Artbox London Privacy Notice
Artbox London is committed to protecting your privacy and handling your personal information responsibly. This notice explains what personal information we collect, why we use it, who we may share it with and your rights.
Who we are
Artbox London is a registered charity (charity number 1172529).
If you have any questions about this notice or how we use your personal information, please contact us at info@artboxlondon.org.
What information we collect
The information we collect depends on your relationship with Artbox London. It may include:
your name and contact details;
emergency contact details;
information needed to support your participation in our activities;
health, disability, accessibility or safeguarding information where this is necessary;
attendance and participation information;
information relating to employment, volunteering or trustee roles;
information relating to donations, purchases or payments;
photographs, video or artwork-related information where appropriate; and
communications you have with us.
We usually collect information directly from you or, where appropriate, from a parent, carer, representative or another organisation involved in supporting you.
How we use your information
We may use personal information to:
provide and manage our services, workshops, exhibitions and activities;
communicate with artists, families, carers, volunteers, staff, supporters and others we work with;
provide appropriate support and keep people safe;
meet our safeguarding responsibilities;
administer employment, volunteering and trustee arrangements;
process donations, purchases and other payments;
manage bookings and attendance;
improve and evaluate our work;
report to funders and other organisations that support our work, normally using anonymised or aggregated information;
meet our legal, financial and regulatory obligations; and
promote Artbox London's work, including through photographs or video, where we have an appropriate lawful basis to do so.
Our lawful bases for using information
Under UK data protection law, we need a lawful basis for using personal information. Depending on what we are doing, we may rely on:
consent: for example, where we have asked for permission to use information in a particular way;
contract: where using information is necessary to provide a service or fulfil an agreement with you;
legal obligation: where we need to use information to comply with the law;
legitimate interests: where using information is reasonably necessary for Artbox London to operate effectively and support our charitable work, provided this does not override your rights and interests; or
vital interests: in an emergency where using information is necessary to protect someone's life.
Where we use sensitive information, such as health, disability or safeguarding information, we will also ensure that we have an appropriate additional legal condition for doing so.
Who we share information with
We do not sell your personal information.
We only share personal information where there is a legitimate reason to do so. Depending on the circumstances, this may include:
organisations and professionals involved in supporting an artist or participant;
funders, normally using anonymised or aggregated information;
organisations providing services to Artbox London, such as website, payment, payroll or accounting providers;
professional advisers;
safeguarding or statutory authorities where necessary; and
other organisations where we are legally required to provide information.
We only share the information that is necessary for the relevant purpose and expect organisations handling information on our behalf to keep it secure.
Payments and donations
Where you make a payment or donation online, payment information may be processed on our behalf by a payment provider such as Stripe.
Artbox London does not normally receive or store your full payment card details. Payment providers process this information in accordance with their own privacy and security arrangements.
Keeping your information safe
We take appropriate steps to protect personal information against loss, misuse, unauthorised access or disclosure.
Access to personal information is limited to people who need it for their role, and we use appropriate systems and security measures to store and share information.
Some of the service providers we use may process information outside the UK. Where this happens, we will ensure that appropriate safeguards are in place as required by data protection law.
How long we keep information
We only keep personal information for as long as it is needed for the purpose for which it was collected and to meet any legal, safeguarding, financial or regulatory requirements.
Different types of information therefore have different retention periods. When information is no longer required, we securely delete or destroy it.
Your rights
Depending on the circumstances, data protection law gives you rights including the right to:
ask for a copy of the personal information we hold about you;
ask us to correct inaccurate or incomplete information;
ask us to delete information where appropriate;
ask us to restrict how we use your information in certain circumstances;
object to certain uses of your personal information;
receive certain information in a portable format where applicable; and
withdraw your consent at any time where we are relying on consent.
These rights do not apply in every situation, but we will explain this if you make a request that we cannot fulfil.
To exercise any of these rights, please contact info@artboxlondon.org.
We will normally respond within one month.
Complaints
If you have concerns about how we use your personal information, please contact us first at info@artboxlondon.org and we will try to resolve the issue.
You also have the right to complain to the Information Commissioner's Office (ICO), the UK's data protection regulator.
Changes to this notice
We will review this privacy notice regularly and update it when our activities, systems or legal obligations change.
Last reviewed: 18 August 2026