Last updated: 8th May 2026

Swan Hill Studios respects your privacy and is committed to protecting your personal information. This privacy policy explains how we collect, use and store your personal data when you use our website, contact us, book onto an event, become a member, or interact with us.

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For the purposes of UK data protection law, Swan Hill Studios is the data controller for the personal information described in this policy.

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Swan Hill Studios
17a Swan Hill, Shrewsbury, Shropshire SY1 1NL

Email: thecircle@swanhillstudios.com
Website: www.swanhillstudios.com

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1. What information we collect

We may collect and use the following types of personal information.

Information you give us directly, such as:

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Names, email addresses, phone numbers, postal addresses, business names, social media handles, enquiry details, booking details, membership information, payment information, accessibility requirements, dietary requirements, and any other information you choose to send to us.

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Information collected when you use our website, such as:

• Your IP address, browser type, device information, pages visited, time spent on the website, referral source, and cookie preferences.

• Information related to events, workshops or memberships, such as:

• Attendance records, booking history, payment status, communication preferences, and notes relevant to providing you with the service you have requested.

• Images and content, where relevant:

• We may take photographs or videos at events, workshops or studio activities for marketing and documentation purposes. Where we plan to use identifiable images of you, we will either ask for your consent or make clear photography notices available at the event.

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2. How we use your personal information

We use your personal information to:

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• Respond to enquiries

• Manage bookings, memberships, workshops and studio events

• Process payments and keep financial records

• Send service-related emails, such as booking confirmations or membership updates

• Send newsletters or marketing emails where you have opted in

• Improve our website, services and communications

• Manage our relationship with members, artists, collaborators and visitors

• Keep records for legal, tax, insurance and business purposes

• Protect the security of our website and systems

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3. Our lawful bases for using your data

Under UK GDPR, we must have a lawful basis for using your personal information. Depending on the situation, we may rely on:

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Contract
When we need your information to provide a service you have requested, such as processing a workshop booking, managing your membership, or responding to an enquiry about studio hire.

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Legitimate interests
When we use your information in a way that is necessary for running and improving Swan Hill Studios, provided your rights and freedoms do not override those interests. This may include replying to enquiries, managing relationships with members, keeping internal records, improving our services, and protecting our website.

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Consent
When you sign up to receive marketing emails or where we ask for your permission to use photographs, videos or specific information. You can withdraw consent at any time.

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Legal obligation
When we need to keep certain records for tax, accounting, safeguarding, insurance or legal reasons.

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4. Marketing emails

We will only send you marketing emails if you have opted in or where we are otherwise allowed to do so under applicable law.

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You can unsubscribe at any time by clicking the unsubscribe link in our emails or by contacting us at thecircle@swanhillstudios.com. We will not sell your personal information to third parties.

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5. Cookies and website analytics

Our website may use cookies and similar technologies to make the website work properly, understand how people use it, and improve the experience.

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Essential cookies are used to keep the website functioning and do not usually require consent. Non-essential cookies, such as analytics or marketing cookies, should only be used where you have given consent. The ICO states that PECR applies to cookies and similar technologies, even where the data is anonymous. 

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You can manage your cookie preferences through our cookie banner or through your browser settings.

A separate cookie policy may be provided on our website with more detail about the cookies we use.

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6. Who we share your information with

We may share your personal information with trusted third-party service providers who help us run Swan Hill Studios, such as:

• Website hosting providers

• Email marketing platforms

• Booking or ticketing platforms

• Payment processors

• Accounting software or accountants

• IT and security providers

• Professional advisers, such as insurers or legal advisers

• Event partners, where necessary to deliver a workshop, event or service

• We only share the information needed for them to provide their service, and we expect them to handle your data securely.

• We may also share information where required by law, regulation, court order, or to protect our legal rights.

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7. Payments

If you make a payment to us, your payment may be processed by a third-party payment provider. We do not usually store full card details ourselves. Payment providers process your data according to their own privacy and security policies.

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8. How long we keep your information

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

As a general guide:

• Enquiry information may be kept for up to [insert period, for example 12 months]

• Booking and membership records may be kept for up to [insert period, for example 6 years]

• Financial and accounting records are usually kept for 6 years

• Newsletter data is kept until you unsubscribe or ask us to delete it

• Event photography or marketing content may be kept for as long as it remains relevant, unless you withdraw consent where consent was the lawful basis

• The ICO says that if you do not have a specific retention period, you should explain the criteria used to decide how long information is kept. 

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9. How we protect your information

We take reasonable steps to protect your personal information from loss, misuse, unauthorised access, disclosure or alteration.

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This may include password protection, secure systems, access controls, data backups, and using reputable third-party service providers. The ICO describes data security as a key principle of UK GDPR and says organisations must use appropriate technical and organisational measures.

 

10. International transfers

Some of the services we use may store or process personal data outside the UK. Where this happens, we will take steps to make sure appropriate safeguards are in place, such as using providers that rely on recognised transfer mechanisms.

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11. Your rights

Under UK data protection law, you have rights over your personal information. These may include the right to:

• Access the personal data we hold about you

• Ask us to correct inaccurate information

• Ask us to delete your information

• Ask us to restrict how we use your information

• Object to certain uses of your information

• Ask for your information to be transferred to another provider

• Withdraw consent where we rely on consent

• Complain to the Information Commissioner’s Office

• To exercise your rights, contact us at thecircle@swanhillstudios.com.

• You also have the right to complain to the ICO if you are unhappy with how we handle your data. You can find more information at the ICO website.

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12. Children’s data

Our website and services are not generally aimed at children. However, some workshops, events or activities may involve children or young people.

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Where we collect information about children, we will only collect what is necessary and will usually require consent from a parent, guardian or responsible adult.

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13. Links to other websites

Our website may include links to other websites. We are not responsible for the privacy practices or content of those websites. You should read their privacy policies before providing any personal information.

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14. Changes to this policy

We may update this privacy policy from time to time. The latest version will always be available on our website.

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15. Contact us

If you have any questions about this privacy policy or how we use your personal information, please contact:

Swan Hill Studios
Email: thecircle@swanhllstudios.com
Address: 17a Swan Hill, Shrewsbury, Shropshire, SY1 1NL