Privacy & Cookies

Who is responsible for the information

West End Academy is currently operated by Stagesmiths Ltd, company number 17370263. Stagesmiths Ltd is the data controller for information collected through the Academy.

Questions, privacy requests or concerns can be sent to info@westend.academy or by post to Stage Smiths, Smart Music Studios, Lyndhurst Road, Bransgore, New Forest, BH23 8LB.

Information we collect

We may collect parent and child names, contact and address details, dates of birth, class preferences, attendance, payment and membership records, emergency contacts, authorised collectors, consent choices and communications.

For safe participation we may also collect medical, allergy, medication, disability, access, learning, communication or other support information. Health information is special-category personal data and receives additional protection.

Why we use it and our lawful bases

We use information to answer enquiries, arrange trials, provide classes and performances, manage memberships and payments, communicate with families, keep children safe, respond to emergencies, make reasonable adjustments, maintain appropriate records and meet legal, safeguarding, insurance and accounting responsibilities.

Depending on the purpose, we rely on steps taken before or in connection with a contract, compliance with legal obligations, and our legitimate interests in operating a safe and properly administered youth-theatre service. Where health or support information is supplied, we rely on the parent's or guardian's explicit consent as our special-category condition. In a genuine emergency, vital interests may also apply where consent cannot be obtained.

Explicit consent may be withdrawn by contacting us. Withdrawal does not affect earlier lawful use, but it may mean we cannot safely provide an activity without essential information.

Who may receive it

Information is available only to people who reasonably need it for Academy work. This may include authorised Academy staff and teachers, secure website, database, communication and payment providers, professional advisers and insurers.

We may share relevant information with emergency services, safeguarding authorities, regulators or law-enforcement bodies when necessary or legally required. We do not sell personal information.

Some service providers may process information outside the UK. Where this happens, we require an appropriate UK data-transfer safeguard or another legally recognised protection.

How long we keep it

We keep information only for as long as it is needed for the purpose collected and for applicable safeguarding, legal, insurance, accounting or dispute periods. The period therefore depends on the record: an unconverted enquiry is not kept like an active student's safety or incident record.

We review records and securely delete or anonymise information when the relevant operational and legal period has ended. Families may ask us for the retention approach applying to a particular record.

Photography and communications

Internal and public photography choices are recorded separately. We do not knowingly use identifiable images for public marketing without the relevant consent. A photography consent can be changed by contacting us, although material already lawfully printed or published may not always be fully retrievable.

We use email for formal notices and may use WhatsApp for non-sensitive reminders. Medical and detailed support information should be submitted through the private registration route, not WhatsApp.

Cookies and website security

The website currently uses only hosting and security technology needed to deliver and protect the service, including Cloudflare security and load-balancing cookies. We do not currently use advertising or behavioural-tracking cookies.

If optional analytics, advertising or other non-essential cookies are introduced, we will explain them and request consent before setting them where required.

Your rights and complaints

Depending on the circumstances, you may ask for access to information, correction, deletion, restriction, portability or an objection to particular use. You may also withdraw consent where consent is the basis used.

Please contact info@westend.academy first so we can help. You also have the right to complain to the Information Commissioner's Office at ico.org.uk.

We explain privacy information to children in an age-appropriate way where their understanding and involvement make this appropriate. Parents and guardians should also help children understand what information is being supplied for their participation.