Privacy Policy

Last Reviewed: June 2026

Introduction

Light UP is a programme operated by Unexpected Places CIC ("we", "us", "our"). Unexpected Places CIC is the Data Controller responsible for the personal information collected through Light UP classes, workshops, events, productions and related activities.

Unexpected Places CIC is committed to protecting and respecting your privacy. This Privacy Policy explains what personal information we collect, how we use it, how we keep it secure, and your rights regarding your information.

If you have any questions about this Privacy Policy or how we use your information, please contact:

Email: info@lightupdrama.org.uk

Information We Collect
Information You Give Us Directly

We may collect personal information when you:

  • Enrol in Light UP classes, workshops or events

  • Join our mailing list

  • Purchase tickets, products or services from us

  • Complete surveys or feedback forms

  • Apply for employment, work experience or volunteer opportunities

  • Contact us by email, telephone, social media, post or in person

  • Provide emergency contact or medical information

  • Give consent for photography or filming

  • Make donations or payments


Information We Collect Indirectly

We may collect information when you:

  • Interact with our social media channels

  • Mention or engage with us online

  • Visit our website

  • Respond to online advertising or promotional campaigns

Personal Information We Collect

Depending on your relationship with us, we may collect:

  • Name

  • Address

  • Email address

  • Telephone number

  • Date of birth

  • Emergency contact details

  • Parent or guardian details

  • School attended (where relevant)

  • Attendance and participation records

  • Purchase and payment history

  • Photographs and video recordings (where appropriate)

  • Communications with us

Special Category Data

In certain circumstances we may collect information that is classified as Special Category Data under UK GDPR, including:

  • Medical information

  • Accessibility requirements

  • Ethnicity

  • Gender identity

  • Next of kin details

  • Bank account information (where required for payments)

This information is only collected where necessary and access is restricted to authorised staff and volunteers who require it to perform their duties.

We use this information to:

  • Support participant wellbeing and safety

  • Respond appropriately in emergencies

  • Meet safeguarding obligations

  • Process certain payments

  • Produce anonymised monitoring data required by funding organisations

Children's Data

The welfare and safety of children and young people is a priority for Light UP.

We collect personal information about children participating in our activities where necessary to administer classes, ensure safeguarding and provide appropriate support.

Where participants are under 16 years of age, we obtain consent from a parent or legal guardian before collecting personal information.

When a participant reaches the age of 16, we may seek consent directly from them where appropriate.

Children's information is only accessible to staff, teachers and authorised volunteers who require access for operational or safeguarding purposes.

Our Lawful Basis for Processing

We process personal information under one or more of the following lawful bases:

Performance of a Contract

Where processing is necessary to:

  • Administer bookings and registrations

  • Deliver classes, workshops and events

  • Process payments and purchases

  • Provide customer support

Legitimate Interests

Where processing is necessary to:

  • Manage and improve our services

  • Communicate with participants and families

  • Maintain records

  • Protect participants and staff

  • Undertake reporting and evaluation

Consent

Where you have given us permission to:

  • Send marketing communications

  • Use photographs or videos where consent is required

  • Collect certain optional information

You may withdraw your consent at any time.

Legal Obligation

Where processing is necessary to comply with legal, regulatory or safeguarding requirements.

Vital Interests

Where processing is necessary to protect an individual's health, wellbeing or safety during an emergency.

How We Use Your Information

We may use your information to:

  • Administer classes, workshops and events

  • Process bookings, purchases and payments

  • Communicate with participants and families

  • Manage waiting lists and attendance

  • Respond to enquiries

  • Improve our services

  • Meet safeguarding responsibilities

  • Produce anonymised reports for funders and stakeholders

  • Comply with legal obligations

Marketing Communications
Essential Communications

If you or your child are enrolled in Light UP activities, we will send communications necessary for participation, including:

  • Class updates

  • Schedule changes

  • Production information

  • Safeguarding information

  • Payment and administrative communications

These communications are considered essential to the delivery of our services.

Marketing Communications

Where you have provided consent, we may send information about:

  • Upcoming classes

  • Workshops

  • Productions

  • Events

  • Opportunities to get involved with Light UP and Unexpected Places

You can withdraw your consent at any time by:

  • Clicking the unsubscribe link in our emails; or

  • Contacting us at info@lightupdrama.org.uk

We will never sell your personal information to third parties.

Photography and Video Recording

Photographs and video recordings may be taken during classes, rehearsals, workshops, performances and events.

Images may be used for:

  • Marketing and promotional materials

  • Social media

  • Printed publications

  • Funding and evaluation reports

  • Website content

Where consent is required, we will seek permission before using photographs or recordings.

You may withdraw consent at any time by contacting us.

For children, consent will be obtained from a parent or legal guardian where appropriate.

Website Information and Cookies

When you visit our website, we may automatically collect technical information including:

  • IP address

  • Browser type

  • Device type

  • Operating system

  • Pages visited

  • Referring websites

  • Website interactions

This information helps us:

  • Improve website performance

  • Understand visitor behaviour

  • Monitor website security

  • Produce anonymous statistical reports

Our website uses cookies and similar technologies to improve user experience and analyse website traffic.

Where required by law, we will request your consent before placing non-essential cookies on your device.

Please refer to our Cookie Policy for further information.

Reporting and Analysis

We use aggregated and anonymised information to:

  • Understand participation levels

  • Measure project outcomes

  • Report to funding organisations

  • Improve our services

These reports do not identify individual participants.

Employment, Volunteer and Work Experience Applications

If you apply for a job, volunteer role or work experience opportunity with us, we may collect personal information and Special Category Data relevant to your application.

Equal Opportunities monitoring information is collected separately where possible and is not used in recruitment decisions.

How We Store and Protect Your Information

We take appropriate technical and organisational measures to protect personal information from loss, misuse, unauthorised access, disclosure or alteration.

Access to personal information is restricted to staff, teachers and authorised volunteers who require it to perform their duties safely and effectively.

We use trusted third-party providers including:

  • Wix

  • Google Workspace

  • Stripe

  • Xero Accounting

  • TicketSource (where applicable)

These providers process information on our behalf and are required to maintain appropriate security standards.

Paper records containing personal information are kept to a minimum and stored securely when required.

Payment Security

All online payments are processed through secure third-party payment providers.

Unexpected Places and Light UP do not store full payment card details.

Payment providers operate in accordance with applicable Payment Card Industry Data Security Standards (PCI-DSS).

International Transfers

Some of our service providers may process personal information outside the United Kingdom.

Where this occurs, we ensure appropriate safeguards are in place in accordance with UK data protection legislation.

Sharing Information

We will only share personal information where:

  • You have provided consent;

  • It is necessary to deliver our services;

  • We are required to do so by law;

  • It is necessary for safeguarding purposes; or

  • It is necessary to protect the rights, safety or wellbeing of individuals.

We do not sell personal information to third parties.

Data Retention

We only keep personal information for as long as necessary for the purposes for which it was collected.

Typically:

  • Participant records are retained for up to 7 years after participation ends.

  • Financial records are retained for at least 6 years in accordance with HMRC requirements.

  • Marketing records are retained until consent is withdrawn.

  • Safeguarding records may be retained for longer where required by law or safeguarding guidance.

  • Recruitment records are retained in accordance with employment law requirements.

When information is no longer required, it is securely deleted or destroyed.

Data Breaches

If a personal data breach occurs that is likely to result in a risk to individuals' rights and freedoms, we will notify the Information Commissioner's Office (ICO) and affected individuals where required by law.

Keeping Your Information Up to Date

Please notify us if your personal information changes so we can keep our records accurate.

Contact: info@lightupdrama.org.uk

Your Rights

Under UK data protection law, you have the right to:

  • Access your personal information

  • Correct inaccurate information

  • Request deletion of your information

  • Restrict processing

  • Object to processing

  • Withdraw consent

  • Request transfer of your information where applicable

  • Lodge a complaint with the Information Commissioner's Office (ICO)

To exercise any of these rights, please contact:

info@lightupdrama.org.uk

We will normally respond within one month.

We may request proof of identity before processing certain requests.

Complaints

If you have concerns about how we handle your personal information, please contact us first so that we can try to resolve the issue.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO).

Website:https://ico.org.uk

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in legislation, guidance or our services.

Any updates will be published on this page and, where appropriate, communicated directly to you.

Last Reviewed: June 2026