• Ensure the health and safety of all students
• Meet our legal obligations
• Send you newsletters and updates about our classes and events via Mailchimp (with your consent)

4. Our Lawful Basis for Processing

We process your personal information on the following lawful bases:

• Contract: where processing is necessary to fulfil our agreement with you to provide classes and services
• Legal obligation: where we are required by law to process your information
• Consent: where you have given us permission, for example to send you newsletters or to use photographs
• Legitimate interests: where we have a legitimate reason to process your information that does not override your rights

5. Sensitive Personal Information

Where you share health information, special educational needs or disability information with us, we process this on the basis of your explicit consent and to ensure we can provide appropriate support and maintain the safety of all students. You may withdraw consent at any time.

6. Children's Information

We take the protection of children's information very seriously. We accept students from the age of 7. For students under 18, we require the consent of a parent or guardian for enrolment and for any use of photographs or video. We do not share children's personal information with third parties except where required by law or for safeguarding purposes.

7. International Students

From time to time we have students who are based outside the United Kingdom. Where we hold information about individuals outside the UK, we ensure that appropriate safeguards are in place in line with UK GDPR requirements.

8. How Long We Keep Your Information

We keep your personal information for one year after you leave or stop attending our classes. After this period, your information is securely deleted unless we are required by law to keep it for longer.

9. Who We Share Your Information With

We do not sell or share your personal information with third parties for marketing purposes. We use Mailchimp to send newsletters and communications to those who have consented to receive them. Mailchimp acts as a data processor on our behalf.

We may be required to share your information with regulatory authorities or law enforcement where required by law.

Where our processes involve third-party tools or platforms, we remain your single point of contact for any data protection concern. You do not need to contact our suppliers directly. We will liaise with them on your behalf.

10. AI and Automated Tools

We do not use AI or automated tools to make decisions about you. Where any AI tools are used in connection with our administration, they are used with human oversight only and will not affect any decision made about you without a named member of our team reviewing it personally.

11. Your Rights

Under UK data protection law, you have the following rights:

• The right to access the personal information we hold about you
• The right to correct inaccurate information
• The right to request deletion of your information
• The right to object to or restrict processing
• The right to withdraw consent at any time
• The right to data portability

To exercise any of these rights, please contact us at [email protected]. We will respond within one month.

12. Data Protection Complaints

If you have a concern or complaint about how we handle your personal information, please contact us in the first instance:

• By email: [email protected]
• By post: The Arts College West Sussex, Brooklands House, 58 Marlborough Road, Lancing, BN15 8AF

We will acknowledge your complaint within 30 days and aim to resolve it as quickly as possible. You do not have to wait for us to finish before contacting the ICO, though we would always appreciate the opportunity to put things right first.

If you are not satisfied with our response, you have the right to complain to the Information Commissioner's Office (ICO):

• Website: www.ico.org.uk
• Telephone: 0303 123 1113 (Monday to Friday, 9am to 4:30pm)
• Live chat: available at ico.org.uk
• Post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

13. Accessibility

We want this notice to be accessible to everyone. If you need it in a different format, or would prefer to speak to someone directly rather than communicate in writing, please let us know and we will do our best to help.

14. How We Keep Your Information Safe

We take appropriate technical and organisational measures to keep your personal information secure. Access to personal information is restricted to those who need it to carry out their responsibilities.

15. Changes to This Notice

We may update this privacy notice from time to time. The current version will always be available on request and at our premises. This notice was last updated in June 2026.

16. Contact Us

If you have any questions about this privacy notice or how we handle your information, please contact us at [email protected] or write to us at The Arts College West Sussex, Brooklands House, 58 Marlborough Road, Lancing, BN15 8AF.