Privacy Policy
Create a Space CIC
Last updated: 27 October 2026
Your privacy matters to us
At Create a Space, we want everyone to feel welcome, comfortable and safe.
We respect your privacy and take care of the personal information you share with us. This policy explains what information we collect, why we need it, how we look after it and what your rights are.
We only ask for information that helps us organise our creative activities, communicate with you and support the young people who attend.
Who we are
Create a Space CIC is a Community Interest Company registered in England and Wales.
We are responsible for the personal information we collect and use.
Our contact details:
Create a Space CIC
98 Main Street
Spittal
Berwick-upon-Tweed
TD15 1RR
Email: emily@createaspace.org.uk
What information do we collect?
Depending on how you get involved with Create a Space, we may collect:
Your name and contact details.
Your age or date of birth, where needed.
Parent, carer or emergency contact details.
Information about accessibility or additional support needs.
Relevant information about allergies, disabilities or health needs.
Your photography and filming preferences.
Information you send us through our website, email or registration forms.
Information relating to incidents, complaints or safeguarding concerns.
We don't require a formal diagnosis of neurodivergence to take part.
We only ask for information that is necessary and relevant to our activities.
Why do we collect this information?
We use personal information to:
Respond to enquiries.
Organise and manage our creative sessions.
Communicate with participants and their parents or carers where appropriate.
Make our activities accessible and welcoming.
Understand individual support requirements.
Contact someone in an emergency.
Help keep everyone safe.
Meet our legal responsibilities.
We never sell your personal information or share it with unrelated businesses for marketing.
Our legal reasons for using your information
UK data protection law requires us to have a lawful reason for collecting and using personal information.
Depending on the circumstances, we may rely on:
Legitimate interests: We use basic contact and administrative information to respond to enquiries, organise activities and communicate with participants. We consider whether this use is necessary, proportionate and consistent with people's reasonable expectations, taking particular care with the rights of young people.
Consent: We ask for permission where we rely on consent, such as when using photographs or videos for publicity. Consent can be withdrawn at any time.
Legal obligations: We may need to collect, use or retain certain information to meet our legal responsibilities.
Vital interests: In a serious emergency, we may need to use or share personal information to protect someone's life.
Health and additional support needs
Sometimes we ask for information about allergies, disabilities, health conditions or additional support needs on our registration forms.
This helps us understand how best to support participants and make our sessions accessible and safe.
We treat this information as sensitive and give it additional protection.
Where we rely on consent to process this information, we ask for explicit agreement and explain what the information will be used for. We keep a record of that agreement.
In situations involving safeguarding, emergencies or legal responsibilities, other lawful grounds and special-category conditions may apply.
We limit access to sensitive information and only use or share it where necessary and legally permitted.
Photography and filming
We sometimes take photographs or make short films during our creative sessions to celebrate participants' achievements and share what Create a Space does.
We use a separate photography and filming consent form to explain how identifiable images may be used, including on our website, social media or in promotional materials.
We seek appropriate permission before using identifiable images for publicity.
You can choose not to be photographed or filmed and still take part in our activities.
If you change your mind, please contact us. We can stop future use where applicable and discuss removing images from platforms we control. We may not be able to remove copies already shared by others.
Where does your information come from?
Most information comes directly from participants or from their parents or carers.
We may also receive information from schools, colleges or other organisations if they help someone access our activities in future.
Where this happens, we will ensure there is an appropriate reason for receiving and using the information, and explain how it will be handled.
Who do we share information with?
We only share personal information when necessary and appropriate.
This may include:
Create a Space staff, directors and volunteers who need the information for their role.
Trusted service providers who help us manage our website, emails or information storage.
Emergency services or safeguarding organisations where necessary.
Other organisations where we are legally required or otherwise lawfully permitted to share information.
We do not routinely share personal information with schools, healthcare providers or other organisations without a valid reason.
We will not publish identifying information about participants without an appropriate legal basis and, where we rely on consent, permission.
How do we keep your information safe?
We take reasonable steps to protect personal information.
Participant information is stored using Google Drive and password-protected computers.
Access is limited to authorised people who need the information to help run Create a Space.
We take additional care with health information, safeguarding records and details about young people.
We regularly review what information we hold and securely delete information when it is no longer needed.
How long do we keep your information?
We only keep personal information for as long as it is needed.
General enquiries: Up to 12 months after our last communication.
Participant registration and contact information: For as long as someone attends Create a Space, and normally for up to 12 months afterwards.
Health and additional support information: Reviewed regularly and deleted when no longer needed, normally within 12 months of someone leaving.
Photography and filming consent records: Kept while the relevant photographs or videos are used and for an appropriate period afterwards.
Safeguarding records: Stored separately and securely. Records relating to child protection concerns are normally retained until the young person reaches 25, with longer retention where appropriate. Other safeguarding records are kept in accordance with our safeguarding procedures and applicable guidance.
We may need to keep certain information for longer where there are legal, safeguarding or insurance requirements.
When information is no longer needed, we securely delete or dispose of it.
Cookies and website analytics
Our website is built using Squarespace.
We use essential cookies to help our website work properly. We also use Squarespace's built-in analytics to understand how visitors use our website and how we can improve it.
We restrict non-essential cookies until the necessary permission has been given, where consent is required.
Visitors can accept, reject or manage optional cookies through our cookie banner.
Squarespace provides information about the cookies it uses here:
https://support.squarespace.com/hc/en-us/articles/360001264507-The-cookies-Squarespace-uses
Where is your information stored?
We use Google Drive, password-protected computers and trusted online services to help us manage information securely.
Our website is hosted by Squarespace and our email communications use an email service provider.
Some providers may process information outside the UK, including in the United States.
Where information is transferred internationally, we take steps to ensure appropriate safeguards are in place in accordance with UK data protection law. Information about applicable safeguards can be requested using our contact details.
Your rights
You have rights over your personal information.
Depending on the circumstances, these include the right to:
Ask for a copy of the information we hold about you.
Ask us to correct information that is inaccurate.
Ask us to delete information where applicable.
Ask us to restrict how your information is used.
Object to certain uses of your information, including processing based on legitimate interests.
Ask for your information to be transferred, where applicable.
Withdraw consent where we rely on it.
You can contact us about any of these rights at:
We will respond without undue delay and normally within one month.
If you have a concern
If you have any questions or concerns about how we use your information, please contact us.
Email: emily@createaspace.org.uk
We'll do our best to help.
You can also contact the Information Commissioner's Office (ICO), which oversees data protection in the UK.
Website: https://ico.org.uk/make-a-complaint/
Telephone: 0303 123 1113
Changes to this policy
We may update this policy if our activities or the way we handle personal information changes.
The latest version will always be available on our website.