Boho Arts Privacy and Data Protection Policy

Last updated: 7 November 2026

This policy explains how we use and protect your personal information when you browse our website, book or attend our activities, contact us, donate or subscribe to our updates.

 

Who we are and how to contact us

Boho Arts Limited is the data controller. We are registered in England and Wales: company number 13709751 and charity number 1204648.

Registered office: 210 Biddlestone Road, Newcastle upon Tyne, NE6 5SP.

Email: hello@bohoarts.co.uk | Website: www.bohoarts.co.uk

To arrange a phone conversation, please email us.

 

Information we collect

• Registration details, including name, contact details, date of birth, postcode, bookings and attendance, to administer activities. Date of birth is required for age eligibility and monitoring participants' age profile; postcode is required for some funded activities' eligibility and monitoring the areas we reach.

• Health and access information you choose to provide to support your participation and, where necessary, respond to an emergency. Providing this information is optional. We ask only for relevant details; we do not request full medical histories or medical records.

• Demographic information to review equality of access, understand who we reach and measure our impact and diversity. We combine responses into summary statistics for reports and publications, without identifying individual participants. Required questions are marked. Where available, you can choose Prefer not to say.

• Payment and donation records for financial administration. Payment providers handle card details; we do not collect these directly.

• Enquiries, feedback, emergency contacts, incident or safeguarding information where relevant, and photographs or video where you have agreed to their use.

We collect information through bookings, forms, enquiries and participation. Others may provide details when booking for you or reporting a concern. Bookers for other adults must be authorised to provide their information and record consent choices.

 

Our legal bases

We use information to fulfil bookings and provide requested activities (contract); meet legal duties such as accounting requirements (legal obligation); and operate our website, administer, evaluate and improve our programmes and manage specific safety concerns (legitimate interests). We consider your privacy rights when relying on legitimate interests.

We ask for consent for optional website cookies, newsletters and publicity photographs and video. You can withdraw consent at any time by emailing us. Withdrawal does not affect earlier lawful use.

 

Confidentiality and who sees your information

We treat your information in confidence. Teachers work across our programme and use relevant Bookwhen registration details, including health and access information, to prepare for and support participation. Access is limited to teachers and staff who need it.

We use Bookwhen for bookings, Stripe for booking payments, and Donorbox for donations, with payments handled by Stripe or PayPal. We use Wix for our website, Brevo for email communications, Google Forms for registrations and feedback, and Meta for advertising. We do not sell or rent your information.

Some providers process information outside the UK. Their transfer arrangements use UK-recognised adequacy decisions or approved contractual safeguards, as applicable. Contact us for details of processing locations or a copy of the relevant safeguards.

Where necessary and lawful, we may share relevant information with appropriate agencies to address safeguarding or safety concerns or meet legal requirements. We store information securely and restrict access.

Where staff observations or other credible information raise specific identity or safety concerns, we may check relevant public information where lawful, necessary and proportionate to assess and help prevent harm. We consider the reliability of information and keep safeguarding records separately with restricted access.

 

Sensitive information

Health and sensitive demographic information, such as ethnicity, receive additional legal protection. We restrict access and keep it only as long as needed. For job or volunteer applications, we explain the purposes and legal bases when collecting sensitive information.

 

How long we keep information

• Registration records, including relevant health and access details: up to three years after your last attendance, supporting continuity when you return. We review records and delete unnecessary details. Please update your needs when booking again.

• Mailing lists: until you unsubscribe or ask to be removed. We may keep a minimal record of your unsubscribe choice.

• Financial records: normally six years after the end of the financial year they relate to, or longer where legally required.

• Safeguarding and incident records: kept separately and reviewed according to the nature of the concern, continuing risk, legal claims and applicable legal or insurance requirements. Some records may need to be kept substantially longer than routine registration records.

We securely delete or anonymise information when it is no longer needed.

 

Your rights and choices

Depending on the information and how we use it, you can request access, correction, deletion, restriction or a portable electronic copy. You can also withdraw consent. Contact hello@bohoarts.co.uk to exercise your rights or raise a data protection complaint.

You can object to uses based on legitimate interests and stop marketing emails at any time through the unsubscribe link or by emailing us. Essential booking messages may continue.

We acknowledge data protection complaints within 30 days, investigate without undue delay and communicate the outcome. You can also complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint.

 

Website cookies and email tracking

Our Wix website uses essential cookies and Wix Analytics and Google Analytics to understand website use and improve the site. Analytics can involve online identifiers, browser and device details, and pages visited.

Meta's Facebook Pixel records website visits and actions to help measure our advertising and show relevant adverts on Facebook and Instagram.

You can accept all cookies, decline optional cookies or choose categories through our cookie banner. Essential cookies remain enabled. You can change your choices at any time using Cookie settings.

Bookings take place separately on Bookwhen, which uses essential cookies for security and keeping users logged in, and may use optional analytics cookies. Cookie information and controls are explained at bookwhen.com/privacy.

Brevo may record newsletter opens and link clicks to understand engagement. This information can be linked to your email address and contact record.

 

Changes to this policy

Please check this page each time you provide personal information. Updates will be dated and published at www.bohoarts.co.uk/privacy-policy.