Privacy Policy

1: Introduction

Nicki Reg is committed to protecting your privacy and handling your personal information responsibly.

This Privacy Policy explains what information we collect, how we use it, how we store it and your rights regarding your personal information when you:

  • Attend lessons, workshops, courses or events

  • Complete Arts Award qualifications

  • Purchase artwork, products or services

  • Visit our website https://nickiregart.com

  • Subscribe to our newsletter on the website and Substack

  • Contact us via email, social media, telephone or contact forms

For the purposes of UK data protection law, Nicki Reg is the Data Controller.

2: Important Information

This privacy policy sets out how Nicki Reg uses and protects any information that you provide. We are committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified, you can be assured that it will only be used in accordance with this privacy notice.

We may update this policy from time to time. You should check this page occasionally to ensure that you are happy with any changes.

3: What Information Do We Collect and How We Use It

We collect personal information only where it is necessary to provide lessons, workshops, tutoring, Arts Award qualifications, products, or to communicate with you. Some information may be classed as special category data (such as medical or ethnicity information) and is collected only where necessary and with appropriate consent.

3.1: Lessons, Workshops and Tutoring

This includes in-studio, in-person and online lessons, workshops, school-based work, events and tutoring.

We may collect and use:

  • Student name, gender, ethnicity, date of birth, school, and age/year group

  • Medical needs, care plans and emergency medical information

  • Parent/carer names, addresses, email addresses and telephone numbers

  • Any additional relevant information, such as special educational needs (SEN), learning support needs, or behavioural considerations

  • Emergency contacts and authorised collectors

  • Safeguarding and accident records where legally required

  • Photographs, audio or video of students and/or their artwork (with signed consent)

  • Artwork details for labelling and exhibition display

  • Agreements to specific requirements including terms of services, policies, equipment or tools being used.

When lessons take place in schools, personal data remains onsite at the school and is not removed.

3.2: Online Lessons, Workshops and Courses

For online lessons, workshops, and courses delivered via Zoom, we may collect:

  • Name

  • Email address

  • Telephone number

  • Art level information

  • Agreement to terms of service

This information is used solely to facilitate online sessions.

3.3: Arts Award (Trinity College London)

For students completing Arts Award qualifications, we may collect and share:

  • Name, date of birth, gender and ethnicity

  • The Arts Award level

  • Supportive evidence, such as witness statements signed by the student

  • Portfolios and artwork submitted for moderation (online)

This information is shared securely with Trinity College London solely for qualification purposes.

3.4: Waiting List for Lessons, Workshops and Courses

For waiting lists, We will collect information so we can contact you when places become available and the participant can be placed in the correct group and day they can make. This will be collected either via email, on a Google Form or on the website. We may collect:

  • Name of the adult or parent

  • Name of child, age of child

  • Email address

  • Telephone number

  • Reason for attending art lessons

  • What type of lessons you’d prefer

  • What days you’re available

  • Any additional relevant information, such as special educational needs (SEN), learning support needs, or behavioural considerations

3.5 Newsletter Subscribers (Website and Substack)

If you subscribe to our newsletter, we may collect:

  • Name

  • Email address

  • Interests you choose to share

You can unsubscribe at any time using the unsubscribe link included in every email.

3.6: Communication and Email

We collect and use contact details to communicate with you about lessons, workshops, Arts Award, and related services.

This may include:

  • Name and Email Address

  • Art-Related Interests (where shared)

  • Communication via Email, Telephone, and Agreed Messaging Platforms

Promotional emails and marketing contact information are retained only until consent is withdrawn or you unsubscribe.

3.7: Invoicing, Payments and Accounting

To manage bookings, invoicing, and payments, we may collect and use:

  • Name and email address

  • Lesson, workshop, course or Arts Award details

  • Billing information

  • Payment and transaction records

Information is retained only as required for legal and financial purposes.

3.8: Website Use

When you visit our website, we may collect:

  • Page visits and website statistics

  • Name and email address (if submitted)

  • Enquiries, questions and comments

Our website is hosted securely and technical information may be collected to help operate and improve the site.

3.9: Sales of Artwork

When selling artwork, prints, commissions, or cards (directly or via the website), we may collect:

  • Name

  • Billing and Delivery Address

  • Email Address

This information is used solely to fulfil orders and deliveries.

4: How We Use Your Information

We use your information for the following purposes:

  • Internal record keeping

  • To fulfil lessons, workshop, training, Arts Award, or product bookings

  • To respond to enquiries, waiting lists and requests

  • To send promotional emails about lessons, workshops, training, events, exhibitions, competitions, products, special offers, and news (only with consent)

  • Promotions and advertising on social media, the website, and press releases (with signed consent)

  • Delivering products and artwork

  • Labelling artwork for exhibitions

  • Safeguarding matters

  • Emergency situations and medical needs

  • Accident forms for legal requirements

  • Invoicing and payments

  • Communication between adults and Nicki Reg via agreed channels

  • Online lessons via Zoom

  • Sending resources via email, Canva or Google Docs

We do not sell your data to third parties. Limited information may be shared with trusted third parties only where necessary to deliver services (for example, delivery names and addresses for postal services).

5: Legal Basis for Processing

We process personal data because:

  • It is necessary to fulfil our contract with you

  • You have given consent (for example, marketing or photography permissions)

  • We are required to do so by law (such as safeguarding or accounting obligations)

6: Safeguarding

Where safeguarding concerns arise, we may share relevant personal information with appropriate organisations, professionals, or authorities where we reasonably believe it is necessary to protect a child, young person, or vulnerable adult, or where we are legally required to do so.

This may include schools, social services, healthcare professionals, the police, local authorities or other safeguarding agencies.

Information will only be shared on a need-to-know basis and in accordance with safeguarding responsibilities and applicable data protection laws.

7: Website, Newsletters and Third-Party Services

Our website and newsletters are hosted through Squarespace.

Squarespace may collect and process information such as:

  • IP addresses

  • Browser information

  • Device information

  • Website usage statistics

  • Newsletter engagement data

This helps us operate our website, understand visitor activity, and improve our services.

We also use trusted third-party providers to support our business operations. Some of these providers may process information outside the United Kingdom. Where this occurs, appropriate safeguards are in place to protect personal information in accordance with UK data protection laws.

For more information about how these providers handle personal information, please refer to their own privacy policies.

Our website may contain links to external websites. We are not responsible for the privacy practices of third-party websites.

8: Comments

When visitors leave comments on the site, we collect the data shown in the comments form, as well as IP address and browser information to help with spam detection. Comments may be checked through automated spam detection services.

9: Contact Form

We use contact forms to manage enquiries. Information submitted is sent as email messages and stored securely. Contact form submissions may be checked through automated spam detection services.

10: Cookies

Our website uses cookies and similar technologies to help the website function correctly and to improve your experience.

Cookies may be used to:

  • Ensure the website operates properly.

  • Understand how visitors use the website through anonymous analytics.

  • Remember your preferences and settings.

  • Help us improve the performance and content of the website.

You can manage or disable cookies through your web browser settings. Please note that disabling certain cookies may affect the functionality of the website.

For more information about how we use cookies, or if you have any questions, please contact us at nickiregart@gmail.com.

11: External Websites and Embedded Content

Our website, newsletters, social media, and other communications may contain links to external websites, social media platforms, or third-party services. Articles on our website may also include embedded content (such as videos, images, or articles), which behaves in the same way as if you had visited the originating website directly.

These third-party websites and services may collect personal information about you, use cookies, embed additional tracking technologies, and monitor your interaction with their content.

Once you leave our website or interact with third-party content, we have no control over how those organisations collect, use, or protect your personal information and are not responsible for their privacy practices. We encourage you to read the privacy policies of any external websites or services before providing them with your personal information.

12: How Long Do We Keep Your Information?

We only keep personal information for as long as necessary.

Typically:

  • Student registration and consent forms are retained for up to six months after the final lesson unless a longer retention period is required.

  • Marketing information is retained until you unsubscribe or withdraw consent.

  • Financial and accounting records are retained for at least six years in accordance with UK legal requirements.

  • Arts Award records are retained for up to three years or in accordance with awarding body requirements.

  • Accident records may be retained in accordance with legal, insurance, and health and safety requirements.

  • Safeguarding records may be retained in accordance with safeguarding guidance and legal obligations.

  • Comments and metadata are retained indefinitely unless identified as spam

Paper records are securely destroyed when no longer required.

13: Security

While we take reasonable steps to protect your personal information, data transmission over the internet cannot be guaranteed to be completely secure. Any transmission is at your own risk.

Once received, we use appropriate security procedures to prevent unauthorised access. Personal information provided in person is stored securely on password-protected devices and in locked paper storage.

14: Data Protection Complaints

If you have concerns about how we collect, use, or store your personal information, please contact us in the first instance using the details below. We will investigate your complaint and respond without undue delay.

If you remain dissatisfied, you have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's independent authority for data protection matters.

ICO Website: https://ico.org.uk

ICO Helpline: 0303 123 1113

15: Your Rights

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

  • Access your personal information

  • Correct inaccurate information

  • Request deletion of information in certain circumstances

  • Restrict or object to processing

  • Withdraw consent

  • Request a copy of information you have provided

Requests will be handled in accordance with applicable data protection laws. If you wish to exercise these rights or have any concerns, please contact us via the website contact form, email, social media messaging, or in person.

16: Contact Us

If you have any questions about this privacy notice or wish to make a complaint, please contact us via:

17: Changes to This Policy

We may update this Privacy Policy from time to time.

Any updates will be published on this page and will take effect immediately upon publication.

Review

Issue Date: March 2026
Updated: June 2026
Review Date: March 2027