Privacy Policy

Last updated: March 2026 | KL Creatives Studios — Registered CIC No. 17065168

1. Who we are

KL Creatives Studios CIC ('we', 'us', 'our') is a Community Interest Company registered in England and Wales, CIC number 17065168. Our registered address is Austin Fields, King's Lynn, PE30 1PH.

We are committed to protecting and respecting your privacy. This policy explains what personal data we collect, how we use it, and the rights you have over your information.

We are the data controller for the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Contact: enquiries@klcreativesstudios.com | 07879383989

2. What data we collect

We may collect and process the following personal data:

Contact information — name, email address, phone number, and postal address
Booking and payment information — service bookings, payment records, and transaction history
Health and accessibility information — only where you voluntarily provide this to help us accommodate your needs (for example, sensory requirements or disability-related adjustments)
Communications — emails, messages, and notes from interactions with our team
Donation information — where you donate through our website, we may receive details provided through our payment processor
Event and workshop registrations — attendance records and session notes
Website usage data — including cookies, IP addresses, browser type, and pages visited (see our Cookies section below)
Photographs and video — only where you have given explicit consent to be photographed or filmed at our events or in our studios

3. How we use your data

We use your personal data for the following purposes:

To process bookings and manage your use of our studios and services
To communicate with you about bookings, events, and services you have enquired about or booked
To send you updates about our programmes, events, and opportunities — only where you have opted in or have a legitimate interest in receiving them
To process donations and issue Gift Aid claims where applicable
To meet our legal obligations, including health and safety, safeguarding, and financial record-keeping
To improve our services and understand how our community uses our facilities
To apply for grants and funding — using anonymised or aggregated data only

4. Legal basis for processing

We rely on the following legal bases under UK GDPR:

Contract — to fulfil bookings and services you have requested
Legitimate interests — to communicate with existing customers and improve our services
Legal obligation — to comply with safeguarding, financial, and health and safety law
Consent — where we send marketing communications or use images of you

5. Sharing your data

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

Payment processors — to handle secure payments for bookings and donations
Booking and communication platforms — including our website provider (Wix) and any CRM or booking system we use
Funders and grant bodies — where legally required, using anonymised or aggregated data only
Safeguarding and statutory authorities — where we have a legal obligation to disclose information

All third-party processors we use are required to process your data in accordance with UK GDPR.

6. How long we keep your data

Booking and financial records — 7 years (HMRC requirement)
Contact and communication records — 3 years from last contact
Safeguarding records — in line with statutory guidance (typically until a person's 25th birthday or 7 years from the last entry, whichever is longer)
Consent-based marketing data — until you withdraw consent
Photos and video — until you withdraw consent or we no longer have a legitimate use

7. Your rights

Under UK GDPR, you have the right to:
Access — request a copy of the personal data we hold about you
Rectification — ask us to correct inaccurate or incomplete data
Erasure — ask us to delete your data in certain circumstances
Restriction — ask us to restrict how we process your data
Portability — receive your data in a commonly used format
Object — object to processing based on legitimate interests
Withdraw consent — at any time where processing is based on consent

To exercise any of these rights, please contact us at enquiries@klcreativesstudios.com. We will respond within 30 days.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk or on 0303 123 1113.

8. Cookies

Our website uses cookies to improve your experience. Cookies are small files placed on your device. We use:
Essential cookies — required for the website to function correctly (e.g. booking system, login sessions)
Analytics cookies — to understand how visitors use our site (e.g. pages visited, time on site). We use anonymised data only.
Preference cookies — to remember settings and preferences you have chosen

You can control cookies through your browser settings or via our cookie consent banner. Disabling non-essential cookies will not prevent you from using the site.

9. Data security

We take the security of your personal data seriously. We use secure, encrypted systems for data storage and transmission, restrict access to personal data to authorised staff only, and review our data protection practices regularly. In the event of a data breach that poses a risk to your rights and freedoms, we will notify the ICO within 72 hours and inform affected individuals without undue delay.

10. Changes to this policy

We may update this Privacy Policy from time to time. The latest version will always be available on our website. If we make significant changes, we will let you know by email or via a notice on our website.