Cookies & Privacy Policy

We may collect, store and use the following kinds of personal information:

a) Information you give us: for example, when you make a donation, subscribe to our mailing list, become a member, or register or book for a course, workshop or event, you may provide us with personal information such as your name, email address, postal address, telephone number and any other details supplied through registration or booking forms.

b) Information we get from your use of our website and services: we collect information about how you use our website and communications — for example, when you comment on our social media, open an email from us, or interact with our site — including communication content and metadata, and analytics data such as pages visited and time on site.

c) Information from third parties: we may receive information about you from project partners or other organisations you have given your information to, in accordance with their own privacy policies.

Before you disclose the personal information of another person to us, you must have that person’s consent to the disclosure and to our processing of it under this policy.

If you are under 13, you are not able under UK data protection law to give your own consent for us to collect and use your personal information online, and we need a parent or guardian to do this on your behalf.

Some of our educational events and workshops involve young people under 18. Where we collect a young person’s data for the purposes of running such a project, we will also seek and record parental or guardian consent for that specific activity, regardless of the young person’s age.

This website is built with WordPress, which does not by default collect personal data about visitors. Some plugins and third-party services we use do process personal data, as set out below.

We use Google Analytics to understand how visitors use our website. This may involve Google processing your IP address, geographical location, browser type and version, operating system, referral source, and browsing behaviour on our site to help us improve our services.

We use Hotjar to understand how visitors interact with our website (for example, through anonymised session recordings or heatmaps), which may set the analytics cookie referenced in Section 5 below.

We occasionally process some event bookings off-site via Eventbrite, and Ticketpass. Please see the Eventbrite privacy policy and Ticketpass private policy.

Online forms on this website are built using Ninja Forms or Google Forms. Please see the Ninja Forms privacy policy and the Google privacy policy for how each platform processes form data on our behalf.

When you submit a contact form, we collect your name, email, subject line and message. We keep contact form submissions for up to 12 months from submission, or until we have finished dealing with your enquiry, whichever is sooner.

When you submit an artwork or open-call submission form, we collect your name, email address, and the artwork, images or other materials and information you submit as part of your application. We use this information to assess your submission and administer the open call or opportunity it relates to. We keep this information for 12 months after the call closes or the related project ends, after which we retain it as part of hARTslane’s ongoing archive of past open calls and exhibitions.

When you register for a membership, course, workshop or event, we collect the information necessary to administer your membership or booking and deliver the relevant activity. This may include your name, email address, postal address, telephone number and responses submitted through the registration or booking form. We do not use this information for marketing unless you have separately opted in to receive marketing communications. This information is retained for the duration of your membership, course, workshop or event and for 12 months afterwards, after which we retain it as part of hARTslane’s organisational archive.

A cookie is a small file containing an identifier that a website sends to your browser, which is then stored and sent back to the server each time you request a page. Cookies may be “persistent” (remaining until a set expiry date, unless you delete them) or “session” cookies (expiring when you close your browser). We use both types.

Cookies do not usually identify you personally, but personal information we hold about you may be linked to information stored in cookies.

The cookies we currently use are:

• hjIncludedInSample — Hotjar, website analytics
• _ga / _gid — Google Analytics, website analytics
• wfvt_358341616 — geographic session cookie
• wordfence_verifiedHuman — security cookie
• DYNSRV — load balancing, to manage server traffic

Analytics cookies (Hotjar, Google Analytics) are not strictly necessary for the website to function. Where required by law, we will ask for your consent to these cookies via a cookie banner when you first visit the site, and you can change your preference at any time.

If you have any concerns about cookies, or want to remove them from your device, visit All About Cookies: https://www.allaboutcookies.org/, which explains how to do this.

You can choose to subscribe to hARTslane’s mailing list to receive news about our events and call-outs. We use MailChimp as our marketing platform. By subscribing, you acknowledge that your information will be transferred to MailChimp for processing in line with their privacy policy  and terms. You can unsubscribe at any time using the link at the bottom of every newletter we send.

This website accepts payments via PayPal. We do not collect or store any payment card data ourselves — you are taken directly to PayPal to enter the details needed to process your payment. Please see the PayPal Privacy Policy. for how they use and store your data.

If you register for a course or a workshop, we use your information to deliver the course and process your registration and fee. This data is deleted 12 months after the course ends. We will not share your information with anyone for purposes beyond running the course, and we will ask your permission before sharing your contact details with other participants to help them communicate with each other.

Courses are delivered via Canvas and Zoom, and registering for a course will require you to register with these platforms. Please see the  Canvas Privacy Policy and the Zoom Privacy Statemen for how they process your data, including where this involves transferring data outside the UK.

We may use your personal information to:

• send you email correspondence you have specifically requested;
• send you our email newsletter, where you have opted in to receive it;
• send you other marketing communications about our work, where you have opted in to receive these;
• ask for support for our charitable work, such as a donation or fundraising appeal;
• deal with enquiries and complaints you make to us;
• keep our website secure and prevent fraud; and
• monitor compliance with the terms governing use of our website.

Where we do not rely on your consent for the above, we rely on our legitimate interest in responding to your enquiries and running our charitable activities, having judged that this does not override your own interests or rights. You can opt out of marketing communications at any time by clicking “unsubscribe” in any newsletter, or by contacting us using the details in Section 16.

We may disclose your personal information to our employees, officers, insurers, professional advisers, agents, suppliers or subcontractors, where reasonably necessary for the purposes set out in this policy.

We may also disclose your personal information:

• to third-party data processors, such as ticketing system providers, who must comply with our data protection instructions and relevant law;
• to the extent required by law;
• in connection with any ongoing or prospective legal proceedings;
• to establish, exercise or defend our legal rights;
• to a purchaser (or prospective purchaser) of any business or asset we are selling, or considering selling; and
• to any person who we reasonably believe may successfully apply to a court for disclosure of that information.

Except as set out in this policy, we will not provide your personal information to third parties.

Some of the services we use to process your data — including MailChimp, Zoom, Canvas, Google Analytics and Google Forms — may store or process information outside the UK. Where this happens, we rely on the provider’s participation in an approved transfer mechanism (such as the UK International Data Transfer Agreement or equivalent adequacy arrangements) to ensure your information receives an equivalent level of protection.

We do not keep personal information for longer than necessary for the purpose it was collected for. Specific retention periods are set out in the relevant sections above (contact forms, artwork/open-call submissions, courses, memberships).

Where stated in this policy, some information is retained beyond its initial retention period as part of hARTslane’s organisational archive.

If we receive an indication that your details are out of date — for example, if an email to you bounces — we will delete those details.

Notwithstanding the retention periods above, we will keep documents containing personal data for longer where:

• we are required to do so by law;
• the documents may be relevant to ongoing or prospective legal proceedings; or
• we need them to establish, exercise or defend our legal rights.

We take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information, and store it on secure cloud-based systems or servers. Electronic financial transactions on our website are protected by encryption. However, transmission of information over the internet is inherently insecure, and we cannot guarantee the security of data sent to us online.

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

• be informed about how we use your personal information (as set out in this policy);
• access the personal information we hold about you;
• have inaccurate personal information corrected, or incomplete information completed;
• have your personal information erased, in certain circumstances;
• restrict our processing of your personal information, in certain circumstances;
• receive a copy of the personal information you have provided to us, in a structured, commonly used, machine-readable format (data portability), in certain circumstances;
• object to our processing of your personal information, including for marketing purposes; and
• withdraw consent at any time, where we rely on consent to process your information.

To exercise any of these rights, contact us using the details in Section 16. We may need to ask you for information to confirm your identity before responding, but we do not require notarised documents to do this — a reasonable, proportionate check is enough. We will respond within one month of receiving your request, as required by law.

If you are unhappy with how we have handled your personal information, you also have the right to complain to the Information Commissioner’s Office (ICO) at ico.org.uk, though we would welcome the chance to resolve your concern directly first.

Our website includes hyperlinks to, and details of, third-party websites. We have no control over, and are not responsible for, the privacy policies and practices of those third parties.

hARTslane CIC is the data controller for the personal information described in this policy.

You can contact us about this policy, to update your information, or to exercise any of your rights, by emailing info@hartslane.org.

This policy was updated on September 18, 2026.