Privacy Policy
PRIVACY POLICY
MINWOOD LANE COLLECTIVE
Last updated: 15 November 2026
1. INTRODUCTION
At Minwood Lane Collective, we believe that creativity, individuality and personal expression should be celebrated in an environment where everyone feels safe, respected and valued.
Protecting personal information is an important part of that commitment.
This Privacy Policy explains how we collect, use, store, share and protect information about children, young people, parents, carers, education professionals, creative collaborators and visitors to our website.
It applies to our website, digital memberships, creative and educational programmes, in-person activities, enquiries and related communications.
We are committed to handling personal information responsibly and in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and other applicable UK data protection legislation.
2. WHO WE ARE
Trading Name: Minwood Lane Collective
Registered Company Name: Minwood Lane Collective Ltd
Company Registration Number: 17577197
Registered Office:
1711 High Street
Knowle
Solihull
B93 0LN
United Kingdom
Website: www.minwoodlane.co.uk
Email: hello@minwoodlane.co.uk
Minwood Lane Collective Ltd is the data controller for personal information where we determine why and how it is processed.
For questions about privacy or your personal information, please contact us using the email address above.
3. OUR SERVICES
Minwood Lane Collective provides creative and educational opportunities through:
Creative Studio
Digital creative projects and activities designed to encourage imagination, exploration, expression and creative development.
Creative Plus
In-person creative sessions providing opportunities to explore different creative disciplines, develop skills and collaborate with others.
Home Ed Studio
Flexible, creative and cross-curricular projects designed for home-educated children and young people.
RECONNECT
An individualised, arts-led programme supporting engagement, confidence, personal development and educational progression.
Studio Showcases
Opportunities for children and young people to celebrate and share their creative achievements, subject to appropriate permissions.
The information we collect will depend on the programme or service being accessed.
4. INFORMATION WE COLLECT
We may collect the following information where relevant and necessary.
Personal and Contact Information
Names of children, young people, parents and carers.
Email addresses and telephone numbers.
Postal addresses where required.
Parent/carer and emergency contact details.
Information provided through enquiries and registration forms.
Membership and Educational Information
Membership details and programme selections.
Age, school year or educational stage.
Creative interests, preferences and learning goals.
Project submissions and completed activities.
Written work, photographs, audio and video recordings.
Feedback, progress information and digital portfolios.
Attendance and participation records where applicable.
Additional Support and Safeguarding Information
Where necessary, we may collect information relating to:
Special educational needs and disabilities.
Accessibility requirements and reasonable adjustments.
Relevant health or medical information.
Communication and learning preferences.
Individual support arrangements.
Safeguarding concerns and welfare information.
We recognise that health and disability information may constitute special category personal data and requires additional protection.
We will only request information that is necessary for an identified purpose.
Payment and Billing Information
We may collect billing details, payment status, transaction references and membership payment records.
Payments are processed through Square or another payment provider identified at the point of purchase.
We do not ordinarily receive or store complete payment card details entered directly into third-party payment systems.
Website Information
When visitors access our website, technical information may be collected, including:
Browser and device information.
Operating system.
Pages visited.
Date and time of access.
Referring website.
Technical information necessary for website functionality, security and analytics.
5. HOW WE COLLECT INFORMATION
We collect information when individuals:
Contact us by email or through our website.
Complete an enquiry or registration form.
Purchase or renew a membership.
Register for a programme or activity.
Access our digital learning platform.
Submit creative projects or portfolio work.
Attend an in-person session.
Communicate with members of our team.
Participate in a Studio Showcase.
Provide feedback about our services.
We may also receive information from parents, carers, education professionals or commissioning organisations where there is an appropriate lawful basis for doing so.
6. HOW WE USE PERSONAL INFORMATION
We use personal information to:
Respond to enquiries.
Provide information about programmes and memberships.
Process registrations and payments.
Administer memberships and individual accounts.
Deliver creative and educational activities.
Provide personalised feedback.
Support learning, participation and creative development.
Maintain individual learning portfolios.
Communicate with families and professionals.
Provide appropriate accessibility and inclusion support.
Fulfil safeguarding responsibilities.
Organise events and Studio Showcases.
Maintain website functionality and security.
Improve our services.
Meet legal and regulatory obligations.
We do not sell personal information.
We do not use children's personal information for unrelated advertising or commercial profiling.
7. LAWFUL BASIS FOR PROCESSING
Under UK GDPR, personal information must be processed using an appropriate lawful basis.
Depending on the circumstances, we may rely on:
Contract
Where processing is necessary to provide a membership or service, or to take steps requested before entering into a contract.
Legal Obligation
Where processing is necessary to comply with applicable legal or regulatory requirements.
Legitimate Interests
Where processing is necessary for appropriate business administration, responding to enquiries, service management or security, provided these interests are not overridden by individuals' rights and freedoms.
Consent
Where valid consent has been obtained for a specific purpose, such as certain marketing communications or optional promotional use of identifiable creative work.
Vital Interests
In exceptional circumstances, where processing is necessary to protect someone's life.
Where special category information is processed, we will also identify an appropriate condition under Article 9 of UK GDPR and, where applicable, the Data Protection Act 2018.
Where consent is the lawful basis, it may be withdrawn at any time without affecting processing already carried out lawfully.
8. CHILDREN'S PRIVACY AND INDIVIDUAL ACCOUNTS
Children's privacy, safety and individual rights are particularly important to Minwood Lane Collective.
Children and young people may be provided with individual accounts through our digital learning platform, MiniVox.
These accounts enable them to:
Access creative and educational projects.
Complete and submit activities.
Upload creative work.
Receive personalised feedback.
Develop individual learning portfolios.
Participate in designated learning communities.
Parents and carers have separate accounts to support their child's participation, subject to the access arrangements available through the platform.
We aim to provide privacy information in clear, accessible and age-appropriate language.
Children have their own data protection rights, and we recognise the importance of involving them in decisions about their personal information.
9. PRIVATE LEARNING PORTFOLIOS
Children's project submissions and digital portfolios are private by default.
Their work is not automatically visible to other children or the wider public.
Access to private submissions is intended to be restricted to the learner and authorised individuals who require access for educational, administrative or safeguarding purposes.
Appropriate parent/carer access will be provided where supported by the platform and consistent with the child's rights and individual circumstances.
Sharing creative work is optional and does not affect a child's membership, participation or progress.
10. COMMUNITY SHARING
Children and young people may choose to share selected work within their designated Minwood Lane learning community.
Our Home Ed Studio communities include:
Pioneers: Reception–Year 2.
Mavericks: Years 3–5.
Visionaries: Years 6–8.
Innovators: Years 9–11.
Trailblazers: Years 12–13.
Community sharing is optional.
Work shared within one community is not automatically made available to other communities or the public.
MiniVox's published safeguarding information describes adult approval before work is made visible to others.
Minwood Lane Collective will establish appropriate staff moderation, access and safeguarding arrangements for its communities.
Children and parents/carers may request that shared work is returned to private status.
11. CREATIVE SHARING AND STUDIO SHOWCASES
Celebrating individuality and creative achievement is an important part of Minwood Lane Collective.
We recognise that children and families should have meaningful choices about how creative work is shared.
We offer three sharing options.
OPTION 1 — COMMUNITY ONLY
Selected work may be shared within the child's designated MiniVox community.
This does not authorise public publication or sharing outside that community.
OPTION 2 — PRIVATE STUDIO SHOWCASE
Selected creative work may be shared within a private Studio Showcase for Minwood Lane members and specifically invited families.
Participation requires appropriate agreement from the child and permission from their parent or carer.
OPTION 3 — PUBLIC STUDIO SHOWCASE
With appropriate permissions, selected work may be shared through:
The Minwood Lane Collective website.
Official social media channels.
The Minwood Lane Collective YouTube channel.
Public exhibitions.
Promotional materials.
Where sharing involves identifiable photographs, videos, recordings, names or other personal information, we will explain what is being shared, where it will appear and its intended purpose.
Public sharing requires appropriate child agreement and parent/carer permission.
Permission to share within MiniVox does not automatically authorise public sharing.
Children and families may decline participation in a Studio Showcase without disadvantage.
WITHDRAWING PERMISSION
Where sharing relies on consent, permission may be withdrawn by contacting us.
We will stop future use covered by the withdrawn consent and take appropriate steps to remove material from channels under our control.
However, we cannot guarantee the removal of copies previously downloaded, shared or retained independently by third parties.
12. MINIVOX — DIGITAL LEARNING PLATFORM
Minwood Lane Collective uses MiniVox to provide digital creative and educational activities.
Platform Provider: MiniVox Ltd
Company Number: 16278583
Registered Address:
DMC 02 County Way
Barnsley
S70 2AG
United Kingdom
ICO Registration Number: ZC021781
Privacy Contact: hello@minivox.co.uk
Website: https://minivox.co.uk
MiniVox provides technology supporting individual learner accounts, project submissions, feedback, recordings and learning portfolios.
Depending on the features used, information processed through MiniVox may include:
Account and membership information.
Learning community information.
Project submissions.
Photographs, audio and video recordings.
Feedback and progress information.
Digital portfolio content.
MiniVox's published safeguarding information describes a closed learning environment with adult moderation, private submissions and restricted community sharing.
Minwood Lane Collective determines the educational purposes for which it uses MiniVox and manages the permissions and safeguards applicable to its programmes.
The respective data protection responsibilities of Minwood Lane Collective and MiniVox are subject to their applicable contractual and data processing arrangements.
Further information about MiniVox's safeguarding approach is available at:
https://minivox.co.uk/safeguarding
Information about MiniVox's own privacy practices is available through its website.
13. OPTIONAL ARTIFICIAL INTELLIGENCE FEATURES
MiniVox offers optional artificial intelligence (AI) features that organisations may choose to use.
Minwood Lane Collective has not yet committed to enabling AI-assisted processing of children's personal information.
Before introducing such features, we will assess their educational purpose, suitability, privacy implications and safeguarding arrangements.
This will include considering:
What personal information would be processed.
Whether children's audio, video or written submissions would be analysed.
Whether external AI providers would receive information.
How information would be stored and retained.
What safeguards and lawful bases would apply.
What information and choices should be provided to children and parents/carers.
We will update our privacy information before introducing any AI feature that materially changes how personal information is processed.
AI-generated educational feedback will not replace appropriate human oversight.
14. THIRD-PARTY SERVICES
We use external technology providers to support our website, communications, payments and educational programmes.
IONOS
Used for website hosting, website functionality and associated website services.
Google Workspace
Used for professional email, documents, forms, administration and appropriate information sharing.
Square
Used for payment processing and membership transactions.
MiniVox
Used for digital learning, individual accounts, project submissions, feedback and portfolios.
These providers may process personal information in connection with the services they deliver.
We will assess relevant data protection arrangements and apply appropriate safeguards.
Where providers act as independent data controllers, their own privacy notices may also apply.
15. WEBSITE ANALYTICS
Our website uses IONOS SiteAnalytics to help us understand website usage, monitor technical performance and improve the visitor experience.
According to IONOS, SiteAnalytics may collect:
Referring website.
Requested pages or files.
Browser type and version.
Operating system.
Device type.
Time of access.
IP address information in anonymised form.
IONOS states that SiteAnalytics uses tracking pixels or server-side log files rather than cookies to store information on visitors' devices.
Where consent is required, optional analytics tracking will only be activated after valid consent has been obtained.
According to IONOS, SiteAnalytics data is processed in Germany and the European Union and retained for eight weeks before automatic deletion.
Further information is available at:
https://www.ionos.co.uk/terms-gtc/privacy-policy/
16. COOKIES AND SIMILAR TECHNOLOGIES
Our website may use cookies and similar technologies to support essential functionality and optional website features.
Essential technologies may be necessary for the website to function correctly.
Optional technologies may include analytics, embedded media or other third-party services.
Where required by law, visitors will be given the opportunity to accept or reject optional technologies before they are activated.
Visitors may change or withdraw their consent through the website's available privacy settings.
Additional information about the technologies used is provided through our website's cookie consent settings.
17. SHARING PERSONAL INFORMATION
We may share personal information with:
Authorised Minwood Lane team members.
Technology and payment service providers.
Education professionals and commissioning organisations where appropriate.
Safeguarding professionals and relevant statutory agencies.
Regulatory authorities where required.
Professional advisers where necessary.
We will only share information where there is an appropriate lawful basis and legitimate purpose.
We do not sell personal information.
18. DATA SECURITY
We take appropriate technical and organisational measures to protect personal information against unauthorised access, loss, misuse or disclosure.
These may include:
Individual user accounts.
Appropriate access permissions.
Secure authentication.
Restricted information sharing.
Staff confidentiality requirements.
Safeguarding procedures.
Controlled access to children's information.
Secure storage and deletion arrangements.
Access to personal information is restricted according to individual responsibilities and legitimate operational requirements.
Although we take reasonable precautions, no electronic system can be guaranteed completely secure.
19. DATA RETENTION
We retain personal information only for as long as necessary for the purpose for which it was collected, including applicable legal, financial, educational and safeguarding requirements.
GENERAL ENQUIRIES
Personal information received through website enquiries, emails and initial expressions of interest will ordinarily be retained for up to 12 months after the last meaningful contact where the individual does not become a member or access our services.
After this period, information will be securely deleted or anonymised unless continued retention is necessary for a legitimate purpose or legal obligation.
CHILDREN'S DIGITAL PORTFOLIOS
When a child's membership ends, parents and carers will be offered an opportunity to download or save their child's completed projects and portfolio materials.
Digital portfolios will ordinarily be deleted within 90 days of membership ending, subject to the platform's available functionality and applicable legal requirements.
Families may request earlier deletion, subject to applicable exemptions and retention obligations.
Some information may need to be retained for longer where necessary for safeguarding, legal compliance or the establishment, exercise or defence of legal claims.
FINANCIAL RECORDS
Financial and transaction records will be retained for the periods required by applicable accounting and tax legislation.
SAFEGUARDING RECORDS
Safeguarding information will be retained in accordance with applicable legal requirements, safeguarding responsibilities and relevant retention guidance.
These records may need to be retained for longer than ordinary membership information.
OTHER MEMBERSHIP INFORMATION
Membership, attendance, educational and administrative information will be retained according to its purpose and our applicable retention arrangements.
When information is no longer required, it will be securely deleted, anonymised or otherwise disposed of.
20. INTERNATIONAL DATA TRANSFERS
Some technology providers may process or store personal information outside the United Kingdom.
Where personal information is transferred internationally, we will ensure that an appropriate lawful transfer mechanism and any required safeguards are in place.
These may include UK adequacy regulations or approved contractual safeguards, depending on the circumstances.
21. MARKETING COMMUNICATIONS
We may communicate with families and other interested individuals about programmes, events and creative opportunities.
Where consent is required for electronic marketing, we will obtain it before sending promotional communications.
Individuals may opt out of marketing communications at any time.
Service-related communications may still be sent where necessary for the delivery or administration of our services.
We will not use children's personal information for unrelated direct marketing.
22. YOUR DATA PROTECTION RIGHTS
Under UK data protection legislation, individuals may have the right to:
Be informed about how their personal information is used.
Access personal information held about them.
Request correction of inaccurate information.
Request deletion in certain circumstances.
Request restriction of processing.
Object to certain processing.
Request data portability where applicable.
Withdraw consent where processing relies on consent.
Exercise rights relating to certain automated decisions.
The availability of particular rights depends on the circumstances and lawful basis for processing.
To exercise your rights, contact:
We will respond within the time limits required by applicable data protection legislation.
23. CHILDREN'S DATA PROTECTION RIGHTS
Children have their own data protection rights.
We recognise that children may require information and support presented in ways appropriate to their age, understanding and communication needs.
Parents and carers may support children in exercising their rights where appropriate.
We aim to ensure that children are treated respectfully and are not pressured to share personal information or creative work.
24. DATA PROTECTION CONCERNS AND COMPLAINTS
If you have concerns about how Minwood Lane Collective handles personal information, please contact us so that we can investigate.
You also have the right to complain to the Information Commissioner's Office (ICO), the UK's independent data protection regulator.
Information Commissioner's Office
Website: https://ico.org.uk
25. EXTERNAL WEBSITES
Our website may contain links to external websites, platforms or services.
These third parties may operate their own privacy policies and data protection arrangements.
We encourage visitors to review the privacy information provided by external services before sharing personal information.
Minwood Lane Collective is not responsible for the privacy practices of independent third-party websites.
26. CHANGES TO THIS PRIVACY POLICY
We may update this Privacy Policy to reflect changes in our services, technology, operational arrangements or legal requirements.
The latest version will be published on our website with an updated revision date.
Where changes materially affect how personal information is processed, we will provide additional information or notifications where required.
27. CONTACT US
For questions, concerns or requests relating to privacy and personal information, please contact:
Minwood Lane Collective Ltd
1711 High Street
Knowle
Solihull
B93 0LN
United Kingdom
Email: hello@minwoodlane.co.uk
Website: www.minwoodlane.co.uk
Company Registration Number: 17577197
Last updated: 15 November 2026