TAWC Privacy Policy

 

The Artist Wellbeing Company Ltd (TAWC)

Last updated: 27 October 2026

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1. Introduction

At The Artist Wellbeing Company Ltd (TAWC), we believe that trust, confidentiality and respect for personal information are fundamental to creating safe, supportive and inclusive professional environments.

We are committed to protecting the privacy and personal information of everyone we work with, including artists, creative professionals, organisational clients, practitioners, contractors and visitors to our website.

This Privacy Policy explains how we collect, use, store, share and protect personal information, and the rights individuals have in relation to their data.

We comply with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

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2. Who We Are

The Artist Wellbeing Company Ltd (TAWC) provides professional wellbeing support, reflective practice, clinical supervision, workshops, training and consultancy across the arts and cultural sectors.

Our work is delivered by a collective of qualified and experienced Artist Wellbeing Practitioners (AWPs), facilitators and specialist professionals.

Website: www.artistwellbeing.co.uk

Email: hello@artostwellbeing.co.uk

Registered company number: 13964355

Registered office: 13a York Road, Kings Heath, Birmingham, B14 7SA

TAWC is the data controller for personal information it determines the purposes and means of processing. In some circumstances, independent practitioners or partner organisations may have separate data protection responsibilities, which will be clarified where relevant.

3. What Personal Information We Collect

Depending on your relationship with TAWC, we may collect:

Personal and contact information

• Name, email address and telephone number

• Professional role, organisation and employment details

• Contact preferences and correspondence

• Booking and appointment information

Information relating to professional support

• Information shared during individual professional support or reflective practice sessions

• Relevant professional circumstances, workplace challenges and relational dynamics

• Personal circumstances where these affect professional wellbeing

• Session notes and records necessary to provide appropriate and continuous support

• Feedback and information relating to the effectiveness of our services

Sensitive personal information

In the course of our work, individuals may voluntarily share information relating to:

• Mental or physical health and disability

• Race, ethnicity or cultural background

• Gender identity or sexual orientation

• Religion or beliefs

• Personal experiences, relationships or significant life events

Some of this information is classified as special category data under UK GDPR and requires additional protection.

We only collect and process sensitive information where there is a legitimate and clearly identified purpose, an appropriate lawful basis and, where required, an additional legal condition.

Practitioner and contractor information

For members of our practitioner collective, we may also collect:

• Professional qualifications, registrations and experience

• Insurance, supervision and safeguarding information

• Financial information required for payment

• Diversity, inclusion and accessibility information

• Professional interests, specialist knowledge and lived experience voluntarily shared for appropriate practitioner matching

Website information

When visiting our website, certain technical information may be collected through cookies or similar technologies, including IP address, browser information and website usage data.

Further information is provided in our Cookie Policy.

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4. How We Use Personal Information

We use personal information to:

• Deliver professional wellbeing support, reflective practice, supervision, training and consultancy.

• Arrange appointments and communicate with individuals and organisations.

• Maintain appropriate records of services delivered.

• Support continuity and quality of professional care.

• Match practitioners appropriately with projects and professional support needs.

• Manage practitioner relationships, contracts and payments.

• Respond to feedback, concerns or complaints.

• Meet legal, safeguarding and professional obligations.

• Evaluate and improve our services.

• Monitor diversity, inclusion and representation within our practitioner collective.

• Produce anonymised reports for organisational partners, funders and relevant stakeholders.

• Communicate information about our services where permitted by law.

We will not use personal information for purposes incompatible with those for which it was originally collected without identifying an appropriate legal basis and providing any required additional privacy information.

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5. Our Legal Basis for Processing Information

Under UK GDPR, we must have a lawful basis for collecting and processing personal information.

Depending on the circumstances, these may include:

Contractual necessity: Where processing is required to deliver an agreed service or fulfil a contractual relationship.

Legitimate interests: Where processing is necessary for the responsible operation, development and evaluation of our services, provided these interests do not override individuals' rights and freedoms.

Legal obligations: Where we must retain or disclose information to comply with applicable law.

Consent: Where individuals have freely agreed to particular uses of their information, such as optional communications or certain uses of sensitive personal data.

Vital interests: In exceptional circumstances where processing is necessary to protect someone's life.

Where we process special category information, we will also identify and document an appropriate condition under Article 9 of UK GDPR and, where applicable, the Data Protection Act 2018.

For example, this may include explicit consent or processing necessary for the provision of health or social care where the relevant legal requirements are met.

We do not assume that information shared during a confidential support session automatically constitutes consent for every form of processing.

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6. Confidentiality and Professional Support Sessions

Confidentiality is central to our work.

Information shared during individual professional support sessions, reflective practice or supervision is treated with sensitivity, care and professional discretion.

Session notes and records

Practitioners may maintain brief, relevant notes to support continuity, reflection and the quality of professional support.

These notes are held securely within TAWC's organisational systems, where TAWC is responsible for the records.

Where necessary and appropriate, records may be accessed by authorised TAWC practitioners other than the practitioner who originally provided the support.

This may be relevant when:

• An individual requests support from a different practitioner.

• Continuity of support needs to be maintained.

• Appropriate professional oversight, supervision or safeguarding is required.

• A concern or complaint requires an authorised review.

Access is restricted to individuals with a legitimate professional need and is subject to confidentiality obligations.

Requests for additional confidentiality

Individuals may explicitly request that their session notes remain confidential to the practitioner they are working with, rather than being routinely accessible to other AWPs.

We will respect and accommodate these requests wherever possible, subject to legal, safeguarding and other overriding professional obligations.

Any limitations to such arrangements will be explained as clearly as possible.

Information shared with commissioning organisations

Where an organisation commissions professional support for its team, the organisation does not automatically have access to the content of individual sessions or confidential session notes.

We may provide appropriate administrative information, such as the number of sessions delivered, and anonymised feedback or service evaluation data.

Identifiable information about the content of sessions will not ordinarily be shared with commissioning organisations without an appropriate lawful basis and clear justification.

Limits to confidentiality

Confidentiality may need to be limited where:

• There is a serious concern about the safety of an individual or another person.

• There is a safeguarding concern involving a child or adult at risk.

• Disclosure is required by law or a valid legal process.

• Information is necessary for establishing, exercising or defending legal claims.

Where appropriate and safe, we will seek to discuss any necessary disclosure with the individual concerned before information is shared.

Any disclosure will be proportionate and limited to what is necessary.

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7. Diversity, Inclusion and Practitioner Information

TAWC is committed to developing a diverse, inclusive and anti-oppressive practitioner collective.

We may invite practitioners to voluntarily provide information about their identity, lived experience, cultural background, accessibility requirements and professional experience.

This information helps us to:

• Understand the diversity and representation of our practitioner collective.

• Identify gaps in representation and opportunities for development.

• Support inclusive recruitment and professional practice.

• Consider relevant practitioner expertise and lived experience when matching practitioners with projects.

• Meet appropriate monitoring and reporting requirements associated with organisational funding.

Providing optional diversity information is voluntary. Individuals may choose not to answer particular questions without disadvantage.

Where we rely on explicit consent for processing sensitive diversity information, individuals may withdraw that consent at any time.

Funding and reporting

We may use aggregated or anonymised diversity information to support funding applications and reporting, including to Arts Council England.

We will not routinely disclose identifiable sensitive diversity information to funders.

Any proposed disclosure of identifiable information will require an appropriate legal basis and additional safeguards.

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8. Sharing Personal Information

We may share personal information with carefully selected third parties where necessary for the delivery and administration of our services.

These may include:

• Authorised TAWC practitioners and contractors

• Secure booking, communications and administrative service providers

• Accounting and financial service providers

• Professional advisers, where appropriate

• Regulatory authorities or safeguarding agencies where legally justified

We require individuals and organisations handling personal information on our behalf to maintain appropriate confidentiality and security standards.

We do not sell personal information to third parties.

Where independent practitioners act as separate data controllers, we will clarify their responsibilities and how individuals can access the relevant privacy information.

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9. How We Store and Protect Information

TAWC takes the privacy and security of personal information seriously, particularly information shared during confidential professional support and reflective practice sessions.

Session notes are stored digitally using Google Workspace (Google Docs), within TAWC's organisational account. Access to these records is managed through permissions and restricted to authorised individuals with a legitimate professional reason to view them.

Our data protection measures include:

• Secure, password-protected Google Workspace accounts.

• Restricted document access based on professional roles and responsibilities.

• Confidentiality agreements with all Artist Wellbeing Practitioners (AWPs).

• Appropriate safeguards to prevent unauthorised access, disclosure, alteration or loss of information.

• Secure management and deletion of records in accordance with our data retention procedures.

Session notes may be accessed by authorised TAWC practitioners other than the practitioner who originally provided the support, where there is a legitimate professional need.

Individuals may explicitly request that their notes remain confidential to their allocated AWP. We will accommodate these requests wherever possible, subject to any overriding legal, safeguarding or professional obligations.

We regularly review our information-handling practices to ensure personal information is treated with care, confidentiality and respect.

Where a personal data breach occurs, we will assess the risks and notify affected individuals and the Information Commissioner's Office where legally required.

 

10. How Long We Keep Personal Information

We retain personal information only for as long as necessary for the purposes for which it was collected, including any legal, contractual, safeguarding or professional requirements.

Different categories of information may have different retention periods.

Our retention decisions take account of:

• The nature and sensitivity of the information

• The purpose for which it was collected

• Professional record-keeping obligations

• Applicable legal requirements

• Potential safeguarding or legal considerations

Where information is no longer required, it will be securely deleted or anonymised.

Individuals may contact us to ask about the retention period applicable to their particular information.

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11. Your Rights

Under UK data protection law, individuals have rights concerning their personal information.

Depending on the circumstances, these include:

• Right of access: To request a copy of personal information held about you.

• Right to rectification: To request correction of inaccurate or incomplete information.

• Right to erasure: To request deletion of personal information where the legal conditions are met.

• Right to restrict processing: To request limits on how information is used.

• Right to data portability: To receive certain information in a portable format.

• Right to withdraw consent: Where consent is the lawful basis for processing, you may withdraw it at any time without affecting processing already lawfully undertaken.

• Rights relating to automated decision-making: To receive applicable protections concerning decisions made solely through automated processing.

Right to object: You have the right to object to processing based on legitimate interests in certain circumstances. You also have the right to object at any time to the use of your personal information for direct marketing.

To exercise your rights, please contact us using the details provided in this policy.

We will respond within the timeframes required by applicable data protection law, normally within one month.

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12. Website, Cookies and External Links

Our website may use cookies and similar technologies to support website functionality, understand visitor activity and improve the user experience.

Where required, we will obtain consent before placing non-essential cookies on your device.

Our website may also contain links to external websites or services.

TAWC is not responsible for the privacy practices of third-party websites, and we encourage visitors to review their respective privacy policies.

Please refer to our separate Cookie Policy for further information.

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13. International Data Transfers

Some of the digital systems and service providers used by TAWC may process or store personal information outside the United Kingdom.

Where personal information is transferred internationally, we will ensure that an appropriate legal transfer mechanism and relevant safeguards are in place, as required by UK data protection law.

Individuals may contact us for further information about relevant international transfers and safeguards.

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14. Feedback, Evaluation and Research

We may invite individuals and organisations to provide feedback on their experience of TAWC's services.

Feedback may be used to:

• Evaluate the quality and effectiveness of our work.

• Identify opportunities for improvement.

• Support organisational learning and development.

• Demonstrate outcomes and impact to funders and partners.

Where possible, feedback used for reporting will be anonymised or aggregated.

We will not publish identifiable testimonials, quotations or case studies without appropriate permission and a lawful basis.

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15. Complaints and Concerns

If you have questions or concerns about how we collect, use or protect your personal information, we encourage you to contact us directly.

We will take concerns seriously and seek to respond promptly and transparently.

You also have the right to raise a complaint with the Information Commissioner's Office (ICO), the UK's independent data protection regulator.

Information Commissioner's Office

Website: www.ico.org.uk

Telephone: 0303 123 1113

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16. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our services, organisational practices or legal requirements.

The most recent version will be available on our website, with the date of the latest update clearly displayed.

Where changes significantly affect how personal information is used, we will take appropriate steps to inform those affected.

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17. Contact Us

For any questions about this Privacy Policy, our data protection practices or your rights, please contact:

The Artist Wellbeing Company Ltd

Website: www.artistwellbeing.co.uk

Email: hello@artistwellbeingco.uk 

Registered office: 13a York Road, Kings Heath, Birmingham, B14 7SA

We are committed to handling personal information with care, integrity, transparency and respect.

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At TAWC, protecting confidentiality is not simply a legal responsibility. It is an essential part of the trust, care and professional relationships at the heart of our work.