Artinfusion CIC
Email: zelda@artinfusion.org
Date: 01.04.2026
Review Date: April 2027

1. Introduction
• Artinfusion CIC respects your privacy and is committed to protecting your
personal information.
This Privacy Policy explains how we collect, use, and store your personal
data when you take part in our activities, contact us, or visit our website.
• We are a Community Interest Company registered in the UK and comply
with the UK General Data Protection Regulation (UK GDPR) and the
Data Protection Act 2018.

2. What Information We Collect
We may collect and process the following types of personal information:
• Contact details – name, email address, phone number, postal address.
• Participation details – workshop attendance, feedback, creative work (if
shared).
• Health and wellbeing information – only if relevant to participation, and
always with consent.
• Demographic information – optional data such as age or gender, for
monitoring equality and inclusion.
• Volunteer and staff information – references, DBS checks, and
emergency contacts.
• Digital information – website cookies, online form submissions, or session
recordings (if used).

3. How We Use Your Information
We use personal data for the following purposes:
• To manage and deliver workshops, events, and projects.
• To communicate with participants, volunteers, and partners.
• To report anonymised outcomes to funders and supporters.

• To comply with legal and safeguarding requirements.
• To monitor diversity, accessibility, and impact (anonymously where
possible).
• To improve our services and communications.
• We will only use personal information where we have a lawful basis —
such as consent, legitimate interest, or legal obligation.

4. How We Store and Protect Your Information
• Artinfusion CIC takes data security seriously.
• Personal data is stored securely on password-protected systems (e.g.
encrypted cloud storage).
• Personal data will not be permanently stored on personal devices such as
laptops or phones.
• If accessed temporarily (e.g. for a workshop), it will be deleted once
uploaded to secure storage.
• Paper records are kept in locked cabinets and shredded when no longer
needed.
• Only authorised staff and volunteers have access to personal data.

5. Sharing Your Information
• We will never sell or rent your personal data.
• We may share limited information when necessary:
• With trusted partners or funders, in anonymised or summary form.
• With authorities (such as the police or local safeguarding teams) if
required by law or for safeguarding purposes.
• With service providers who process data securely on our behalf (e.g. email
systems).

6. How Long We Keep Your Information
We retain personal data only as long as necessary for operational or legal
purposes:
• Participant contact details: up to 12 months after final project contact.
• Volunteer and staff records: up to 6 years after leaving the organisation.

• Financial records: as required by HMRC (usually 6 years).
• After this period, data will be securely deleted or anonymised.

7. Your Rights
Under data protection law, you have the right to:
• Access the information we hold about you.
• Request correction of inaccurate or incomplete data.
• Request deletion of your data (“the right to be forgotten”).
• Withdraw consent at any time.
• Object to how we process your data.
• To exercise your rights, contact our Data Protection Lead:
Zelda Elliott / zelda@artinfusion.org
We will respond within one month of receiving your request.

8. Cookies and Online Data
If our website uses cookies or analytics tools, visitors will be informed and
given a choice to accept or decline cookies.
Cookies may collect anonymous data about website usage to help us
improve content and accessibility.

9. Updates to This Policy
• This Privacy Policy will be reviewed annually or when there are changes to
legislation, organisational practice, or data use.

Approved by: Zelda Elliott
Position: Director
Date: 01.04.2026

Organisation: Artinfusion CIC
Email: zelda@artinfusion.org
Date: 01.04.2026
Review Date: April 2027

1. Purpose
Artinfusion CIC is committed to providing high-quality, inclusive, and
professional services.
We value feedback and recognise that, on occasion, concerns or complaints may
arise.
This policy outlines how complaints can be raised and how they will be handled
fairly, promptly, and respectfully.

2. Scope
This policy applies to all staff, volunteers, participants, and partners involved in
Artinfusion CIC’s activities, both online and in person.
It covers complaints about any aspect of our work, services, or conduct.

3. Principles
Artinfusion CIC will ensure that all complaints are handled in line with the
following principles:
• Fairness – every complaint will be treated with respect and impartiality.
• Accessibility – all individuals will be supported to raise concerns.
• Confidentiality – complaints will be handled sensitively and
confidentially.
• Timeliness – complaints will be acknowledged and resolved as quickly as
possible.
• Learning – we use feedback to review and improve our services.

4. Informal Resolution
Wherever possible, complaints should be resolved informally.
If you are unhappy with any aspect of our work, please raise it directly with the
staff member or facilitator involved.
They will make every effort to resolve the issue quickly and satisfactorily.

5. Formal Complaint Process
If the matter cannot be resolved informally, or if you prefer to make a formal
complaint, please contact:
Designated Complaints Contact: Zelda Elliott / Email: zelda@artinfusion.org. 
Or write to: Artinfusion CIC, Collective Auction Rooms, 5-7 Buck Street, NW1 8NJ.

The formal process is as follows:
1. Your complaint will be acknowledged within 5 working days.
2. An investigation will be conducted by an appropriate Director or senior
staff member not directly involved.
3. A written response will be provided within 20 working days where
possible.
4. If the complaint is complex and more time is needed, you will be informed
of the expected timescale.
5. If you are not satisfied with the outcome, you may request a review by
another Director or independent advisor.
6. Safeguarding and Serious Concerns
If a complaint relates to the safety or wellbeing of a participant (for example, an
allegation of abuse), it will be handled under our Safeguarding Adults Policy and referred
immediately to the Designated Safeguarding Lead (DSL).

7. Confidentiality and Record Keeping
All complaint records will be kept securely and confidentially.
Personal information will be handled in line with our Data Protection and
Privacy Policies.
Records will be retained for no longer than necessary and used only for
monitoring and improvement purposes.
8. Review
This policy will be reviewed annually or sooner if legislation, best practice, or
organisational needs change.

Approved by: Zelda Elliott
Position: Director
Date: 01.04.2026

Artinfusion CIC
Email: zelda@artinfusion.org
Date: 01.04.2026
Review Date: April 2027

1. Purpose
This policy outlines how Artinfusion CIC collects, stores, uses, and protects
personal data in accordance with the UK General Data Protection Regulation
(UK GDPR) and the Data Protection Act 2018.
The purpose is to ensure that all personal data is processed lawfully, fairly, and
transparently, and that individuals’ privacy rights are upheld.

2. Policy Statement
Artinfusion CIC is committed to protecting the personal data of staff, volunteers,
participants, funders, and partners. We will:
• Collect only data necessary for operational, legal, or contractual purposes.
• Use data fairly, lawfully, and transparently.
• Store data securely and only for as long as necessary.
• Respect individuals’ rights to access, rectify, or erase their personal data.

3. Scope
This policy applies to:
• All staff, directors, and volunteers of Artinfusion CIC.
• All personal data collected and processed in any form (digital, paper,
audio, or video).

4. Legal Framework
This policy is based on:
• The UK GDPR (2021)
• Data Protection Act 2018
• Privacy and Electronic Communications Regulations (PECR) 2003
• Freedom of Information Act 2000 (where applicable)

5. Data Protection Principles
Artinfusion CIC adheres to the following data protection principles. Personal
data will be:
1. Processed lawfully, fairly, and transparently.
2. Collected for specified, explicit, and legitimate purposes.
3. Adequate, relevant, and limited to what is necessary.
4. Accurate and kept up to date.
5. Retained only for as long as necessary.
6. Processed securely to ensure protection against unauthorised or unlawful
access, loss, or damage.

6. Roles and Responsibilities
Data Protection Lead: The Data Protection Lead ensures compliance with this policy, oversees data
handling, and acts as the contact for any data protection queries.
Data Protection Lead: Zelda Elliott
Email: zelda@artinfusion.org
Staff and Volunteers: All staff and volunteers must:
• Handle personal data in accordance with this policy.
• Report data breaches or concerns immediately to the Data Protection
Lead.
• Complete data protection awareness training.

7. Lawful Basis for Processing
Artinfusion CIC will only process personal data where there is a lawful basis
under Article 6 of the UK GDPR, including:
• Consent: the individual has given clear permission.
• Contract: processing is necessary to fulfil a contract.
• Legal obligation: required by law.
• Legitimate interests: necessary for organisational operations, provided
individual rights are not overridden.

8. Data Storage and Security
• Electronic data will be stored on password-protected devices and secure
cloud systems.
• Physical documents will be stored in locked cabinets.
• Personal data will not be stored on personal devices unless authorised.
• All data will be backed up securely.

9. Data Retention
• Data will be retained only for as long as necessary for operational or legal
reasons.
• Participant contact details will be deleted or anonymised after the
relevant project or funding period, unless consent for ongoing
communication has been obtained.

10. Data Breach Procedure
• Any suspected or actual data breach must be reported immediately to the
Data Protection Lead.
• Serious breaches will be reported to the Information Commissioner’s
Office (ICO) within 72 hours, as required by law.
• All breaches will be recorded and reviewed to prevent recurrence.

11. Rights of Individuals
Individuals have the right to:
• Access their personal data.
• Request correction or deletion of data.
• Withdraw consent for data processing.
• Object to certain types of processing.
Requests should be directed to zelda@artinfusion.org and will be
handled within one month.

12. Review
This policy will be reviewed annually or sooner if there are changes in data
protection legislation.

Approved by: Zelda Elliott
Position: Director
Date: 01.04.2026

Artinfusion CIC
Email: zelda@artinfusion.org
Date: 01.04.2026
Review Date: April 2027

1. Purpose
This policy outlines Artinfusion CIC’s commitment to minimising its
environmental impact and promoting sustainable practices across all areas of its
work.
As a community interest company running wellbeing workshops that use art,
mindfulness, and making, we recognise our responsibility to protect the
environment, use resources wisely, and inspire others to act sustainably.

2. Policy Statement
Artinfusion CIC is committed to:
• Reducing waste and pollution.
• Using materials, energy, and water efficiently.
• Choosing sustainable, recycled, and local materials wherever possible.
• Minimising travel emissions by promoting online delivery where appropriate.
• Encouraging environmentally conscious behaviour among staff,
volunteers, and participants.

We aim to embed sustainability into our organisational culture, decision-
making, and creative practice.

3. Scope
This policy applies to:
• All staff, directors, and volunteers of Artinfusion CIC.
• All activities, workshops, and events organised by the CIC, whether in
person or online.
• All purchasing, transport, and waste management decisions.

4. Legal Framework and Standards
This policy supports compliance with the following:
• Environmental Protection Act 1990
• Waste (England and Wales) Regulations 2011
• Climate Change Act 2008 (as amended)
• Local Authority Environmental Standards and Guidance

5. Responsibilities
Directors
• Ensure this policy is implemented, monitored, and reviewed annually.
• Promote environmentally responsible practices throughout the
organisation.
• Approve environmentally sustainable suppliers and purchasing decisions.
Staff and Volunteers
• Follow sustainable working practices in day-to-day activities.
• Reduce waste, reuse materials, and recycle wherever possible.
• Report environmental concerns or suggestions for improvement.
Environmental Lead: Zelda Elliott / zelda@artinfusion.org

6. Key Environmental Practices
a) Waste Reduction and Recycling
• Minimise single-use plastics and packaging.
• Reuse or repurpose art and craft materials where safe and appropriate.
• Provide recycling facilities at all in-person workshop venues.
b) Sustainable Materials
• Prioritise natural, biodegradable, and locally sourced materials.
• Avoid materials with harmful chemicals or unsustainable origins.
• Purchase in bulk to reduce packaging and delivery emissions.
c) Energy and Water Use

• Turn off equipment and lights when not in use.
• Choose energy-efficient devices and appliances.
• Use water mindfully during art and making activities.
d) Travel and Transport
• Encourage staff, volunteers, and participants to use public transport,
cycle, or walk when attending workshops.
• Promote remote meetings and online delivery to reduce travel emissions.
• Use local venues and suppliers to minimise transport impact.

7. Education and Engagement
Artinfusion CIC will:
• Integrate sustainability awareness into creative and wellbeing workshops.
• Share tips and guidance to encourage participants to live and create
sustainably.
• Encourage collaborative projects that explore environmental wellbeing.

8. Continuous Improvement
• Environmental performance will be monitored and reviewed regularly.
• New initiatives will be developed to enhance sustainability.
• Feedback from staff, volunteers, and participants will be used to identify
opportunities for improvement.

9. Review
This policy will be reviewed annually or sooner if required by organisational or
legislative changes.

Approved by: Zelda Elliott
Position: Director
Date: 01.04.2026

Artinfusion CIC
Email: zelda@artinfusion.org
Date: 01.04.2026
Review Date: April 2027

1. Purpose
This policy sets out Artinfusion CIC’s commitment to promoting equality,
diversity, and inclusion across all areas of its work.
We aim to ensure that every person who engages with our organisation —
whether as a participant, volunteer, partner, or staff member — is treated with
fairness, dignity, and respect.

2. Policy Statement
Artinfusion CIC values the diversity of the communities we serve and recognises
the creativity and strength that comes from different perspectives and
experiences.
We are committed to eliminating discrimination and ensuring equal
opportunities for all, regardless of:
• Age
• Disability or health status
• Race, nationality, or ethnic origin
• Religion or belief
• Sex, gender identity, or gender reassignment
• Sexual orientation
• Marital or civil partnership status
• Pregnancy or maternity
• Socio-economic background
We oppose all forms of unlawful discrimination, harassment, and victimisation.

3. Scope
This policy applies to:
• All directors, staff, and volunteers of Artinfusion CIC.
• All participants and members of the public who take part in our activities,
both in person and online.
• All partnerships, collaborations, and communications conducted on
behalf of the organisation.

4. Legal Framework
This policy is based on and supports compliance with:
• The Equality Act 2010
• The Human Rights Act 1998
• The Public Sector Equality Duty (2011)
• Relevant employment and safeguarding legislation

5. Responsibilities
Directors
• Ensure that this policy is implemented, monitored, and reviewed
regularly.
• Promote an inclusive culture where equality and diversity are embedded
in all decision-making.
Staff and Volunteers
• Treat everyone with dignity, courtesy, and respect.
• Challenge discriminatory behaviour or language.
• Report concerns or incidents to a senior member of staff or the
Designated Safeguarding Lead.
Designated Safeguarding Lead: Zelda Elliott / zelda@artinfusion.org

6. Inclusive Practice
Artinfusion CIC will:
• Provide accessible and inclusive environments for workshops and events.
• Use communication methods that are clear and sensitive to different
needs.
• Ensure that digital and online sessions are inclusive and accessible.
• Consider cultural, physical, and neurodiversity needs in programme
design.
• Offer support and adjustments where possible to enable full participation.

7. Recruitment and Volunteering
• Recruitment, selection, and volunteer engagement will be fair, open, and
based on merit.
• Job and volunteer descriptions will focus on essential skills and
experience.
• Positive action may be used to encourage applications from
underrepresented groups.
• Training on equality, diversity, and inclusion will be provided to all staff
and volunteers.

8. Reporting and Complaints
• Any person who believes they have been discriminated against or treated
unfairly can raise a concern with a Director or the Designated
Safeguarding Lead.
• Complaints will be handled promptly, confidentially, and without
victimisation.
• The organisation will record, monitor, and respond to equality-related
complaints to support continuous improvement.

9. Review
This policy will be reviewed annually or sooner if there are changes in legislation,
practice, or organisational structure.

Approved by: Zelda Elliott
Position: Director
Date: 01.04.2026

Artinfusion CIC
Email: zelda@artinfusion.org
Date: 01.04.2026
Review Date: April 2027

1. Purpose
This policy outlines Artinfusion CIC’s commitment to maintaining a safe and
healthy environment for everyone involved in our activities — including staff,
volunteers, participants, and visitors.
We aim to prevent accidents and ill health, promote wellbeing, and comply fully
with all relevant health and safety legislation.

2. Policy Statement
Artinfusion CIC recognises its legal and moral responsibility to provide safe
working conditions, equipment, and practices.
We are committed to:
• Protecting the health, safety, and welfare of everyone involved in our
activities.
• Preventing accidents and work-related ill health.
• Identifying and managing risks through regular assessment and review.
• Providing appropriate information, training, and supervision.
• Maintaining safe premises and equipment.
Health and safety is a shared responsibility — all staff, volunteers, and
participants must follow safety guidance and report concerns promptly.

3. Legal Framework
This policy is based on compliance with the following legislation:
• Health and Safety at Work etc. Act 1974
• Management of Health and Safety at Work Regulations 1999
• Manual Handling Operations Regulations 1992
• Control of Substances Hazardous to Health (COSHH) Regulations 2002

• Reporting of Injuries, Diseases and Dangerous Occurrences Regulations
(RIDDOR) 2013
• Fire Safety Order 2005

4. Responsibilities
Directors
• Overall responsibility for ensuring compliance with health and safety
requirements.
• Ensure suitable insurance cover is maintained.
• Review health and safety performance annually.
Health and Safety Lead: Zelda Elliott
• Responsible for implementing this policy and conducting risk
assessments.
• Ensures safe working conditions at all venues and events.
• Keeps records of incidents, near-misses, and actions taken.
Staff and Volunteers
• Must take reasonable care for their own safety and that of others.
• Follow health and safety procedures at all times.
• Report hazards, accidents, or unsafe conditions immediately.

5. Risk Assessment
• Risk assessments will be carried out for all workshops, venues, and
activities.
• Assessments will identify hazards, who may be affected, the level of risk,
and control measures.
• Risk assessments will be reviewed regularly or when significant changes
occur.
Common risks may include:
• Slips, trips, or falls
• Use of art or craft tools and materials
• Electrical equipment
• Fire safety
• Stress or emotional wellbeing during sensitive activities

6. Accident and Incident Reporting
• All accidents, near-misses, or safety concerns must be reported
immediately to the Health and Safety Lead.
• Serious incidents will be recorded and, where required, reported to the
HSE under RIDDOR.
• First aid arrangements will be in place at all venues.

7. Fire Safety
• Fire exits, alarms, and procedures will be checked before any in-person
event.
• Participants will be informed of evacuation routes at the start of each
workshop.
• Fire extinguishers will be available and checked regularly.

8. Equipment and Materials
• All materials and equipment will be suitable for use and maintained in
safe condition.
• COSHH regulations will be followed when using paints, adhesives, or
cleaning materials.
• Tools and equipment will only be used for their intended purpose.

9. Wellbeing and Mental Health
As a wellbeing organisation, Artinfusion CIC recognises that safety includes
emotional and mental wellbeing.
We will:
• Create a safe, supportive, and non-judgmental environment.
• Ensure facilitators are trained to handle sensitive topics responsibly.
• Encourage participants to take breaks and seek support if needed.

10. Online Safety
• Online sessions will be conducted via secure platforms.
• Participants will be reminded of respectful behaviour and privacy.
• Emergency contacts will be collected (with consent) for safeguarding
purposes.

11. Training and Supervision
• All staff and volunteers will receive appropriate health and safety training.
• Directors will ensure facilitators are competent and confident in
delivering safe sessions.
• New volunteers will be briefed before assisting in workshops.

12. Review
This policy will be reviewed annually or sooner if significant changes occur.

Approved by: Zelda Elliott
Position: Director
Date: 01.04.2026

Artinfusion CIC
Email: zelda@artinfusion.org
Date: 01.04.2026
Review Date: April 2027

1. Purpose
The purpose of this policy is to protect adults who engage with Artinfusion CIC’s
programmes, workshops, and activities. It outlines the organisation’s approach to
safeguarding and the procedures to follow in the event of concerns about abuse,
harm, or neglect.
Artinfusion CIC is committed to ensuring that all participants, staff, and
volunteers are treated with dignity and respect and are safe from abuse, harm,
and exploitation.

2. Scope

• This policy applies to:
  All directors, staff, contractors, and volunteers working on behalf of
  Artinfusion CIC.
• All adults who participate in our workshops, whether in person or online.

3. Policy Statement
Artinfusion CIC recognises that some adults may be at risk of harm due to age,
disability, mental health needs, illness, or life circumstances. We believe that
safeguarding is everyone’s responsibility and that all concerns must be taken
seriously and responded to promptly.
We are committed to:

• Promoting the welfare and wellbeing of adults at risk.
• Preventing abuse and neglect.
• Responding effectively to safeguarding concerns.
• Ensuring all staff and volunteers are trained appropriately.
• Working in partnership with relevant statutory and community agencies.

4. Legal Framework
This policy is based on relevant UK legislation and guidance, including:

• The Care Act 2014
• Mental Capacity Act 2005
• Safeguarding Vulnerable Groups Act 2006
• Data Protection Act 2018 (GDPR)
• Human Rights Act 1998

5. Definitions
Adult at Risk:
A person aged 18 or over who has care and support needs and is unable to
protect themselves from abuse, neglect, or exploitation.
Abuse:
Abuse can include physical, emotional, sexual, financial, discriminatory,
organisational, domestic abuse, or neglect.

6. Responsibilities
Directors

• Ensure the implementation and review of this policy.
• Appoint a Designated Safeguarding Lead (DSL).
  
  Designated Safeguarding Lead (DSL)
• Acts as the main point of contact for safeguarding concerns.
• Ensures proper recording, confidentiality, and reporting of concerns.
• Maintains up-to-date safeguarding training.
  Designated Safeguarding Lead: Zelda Elliott / zelda@artinfusion.org
  
  All Staff and Volunteers
• Must complete safeguarding induction and refresher training.
• Report any safeguarding concerns immediately to the DSL.
• Maintain appropriate professional boundaries.

7. Recognising and Responding to Abuse
All staff and volunteers must be alert to signs of potential abuse, including
changes in behaviour, withdrawal, unexplained injuries, or distress.

If a participant discloses information:
1. Listen carefully and stay calm.
2. Reassure them they did the right thing by speaking up.
3. Do not promise confidentiality — explain that you must share the
concern with the DSL.
4. Record the facts as soon as possible.
5. Report to the DSL without delay.
If someone is in immediate danger, call 999.

8. Recording and Confidentiality

• All safeguarding concerns must be recorded accurately and stored
  securely.
• Information will be shared only with those who need to know.
• Records will comply with the Data Protection Act 2018.

9. Training
All directors, staff, and volunteers will receive safeguarding training appropriate to
their role and responsibilities. Refresher training will take place every two years or
sooner if guidance changes.

10. Review
This policy will be reviewed annually or sooner if legislation or organisational
changes require it.

Approved by: Zelda Elliott
Position: Director
Date: 01.04.2026