Privacy Policy
Last updated: September 2026
St Albans Trapeze & Aerial Arts takes the privacy of our students, parents and guardians seriously. This policy explains what personal information we collect, why we use it, how it is stored and shared, and your rights in relation to that information.
For questions about this policy or your personal information, please contact:
Information we collect
Depending on how you interact with us, we may collect information including:
● your name, email address and telephone number;
● booking and attendance information;
● payment and transaction information;
● for children, their name, date of birth and relevant parent, guardian and emergency-contact details;
● information provided through our Physical Activity Readiness Questionnaires (PAR-Qs);
● relevant health, injury, medication, disability or additional-needs information where this is necessary to support safe participation;
● correspondence you send to us;
● photography or video consent preferences; and
● photographs or videos taken during classes or events where appropriate consent has been given.
We aim to collect only information that is relevant and necessary for the purpose for which it is required.
Why we use your information
We use personal information to:
● manage class bookings, payments and attendance;
● communicate with students and parents or guardians about bookings, classes, timetable changes and cancellations;
● manage rebooking and waiting lists;
● assess and support safe participation in aerial activities;
● provide instructors with information they genuinely need to support a participant safely;
● deal with accidents, incidents, safeguarding concerns, complaints or insurance matters;
● maintain appropriate business, accounting and payment records;
● respond to enquiries;
● manage photography and video permissions; and
● where appropriate, tell existing customers about relevant changes or opportunities relating to our classes.
Our lawful bases for using personal information
Depending on the information and why we are using it, we may process personal information because:
● it is necessary to provide the classes or services you have booked with us;
● it is necessary for our legitimate interests in operating and administering St Albans Trapeze & Aerial Arts safely and effectively;
● we need to comply with a legal obligation; or
● you have given us consent, for example for certain uses of photographs or video.
Health information and some information relating to disability or additional needs is classed as special-category personal data. Where we collect this information through a PAR-Q, we ask for explicit consent to process it for the purpose of assessing and supporting safe participation.
We only ask for health or additional-needs information that we consider relevant to participation in our activities.
PAR-Q and health information
Adult and children’s PAR-Q responses are stored using Google Forms and Google Sheets.
Access to the full responses is restricted to our lead instructors: Ali Newcombe, Natalie Ryan and Lee Laird.
Other instructors and cover instructors are only given relevant information where they need it in order to teach or support a participant safely. They are not routinely given access to full PAR-Q responses.
Please tell us if relevant health, injury, medication or additional-needs information changes while you or your child attends our classes.
Children’s information
For children’s classes, we collect information from parents or guardians that is necessary to administer bookings, contact families and support children’s safe participation.
This may include relevant health, disability, neurodivergence or additional-needs information.
We aim to limit access to this information to those who genuinely need it to support the child.
Bookings and payments
Our booking system is provided by Acuity Scheduling.
Online payments are processed by Stripe. St Albans Trapeze & Aerial Arts does not receive or store your full payment-card details.
We may also use accounting software, including Xero, to maintain business and financial records.
Website and online services
Our website is hosted through Squarespace.
We also use Google services, including Gmail, Google Forms, Google Sheets and Google Drive, in the administration of the business.
These providers process information in accordance with their own privacy and security arrangements.
Photographs and video
We may take photographs or videos during classes, showcases or other activities.
Where required, we ask for permission before using identifiable photographs or videos for marketing purposes.
Marketing material may appear on:
● our website;
● Facebook;
● Instagram; and
● other St Albans Trapeze & Aerial Arts promotional material.
Choosing not to give photography or video permission does not affect your or your child’s ability to take part in classes.
You may contact us if you wish to change your photography or video preference. We will stop future use where reasonably possible, although withdrawal of consent does not make previous lawful use unlawful.
Once material is published on a third-party platform such as Facebook or Instagram, that platform will also process information in accordance with its own privacy terms.
Emails and communications
We use email primarily for administrative and customer-service communication, including booking information, class changes, cancellations and rebooking.
We may occasionally contact recent students about relevant St Albans Trapeze & Aerial Arts classes or timetable changes.
Purely administrative messages about an existing booking or service are not treated as direct marketing under ICO guidance. Promotional emails are subject to separate electronic-marketing rules, including requirements around consent or the existing-customer “soft opt-in” and giving people an easy way to opt out. 
If you no longer wish to receive promotional emails, you can contact us at [email protected].
Who we may share information with
We do not sell personal information.
Where necessary, we may share relevant information with:
● instructors working with us;
● venues or schools where this is necessary to deliver activities safely;
● booking, payment, website, email, cloud-storage and accounting providers;
● insurers, professional advisers or legal representatives;
● emergency services or healthcare professionals in an emergency;
● safeguarding organisations or authorities where necessary; or
● other organisations where we are legally required to disclose information.
We only share information that is reasonably necessary for the relevant purpose.
International processing
Some of the technology providers we use are international organisations and may process personal information outside the UK.
Where this occurs, we rely on the arrangements and legal safeguards used by those providers for international data transfers, such as applicable adequacy arrangements or approved contractual safeguards.
How long we keep information
We do not keep personal information indefinitely simply because it may be useful in future.
As a general approach:
● current PAR-Q and health information is retained while a participant attends our activities;
● routine PAR-Q and health information will normally be deleted approximately 12 months after the participant last attends;
● information connected with an accident, safeguarding concern, complaint, insurance matter or potential legal claim may be retained for longer where reasonably necessary;
● booking, payment and accounting information may be retained for longer where required for business, tax, accounting or legal purposes;
● photographs and videos used with consent are periodically reviewed and retained only while they remain appropriate for the purpose for which they were collected.
We periodically review information we hold and securely delete information we no longer need.
That approach reflects the UK GDPR storage-limitation principle: there is no fixed universal retention period, but you must be able to justify why identifiable data is still being kept. 
Security
We take reasonable steps to protect personal information against unauthorised access, alteration, loss or disclosure.
Access to sensitive information such as PAR-Q responses is restricted, and instructors are provided only with the information they need to perform their role safely.
Your rights
Depending on the circumstances, data-protection law may give you rights to:
● ask for a copy of personal information we hold about you;
● ask us to correct inaccurate information;
● ask us to delete information;
● ask us to restrict how information is used;
● object to certain uses of your information;
● withdraw consent where we rely on consent; and
● in some circumstances, receive information in a portable format.
These rights do not apply in exactly the same way in every situation, but you can contact us at [email protected] with any request.
The ICO requires privacy information to explain the organisation’s purposes, lawful bases, retention, recipients and applicable individual rights, so this section is worth having even though practically you probably won’t receive many such requests. 
Complaints
If you have concerns about how we use your personal information, please contact us first at [email protected] so that we can try to resolve the issue.
You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s data-protection regulator.
Changes to this policy
We may update this Privacy Policy from time to time, for example if our systems, services or legal obligations change.
The current version will be published on our website with the date it was last updated.