Privacy Notice

1. Introduction

By the Collectives Ltd (BTC) is committed to protecting your personal information and being transparent about how we use it. 

This Privacy Notice explains:

  • What information we collect
  • Why we collect it
  • How we use and store it
  • Who we share it with
  • Your rights

This Notice applies to all children, young people, adults at risk, and their parents/carers who participate in By the Collectives activities.

2. What information we collect 

We collect only the information we need to deliver our programmes safely and effectively.

Personal Information

  • Name, address, date of birth
  • Parent/carer contact details
  • Email address and phone number
  • Emergency contacts

Health & Support Needs

  • Medical conditions, allergies, access needs
  • Information relevant to wellbeing or safety
  • Details relating to adults at risk (where applicable)

Participation Information

  • Attendance
  • Class or programme enrolment
  • Progress notes (where relevant)
  • Behaviour or wellbeing concerns

Media (Photos, Video & Audio)

  • Only where consent is given for marketing
  • Teaching and learning recordings (for internal assessment and feedback only – consent not required)

Safeguarding Information

  • Concerns, disclosures, or referrals
  • Records of actions taken

3. Why we collect your information

We use your information to:

  • Deliver performing arts training and activities
  • Keep students safe and meet safeguarding duties
  • Contact parents/carers in emergencies
  • Provide additional support where needed
  • Manage enrolments, payments, and administration
  • Communicate important updates
  • Produce teaching and learning materials
  • Celebrate achievements (where consent is given)
  • To identify talent for potential opportunities via our internal casting platforms (Talent Collective / Kids Collective)

We will always tell you if we need information for a new purpose.

4. Our lawful bases for using your data

We process personal data under:

  • Contract – to provide classes and programmes
  • Vital interests – to protect life in emergencies
  • Legal obligation – safeguarding, PVG, incident reporting
  • Legitimate interests – teaching recordings, internal assessment
  • Consent – marketing photos/videos, optional activities

You can withdraw consent at any time.

5. How we store your information

Your information is stored securely on:

  • BTC’s Microsoft 365 cloud platform
  • Password‑protected systems
  • Encrypted devices

Paper records (e.g. incident forms) are stored securely and destroyed when no longer needed.

6. Who we share information with

We only share information when necessary and lawful.

We may share information with:

  • Social Work, Police Scotland, or other safeguarding agencies
  • Medical professionals in emergencies
  • Corporate clients (only where essential for contracted work)
  • IT and cloud service providers
  • Payroll and administrative providers
  • Internal branches of BTC (Talent Collective/Kids Collective) for the purpose of professional development and casting opportunities

We never sell personal data.

7. How long we keep your information

Data TypeRetention  Period
Student records7 years after last engagement
Safeguarding recordsUntil the individual is 25-years-old 
Accident/incident reports3 years (adults) / until child is 21-years-old
Media (marketing)Until consent withdrawn or 5 years 
Teaching recordings1 year unless needed longer
Staff records6 years after employment ends

8. Your rights

You have the right to:

  • Access your information
  • Ask us to correct inaccurate data
  • Ask us to delete information (where lawful)
  • Withdraw consent
  • Object to certain uses
  • Request a copy of your data

To exercise your rights, contact our Data Protection Lead.

BTC does not use automated decision‑making or profiling that produces legal or significant effects on individuals.

9. Contact details

Data Controller:
By the Collectives Ltd
Company No. SC434231
Registered office: Creative Space 2 Fife Interchange North, Sandpiper Drive, Dunfermline, Fife KY11 8EZ

Data Protection Lead (DPL):
Murray Grant, Creative Director
murray@bythecollectives.global

BTC acts as a data controller for all student, parent/carer, staff and safeguarding data. 

If you are unhappy with how we use your data, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at www.ico.org.uk.