Last updated: 20 June 2026

Artilly Studio ("we", "us", "our") is committed to protecting the privacy of the children who attend our classes and workshops and of their parents and guardians. This policy explains what personal information we collect, how we use it, who we share it with, and the rights you have under UK data protection law (the UK GDPR and the Data Protection Act 2018).

Who we are

Artilly Studio is an art studio for children based at The Salisbury Centre, 2 Salisbury Road, Edinburgh EH16 5AB. For the purposes of data protection law, we are the data controller for the personal information described in this policy. If you have any questions, contact us at hello@artilly.co.uk.

The information we collect

When you register for our classes or workshops, or manage your account, we collect:

• Parent/guardian details: name, email address, phone number, and emergency contact details.
• Student details: the child's name, date of birth, any medical conditions, allergies or needs you tell us about, and their previous art experience.
• Booking and payment information: the classes or workshops booked. Card payments are processed securely by our payment provider — we do not store your card details.
• Policy acceptances: a record of which version of our policies you have accepted, with the date and time.
• Account and sign-in information: if you use the guardian portal, we store a secure sign-in token and session so you can access your account.

Special category data (children's health information)

Information about a child's medical conditions, allergies or needs is "special category" data under data protection law. We collect it only so that we can keep children safe and provide appropriate care during our classes. We rely on your explicit consent, given when you provide this information, and (where necessary in an emergency) the protection of someone's vital interests. You can ask us to update or remove this information at any time.

How we use your information and our lawful bases

• To provide and manage your bookings and our classes — performance of a contract.
• To contact you about your bookings, including confirmations and important updates — performance of a contract / legitimate interests.
• To keep children safe and respond to emergencies — explicit consent / vital interests.
• To take payment for workshops — performance of a contract.
• To keep a record that you have accepted our policies — legitimate interests / legal obligation.
• To send you our newsletter, where you have asked us to — consent (you can unsubscribe at any time).

Who we share your information with

We do not sell your information. We share it only with trusted service providers who help us run the studio, and only as far as needed, including:

• a secure database and hosting provider that stores your account, booking and policy records and serves our website;
• an email provider that sends our booking confirmations, account emails and (if you opt in) our newsletter;
• a payment provider that processes workshop payments — we do not store your card details; and
• a customer-management provider that helps us keep track of our contacts and communications.

These providers act as our processors under contract and may only use your information to provide their service to us. We do not share children's medical information with our payment or marketing providers.

How long we keep your information

We keep your information for as long as you have an active relationship with the studio and for a reasonable period afterwards, so we can meet our legal and operational obligations. Sign-in tokens and expired sessions are removed automatically. Records we are required to keep (such as proof of policy acceptance) may be retained for longer.

Your rights

Under UK data protection law you have the right to access the personal information we hold about you, to ask us to correct or delete it, to object to or restrict how we use it, and to withdraw consent where we rely on it. To exercise any of these rights, email us at hello@artilly.co.uk. You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk.

Cookies

Our website uses a small number of essential cookies, including a secure cookie to keep you signed in to the guardian portal, and privacy-friendly analytics to understand how the site is used. We do not use advertising cookies.

Keeping your information secure

We take appropriate technical and organisational measures to protect your information, including restricting access to it and storing sign-in credentials only in a hashed form.

Changes to this policy

We may update this policy from time to time. When we make significant changes, we will ask you to review and accept the updated version the next time you sign in.

1. Purpose and Scope

This policy outlines how Artilly Studio ensures the safety, protection, and well-being of all children (under 18) attending our weekly art classes and holiday workshops. This policy applies to the business owner, the Lead Tutor, and any assistants, volunteers, or temporary staff working on our behalf.

2. Core Principles

We believe that:

• The welfare of the child is paramount.
• All children, regardless of age, disability, gender reassignment, race, religion or belief, sex, or sexual orientation, have an equal right to protection from all types of harm or abuse.
• Working in partnership with children, young people, their parents, carers, and other agencies is essential in promoting young people’s welfare.

3. Staffing & Recruitment (Safer Recruitment)

To ensure children are safe in our classes, we enforce the following measures:

• DBS Checks: The Lead Tutor and all assistants must hold a valid Enhanced Disclosure and Barring Service (DBS) check, or a Scottish PVG (Protecting Vulnerable Groups) scheme membership.
• Supervision Ratios: We maintain safe staff-to-child ratios. Standard weekly classes maintain a minimum ratio of 1 adult to 12 children. Holiday workshops maintain a minimum of 2 adults to 14 children.
• Training: All staff and assistants are briefed on basic child safeguarding indicators and know how to report concerns.

4. Code of Conduct for Staff and Assistants

All staff and assistants must:

• Treat all children with equal respect and dignity.
• Avoid spending time alone with a single child out of sight of others. If a child needs help (e.g., going to the bathroom), staff will guide them to the main facilities but remain outside the cubicle.
• Never communicate with students privately via personal social media, text message, or personal email. All communication must go through parents/guardians.

5. Identifying Abuse and Neglect

Staff are trained to remain alert to signs of abuse, which can include:

• Physical abuse: Unexplained bruises, marks, or injuries.
• Emotional abuse: Sudden changes in behavior, extreme distress, or severe lack of confidence.
• Neglect: Inadequate clothing for the weather, poor hygiene, or hunger.
• Sexual abuse: Inappropriate sexual knowledge or behavior for the child's age.

6. Procedure for Reporting Concerns

If a member of staff or an assistant has a concern about a child’s welfare, or if a child makes a disclosure:

1. Listen & Record: Listen to the child calmly without prompting them or making promises of absolute secrecy. Record exactly what was seen or said immediately using the child's own words.
2. Internal Escalation: The assistant must report the concern directly to the Designated Safeguarding Lead (DSL) immediately.
   • Designated Safeguarding Lead (DSL): Danielle Purkiss-Hewlett
3. External Referral: If the DSL believes a child is at risk of significant harm, they have a legal duty to bypass parental notification if necessary and contact local children’s social care services or the police directly.
   • Local Authority Home Team: Edinburgh Social Work Practice Team
   • Daytime Phone (8:30am – 5:00pm): 0131 200 2324
   • Out of Hours / Emergency Phone: 0800 731 6969
   • Emergency Services: 999 (Police)

7. Photography and Media Sharing

• Photos or videos of children will only be taken if the parent has ticked the opt-in consent box on the registration form.
• Photos will focus primarily on the artwork or wide-angle group activities where individual children are not easily identifiable.
• Full names of children will never be published alongside photos on social media, websites, or marketing materials.

8. Health, Safety, and Venue Security

• First Aid: A fully stocked first aid kit is available at every session. Staff will manage minor issues (like providing a plaster) or call emergency services immediately for serious incidents.
• Sign-In/Out: Childrens attendance will be registered on arrival and will only be released to the named adult specified on their registration form, unless prior written notice is given.
• Venue Risk Assessment: The rented space is assessed weekly for hazards (e.g., sharp tools, tripping hazards, ventilation for specific art materials).

1. Bookings and Payments

• All class and workshop spaces must be booked and paid for in full in advance via our online booking system.
• A child’s space is only guaranteed once full payment has been processed and a confirmation email has been issued by Artilly.

2. Cancellations, Refunds, and Credits

• Weekly Term Classes: Fees for weekly classes are non-refundable. If a student misses a session due to illness or personal holidays, Artilly cannot provide a refund or a make-up class, as our running costs and staff ratios remain the same.
• Holiday Workshops: Cancellations made by parents 14 days or more before the workshop start date will receive a full refund or studio credit (minus a small booking admin fee). Cancellations made less than 14 days before the workshop are strictly non-refundable unless we can fill your child's space from our waiting list.
• Cancellations by Artilly: In the unlikely event that Artilly must cancel a session due to staff illness or venue issues, we will offer a replacement class, a credit note, or a full refund for that specific session.

3. Drop-Off, Collection, and Staffing Ratios

• Timings: Please do not drop children off earlier than 5 minutes before the session starts. Children must be collected promptly at the scheduled end time.
• Late Collection: Late collections require our staff to stay beyond their contracted hours. Artilly reserves the right to charge a late collection fee of £5 per 15 minutes to cover emergency staffing costs.
• Authorized Adults: Children will only be released to the parent/guardian, or a designated adult. Please notify us in writing if someone else is collecting your child.

4. Studio Conduct and Safety

• Artilly is a space for creativity, kindness, and respect. We expect all students to follow safety instructions regarding tools and materials.
• If a student is consistently disruptive, endangers themselves or others, or prevents our staff from teaching the rest of the class, we will discuss this with the parent.
• Artilly reserves the right to terminate a child's place without a refund if disruptive or unsafe behaviour continues.

5. Emergency Medical Situations

• No Certified First Aiders: Artilly staff and assistants are not certified medical first aiders.
• Emergency Procedure: In the event of a medical emergency or accident, our immediate priority is to contact emergency services (999) and the parent/guardian.
• Authorization: By booking a session, you authorize Artilly staff to call professional emergency medical services on your child’s behalf and accompany them to the hospital if a serious situation arises and you are unreachable.
• Allergies: Parents must declare all medical conditions, severe learning/behavioural needs, and allergies (especially skin or food allergies) on the registration form prior to the first class.

6. Clothing, Mess, and Personal Property

• Artilly sessions involve materials like permanent inks, acrylic paint, clay, and dyes.
• Please dress your child in clothes that you do not mind getting permanently stained. Artilly is not liable for damage to clothing, footwear, or personal belongings brought into the studio space.

7. Photography and Marketing

• We love celebrating our students' creativity! Photos or videos of artwork and classroom activities will only be taken if you have provided explicit opt-in consent on our registration form.
• No personal devices are used by staff to photograph children. We will never publish a child's full name alongside any image online or in print.