PRIVACY NOTICE
Last updated: September 2026
Kingdom School of Arts C.I.C. (“Kingdom”, “we”, “us” or “our”) is committed to protecting your personal information and respecting your privacy.
This Privacy Notice explains what personal information we collect, why we collect it, how we use it, who we may share it with, how long we keep it and the rights you have in relation to your information.
This notice applies to applicants, auditionees, current and former students, parents or guardians who provide information on behalf of a student, tutors, staff and other people who interact with Kingdom.
1. WHO WE ARE
Kingdom School of Arts C.I.C. is a Community Interest Company registered in England and Wales.
Company Number: 12269122
Registered Office:
St James House
C/O Accounts Navigator
27–43 Eastern Road
Romford
Essex
RM1 3NH
For the purposes of UK data protection law, Kingdom School of Arts C.I.C. is the data controller responsible for your personal information.
For any questions about this Privacy Notice or how we use your personal information, please contact:
Email: info@WeAreKingdom.org.uk
2. WHO THIS PRIVACY NOTICE APPLIES TO
We may collect and process information about:
people applying to audition for Kingdom;
prospective students;
current students;
former students;
parents or guardians who make an application or communicate with us on behalf of a student;
tutors, staff and contractors; and
other people who contact or interact with Kingdom.
Kingdom’s student courses are available to people aged 16 and over, with no upper age limit.
3. INFORMATION WE MAY COLLECT
Depending on your relationship with Kingdom, we may collect information including:
your name;
date of birth and age;
home address;
email address;
telephone number;
headshot or photograph;
application and audition information;
details of courses and classes you have attended;
attendance and absence records;
assessment information, tutor feedback and training records;
correspondence between you and Kingdom;
information relating to payments, instalments and outstanding balances;
information you choose to provide about learning difficulties, disabilities, health conditions or access requirements;
photographs and video recordings taken during classes, events or other Kingdom activities;
screen-acting class recordings and assessment recordings;
information relating to professional development opportunities and industry introductions;
marketing preferences; and
technical information collected when you use our website, including information collected through cookies and similar technologies.
We aim to collect only the information that is reasonably necessary for the purposes described in this Privacy Notice.
4. WHY WE USE YOUR INFORMATION
We may use your personal information to:
process applications and auditions;
administer enrolment and student records;
provide drama training and other services;
communicate with students about their course, classes and school activities;
manage attendance and absences;
allocate students appropriately for scripts, scenes and classroom exercises;
assess students’ work and provide feedback;
provide reasonable support and adjustments where requested;
administer payments and maintain financial records;
operate our student services and online systems;
manage professional development opportunities;
facilitate introductions to agents, casting directors and other industry professionals where appropriate;
film and administer screen-acting classes;
manage photography and video produced at the school;
promote Kingdom, where appropriate;
communicate about future Kingdom courses, auditions, workshops and opportunities where permitted;
operate, maintain and improve our website and services;
respond to enquiries, complaints and other correspondence;
protect the safety and security of students, staff and our systems;
comply with our legal and regulatory obligations; and
establish, exercise or defend legal claims where necessary.
5. OUR LAWFUL BASES FOR USING PERSONAL INFORMATION
Under UK data protection law, we must have a lawful basis for processing personal information.
Depending on the circumstances, we may rely on:
Contract – where processing is necessary to take steps at your request before entering into a contract with you, or to provide the training or services you have enrolled for.
Legitimate interests – where processing is reasonably necessary for the operation and administration of Kingdom, provided those interests are not overridden by your rights and interests.
Legal obligation – where we need to process information to comply with a legal obligation.
Consent – where you have freely given us permission to use your information for a particular purpose. Where we rely on consent, you may withdraw it at any time.
Different lawful bases may apply to different uses of your information.
6. HEALTH, DISABILITY AND LEARNING SUPPORT INFORMATION
Students may choose to tell us about a disability, health condition, learning difficulty or other circumstance where they believe additional support or adjustments may help them participate in their training.
We do not require students to disclose information that is not relevant to the support they are requesting.
Where this information constitutes special category personal data, we will only process it where we have both a lawful basis and an appropriate additional condition under data protection law.
Where we rely on your explicit consent to process this information, you may withdraw that consent at any time. This will not affect processing that has already taken place.
Information of this nature will only be made available to members of the Kingdom team who reasonably need it to provide appropriate support or adjustments.
7. AGE AND DATE OF BIRTH
We collect date of birth and age where necessary for administering applications and training.
We do not routinely provide students’ dates of birth to tutors.
Where appropriate, tutors may be provided with a student’s age so that they can make suitable decisions regarding casting, scripts, scenes and training exercises.
8. SCREEN-ACTING CLASSES AND CLASS RECORDINGS
As part of Kingdom’s screen-acting training, scenes and performances may be filmed.
These recordings form part of the learning process and allow students to review their work and support their personal and professional development.
Class recordings may be uploaded to a secure shared Dropbox folder accessible to the relevant class and authorised members of the Kingdom team.
Students should not distribute, publish or otherwise use recordings containing other students without the appropriate permission.
Students who do not wish their class recordings to be uploaded or shared in this way should contact us at info@WeAreKingdom.org.uk.
Where appropriate, alternative arrangements will be discussed with the student.
9. PHOTOGRAPHY, VIDEO AND PROMOTIONAL MATERIAL
Kingdom may arrange photography and video recording during classes, events and other school activities for promotional and marketing purposes.
This material may be used on:
Kingdom’s website;
Kingdom’s social media channels;
digital and printed promotional material;
advertising;
publicity; and
other Kingdom marketing communications.
Students may opt out of appearing in photography or video intended for promotional or marketing purposes.
If you do not wish to appear in promotional photography or video, please contact info@WeAreKingdom.org.uk.
Where we rely on consent for a particular use, you may withdraw that consent at any time. Withdrawal will apply to future use where reasonably practicable, but may not always allow us to recall material that has already been lawfully published or distributed.
10. PROFESSIONAL DEVELOPMENT AND INDUSTRY OPPORTUNITIES
An important part of Kingdom’s work is supporting students’ professional development.
For example, an agent, casting director or other industry professional may see a student perform at a Kingdom showcase and subsequently express an interest in contacting or working with them.
Where appropriate, Kingdom may facilitate an introduction or provide relevant contact or professional information to that industry professional.
We will not knowingly provide a student’s personal contact information for this purpose where the student has told us that they do not wish us to do so.
Students may opt out of professional introductions or the sharing of their contact information by contacting info@WeAreKingdom.org.uk.
11. PAYMENTS
Kingdom uses third-party payment providers, including Stripe and GoCardless, to process payments.
Payment card and bank account information submitted directly to these providers is processed securely by the relevant payment provider and is not ordinarily visible to or stored by Kingdom.
Kingdom may retain information relating to transactions, including amounts paid, payment dates, outstanding balances, refunds and other information required to administer a student’s account and maintain appropriate financial records.
The payment provider’s own privacy terms will apply to information processed directly by them.
12. SERVICE PROVIDERS
We use third-party services to help us operate the school and provide our services. These currently include services provided by:
Google Workspace;
Dropbox;
Squarespace;
Mailchimp;
Stripe; and
GoCardless.
These organisations may process personal information on our behalf or, in some circumstances, as independent data controllers.
We only share information that is reasonably necessary for the relevant purpose and expect our service providers to handle personal information securely and in accordance with applicable data protection law.
13. INTERNATIONAL TRANSFERS
Some of the technology and service providers we use may process or store personal information outside the United Kingdom.
Where personal information is transferred internationally, we will take appropriate steps to ensure that the transfer is permitted under UK data protection law and that appropriate safeguards are in place where required.
Further information about the safeguards used by a particular service provider can be requested by contacting us.
14. MARKETING COMMUNICATIONS
We may send information about Kingdom courses, auditions, workshops, events and other opportunities where we are permitted to do so under applicable data protection and electronic marketing laws.
Where consent is required, we will ask for it separately.
You can change your marketing preferences or unsubscribe from marketing communications at any time by:
using the unsubscribe link contained in our marketing emails; or
contacting info@WeAreKingdom.org.uk.
We will not use information relating to health, disability or learning support to target marketing communications.
Opting out of marketing does not prevent us from sending administrative or service-related communications that are necessary in connection with an application, audition, enrolment, course, payment or other existing relationship with Kingdom.
15. OUR WEBSITE, COOKIES AND ANALYTICS
Our website uses cookies and similar technologies.
These may include technologies used to:
make the website function correctly;
understand how visitors use our website;
measure website performance;
provide analytics; and
measure or support advertising and marketing.
Our website may use services including Google Analytics and Meta technologies such as the Meta Pixel.
Where required by law, non-essential cookies and similar tracking technologies will only be used after you have provided the appropriate consent.
You can manage your cookie preferences through the cookie controls available on our website.
Further information about our use of cookies should be provided in our Cookie Notice or cookie preference centre.
16. HOW LONG WE KEEP PERSONAL INFORMATION
We do not keep personal information for longer than we reasonably need it.
The appropriate retention period depends on the type of information, why we collected it, any legal or accounting requirements and whether the information may be required in connection with a dispute or legal claim.
As a general guide:
Application and audition records: normally retained for up to 2 years following the application or audition where the applicant does not become a student, unless there is a reason to retain them for longer.
Student training and administrative records: normally retained for up to 6 years after the student’s relationship with Kingdom ends.
Financial and transaction records: retained for the period required by applicable tax, accounting and legal requirements, normally up to 6 years after the relevant financial period.
Learning support, disability and health-related information: retained only for as long as reasonably necessary for the purpose for which it was provided, taking account of any continuing legal or safeguarding requirements.
Class recordings: retained for as long as reasonably necessary for the relevant course, assessment, portfolio or training purpose and periodically reviewed for deletion.
Marketing information: retained until you unsubscribe, withdraw consent or object to marketing, or until we determine that the information is no longer required. We may retain a minimal suppression record after you unsubscribe so that we can respect your preference not to receive further marketing.
Promotional photographs and video: may be retained for as long as they remain relevant to Kingdom’s legitimate promotional, historical or archival purposes, subject to applicable rights and any consent requirements.
We may securely delete or anonymise information earlier where it is no longer required.
17. INFORMATION ABOUT UNDER-18s
Kingdom accepts students from the age of 16.
Where a student is under 18, information may sometimes be provided to us by their parent or guardian, for example where the parent or guardian makes an application or communicates with Kingdom on their behalf.
We recognise that information relating to children requires particular care and will take this into account when collecting, using and communicating information relating to students under 18.
18. HOW WE PROTECT YOUR INFORMATION
We take reasonable technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.
Access to personal information is limited to staff, tutors, contractors and service providers who reasonably require access for their role or the service they provide.
No method of electronic storage or transmission is completely secure, but we regularly consider the measures appropriate to the nature of the information we hold.
19. SHARING YOUR INFORMATION
We do not sell personal information.
We may share personal information where reasonably necessary with:
tutors and authorised Kingdom staff;
service providers who operate systems on our behalf;
payment providers;
professional advisers, including accountants and legal advisers;
agents, casting directors and other industry professionals where appropriate and subject to the arrangements described above;
venues and service providers where necessary for the operation of courses or events;
regulatory bodies, law enforcement agencies or public authorities where we are legally required to do so; and
another organisation in connection with a restructuring, merger or transfer of Kingdom’s activities, where permitted by law.
We aim to disclose only the information reasonably necessary for the relevant purpose.
20. YOUR DATA PROTECTION RIGHTS
Depending on the circumstances, UK data protection law may give you the right to:
ask us for access to the personal information we hold about you;
ask us to correct inaccurate or incomplete information;
ask us to delete your personal information;
ask us to restrict how we use your information;
object to certain uses of your information;
receive certain information in a portable format;
withdraw consent where our processing is based on consent; and
object at any time to the use of your personal information for direct marketing.
These rights are not absolute and may depend on the circumstances and the lawful basis on which we process your information.
To exercise any of these rights, please contact:
info@WeAreKingdom.org.uk
We may need to verify your identity before responding to a request.
21. COMPLAINTS
If you have concerns about how Kingdom has handled your personal information, please contact us first so that we have an opportunity to address your concerns.
You also have the right to make a complaint to the UK’s independent data protection regulator, the Information Commissioner’s Office (ICO).
Information about making a complaint is available from the ICO.
22. CHANGES TO THIS PRIVACY NOTICE
We may update this Privacy Notice from time to time to reflect changes to our services, systems, practices or legal obligations.
The latest version will be published on our website and the date at the top of this notice will show when it was last updated.
Where a change significantly affects how we use personal information, we will take reasonable steps to bring the change to the attention of affected individuals.
23. CONTACT US
If you have any questions about this Privacy Notice, how Kingdom uses your personal information or your data protection rights, please contact:
Kingdom School of Arts C.I.C.
Email: info@WeAreKingdom.org.uk
Registered Office:
St James House
C/O Accounts Navigator
27–43 Eastern Road
Romford
Essex
RM1 3NH
Company Number: 12269122