Privacy Policy

Who we are

Creator Academi CIC is a Community Interest Company registered in England and Wales, Company No. 17213565. We run filmmaking clubs, workshops and alternative provision for children and young people across Rhondda Cynon Taf and the wider South Wales area.

We are the data controller for the personal information described on this page. The person responsible for data protection is Keiron Phillips, Founder and Director.

• Email: keiron@creatoracademi.co.uk
• Phone: 07808 600272

What personal data we collect

We collect the least we can get away with. In practice that is:

From parents and carers

• Your name, email address and phone number
• Your child's first name and surname, their age or date of birth, and their school year
• Their school
• Any medical, dietary, additional needs or behavioural information you choose to tell us so that we can run the session safely
• Whether you have given consent for photographs or video of your child to be used beyond the session

Through booking

Bookings are taken through Ticket Tailor. When you book, Ticket Tailor collects your booking and payment details and passes the booking information to us. We do not see or store your card details at any point. Ticket Tailor's own privacy notice governs what they do with the data they hold.

From schools, referrers and local authority partners

• Staff names, job titles, email addresses and phone numbers
• For alternative provision placements, information about the young person that the referring school or authority needs to share with us so that the placement is safe and appropriate. This can include additional learning needs, risk information and safeguarding information.

From this website

This website does not have a contact form and does not run analytics. It sets one cookie to remember your cookie choice, and nothing else unless you actively opt in. See our Cookie Policy.

Why we collect it and our legal basis

What we do	Why	Legal basis under UK GDPR
Run a session your child is booked onto	To deliver what you have booked and paid for	Contract
Contact you about the session your child is attending	Dates, changes, cancellations, what to bring	Contract
Hold medical, additional needs or behavioural information	So the session is safe and appropriate for your child	Consent, and where it concerns health information, your explicit consent
Safeguarding records and reporting a concern	To protect children and young people	Legal obligation, and substantial public interest in safeguarding
Use photographs or video of your child beyond the session	Promoting Creator Academi, showing what sessions look like	Consent, which you give separately and can withdraw
Invoicing schools and referrers, and keeping financial records	Running the CIC and meeting accounting requirements	Contract, and legal obligation
Communicating with schools and referrers about a placement	Arranging and reviewing provision	Legitimate interests, and contract where an agreement is in place

Photographs and video of children

This one gets its own section because it matters most to parents.

Children film each other as part of every session. That footage is made by them, edited by them, and shown to their own group at the end of the block or workshop. That is part of the activity itself.

Anything beyond that is different. We do not post, publish, share or use photographs or video of your child anywhere outside the session unless you have given us explicit written consent to do so. That includes social media, this website, printed material and anything we send to a funder.

You can withdraw that consent at any time by emailing keiron@creatoracademi.co.uk. When you do, we will stop using the material and remove it from anywhere we control. Where something has already been shared to a platform such as Facebook we will delete our post, though we cannot recover copies other people may already have saved.

Withdrawing consent does not affect your child's place in a session and will never be treated as a problem.

Children and this website

This website is written for parents, carers, schools and referrers. It is not aimed at children and we do not knowingly collect personal data directly from a child under 13 without a parent or carer being involved.

If you believe a child has given us personal information directly, email keiron@creatoracademi.co.uk and we will delete it.

Who we share data with

We do not sell personal data and we do not share it for marketing. We share it only where we have to:

• Ticket Tailor, our booking platform, which processes bookings and payments on our behalf.
• The school hosting a session, where they need a register of which of their pupils are attending.
• Referring schools and the local authority, for alternative provision placements, where information sharing is part of the placement agreement.
• Safeguarding partners, including children's services and the police, where we have a safeguarding concern. We will not seek your consent before making a safeguarding referral where doing so would put a child at risk.
• Our accountant and HMRC, for financial records.

How long we keep it and where

• Booking and contact details: kept for the session and for 12 months afterwards, then deleted.
• Medical, additional needs and behavioural information: deleted within 3 months of your child's last session unless they are continuing.
• Photo and video consent records: kept for as long as we hold the material the consent relates to.
• Safeguarding records: kept in line with statutory safeguarding retention requirements, which are longer than the periods above.
• Financial records: kept for 6 full financial years, as required for company accounts and HMRC.

Data is held in password-protected accounts with two-factor authentication where the service supports it. Paper registers taken into sessions are kept securely and destroyed once transferred. Only Keiron Phillips has access.

Your rights

Under UK GDPR you can ask us to:

• Tell you what personal data we hold about you or your child, and give you a copy
• Correct anything that is wrong
• Delete data, where we do not have a legal reason to keep it
• Restrict how we use it while a question is resolved
• Object to processing we are doing on the basis of legitimate interests
• Withdraw consent at any time, where consent is the basis we are relying on
• Receive data you gave us in a portable format

Email keiron@creatoracademi.co.uk to make any of these requests. We will respond within one month. There is no charge.

Complaints

If you are not happy with how we have handled your data, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner's Office at any point:

• Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
• Helpline: 0303 123 1113
• Website: ico.org.uk

Changes to this policy

If we change how we handle data, this page changes and the date below changes with it. Where a change materially affects you, we will tell you directly rather than relying on you noticing.

Last updated: 19 September 2026