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RhapsodAic Ltd 
 

Privacy Notice 

last updated September 2026

1. Who We Are

RhapsodAic Ltd is a publishing and creative education company specialising in educational resources, literature, the expressive and performing arts, workshops and related creative services.

RhapsodAic Ltd is responsible for deciding how and why the personal information described in this notice is used.

Contact: hello@rhapsodaic.co.uk

If you have any questions about this privacy notice, wish to exercise your data-protection rights, or want to withdraw consent where applicable, please contact us using the email address above.

2. Information We May Collect

Depending on how you interact with RhapsodAic Ltd, we may collect and process information including:

  • your name and contact details, such as your email address and telephone number;

  • information you provide when making an enquiry or communicating with us;

  • information relating to purchases, orders, bookings or services;

  • payment and transaction information;

  • information relating to participation in workshops, productions, educational or creative activities;

  • names and contact details of parents or guardians where relevant;

  • photographs, video recordings, audio recordings and other media where appropriate permission or another appropriate lawful basis applies;

  • records of image, media or other permissions and consent;

  • testimonials, feedback and survey responses;

  • correspondence between you and RhapsodAic Ltd;

  • information you choose to provide when subscribing to newsletters or marketing communications; and

  • website and technical information, such as pages visited and interactions with our website, where this information is collected through cookies, analytics or similar technologies.

We aim to collect only the information reasonably necessary for the purpose for which it is being used.

3. Where We Obtain Information

Most personal information we use is provided directly by you.

In some circumstances, information or media may be supplied by a school, theatre company, performing arts organisation, photographer, parent or guardian, collaborator or another organisation with which RhapsodAic is working.

Where we receive personal information from another source, we will take appropriate steps to ensure that we have authority to use it and, where required, that the person concerned receives appropriate privacy information.

4. Why We Use Personal Information

We may use personal information to:

  • respond to enquiries and communicate with customers, participants, parents, organisations and collaborators;

  • process orders, bookings and payments;

  • supply scripts, publications, educational resources and other products;

  • organise and deliver workshops, performances and other creative or educational activities;

  • administer relationships with schools, theatre companies and other organisations;

  • maintain appropriate business, financial and permission records;

  • obtain and record permission for photographs, video or other media;

  • use approved photographs, video, testimonials or other material to promote RhapsodAic and its products, workshops and services;

  • send newsletters or promotional communications where we have permission or are otherwise legally permitted to do so;

  • maintain, protect and improve our website and services;

  • understand how our website and services are used, where appropriate and lawful;

  • comply with legal, regulatory, tax, accounting and safeguarding obligations; and

  • establish, exercise or defend legal rights where necessary.

5. Our Lawful Bases for Using Personal Information

UK data protection law requires us to have a lawful basis for using personal information. The appropriate basis depends on the purpose and our relationship with the person concerned. We determine the appropriate basis before using personal information for a particular purpose.

Consent - where you have freely given us permission to use your information for a particular purpose. This may include certain uses of photographs, video, testimonials or marketing communications. Where we rely on consent, you may withdraw it at any time.

Contract - where using information is necessary to enter into or fulfil a contract with you, for example when you purchase a product or book a service.

Legal obligation - where we need to retain or use information to comply with a legal requirement, including appropriate financial and tax records.

Legitimate interests - where using information is reasonably necessary for the operation, administration or protection of RhapsodAic Ltd, or another legitimate interest, and those interests are not overridden by the rights and interests of the person concerned. This may include responding to business correspondence, maintaining appropriate records, protecting our systems and preventing fraud, and protecting or exercising legal rights.

6. Our Lawful Bases for Using Personal Information

RhapsodAic may use photographs, video, audio, testimonials or other identifiable material in connection with its website, social media, publications, educational resources, workshops and promotional activity.

Where we rely on consent for this use, we will explain the proposed use and obtain appropriate permission before using the material. Consent must involve a genuine choice and can be withdrawn for future use.

Where the person shown is a child or young person, we will take additional care to ensure that the proposed use is appropriate and that suitable permission is obtained.

Following a valid withdrawal request, we will stop making new uses covered by that consent and will remove the material from places under our control where reasonably practicable. It may not always be possible to retrieve material already printed, distributed, downloaded, legitimately shared or otherwise outside RhapsodAic's reasonable control.

7. Children's and Young People's Information

Some RhapsodAic activities and resources are intended for or involve children and young people. We recognise that children's personal information requires particular care.

We will aim to collect only information that is appropriate and necessary for the relevant activity and to explain its use in clear, accessible language. Where appropriate, we will seek permission from a parent or guardian as well as involving the child or young person in decisions about the use of their information or image.

We will not knowingly use a child's personal information for a purpose that is incompatible with the purpose for which it was collected.

8. Who We May Share Information With

We do not sell personal information.

Where necessary for the operation of RhapsodAic Ltd, information may be processed or shared with trusted service providers, professional advisers or organisations assisting us with services such as:

  • website hosting and administration;

  • business email and cloud storage;

  • payment processing;

  • accounting and financial administration;

  • printing, publishing and fulfilment;

  • IT and technical services;

  • professional legal, insurance or regulatory advice; and

  • organisations collaborating with us in delivering an agreed project or service.

We may also disclose information where required by law or where reasonably necessary to protect the rights, safety or legal interests of RhapsodAic Ltd or another person.

Personal information may also be transferred if RhapsodAic Ltd undergoes a reorganisation, merger, acquisition or sale of some or all of its business or assets, where permitted by law and subject to appropriate data-protection requirements.

Where another organisation processes personal information on our behalf, we will take reasonable steps to ensure that appropriate data-protection arrangements are in place.

9. International Transfers

Some technology or service providers used by RhapsodAic may process or store information outside the United Kingdom. Where personal information is transferred internationally, we will take appropriate steps to ensure that the transfer is permitted under applicable UK data-protection law and that suitable safeguards are in place where required.

10. How Long we Keep Information 

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, including to meet legal, accounting, tax, contractual or regulatory requirements. Different types of information may therefore be retained for different periods.

Where permission has been given for continuing use of photographs or promotional media, we may retain the relevant material and permission record while that permission remains active and for an appropriate period afterwards so that we can maintain a record of the basis on which material was used.

Information that is no longer required will be securely deleted, destroyed or anonymised where appropriate.

11. How Long we Keep Information 

We take reasonable organisational and technical measures to protect personal information against accidental loss, unauthorised access, misuse, alteration or disclosure. Access is limited to people and service providers who reasonably need the information for legitimate business purposes.

12. Your Data Protection Rights 

Depending on the circumstances, UK data-protection law may give you rights in relation to your personal information, including the right to:

  • ask what personal information we hold about you and request a copy;

  • ask us to correct inaccurate or incomplete information;

  • ask us to delete personal information in certain circumstances;

  • ask us to restrict how information is used in certain circumstances;

  • object to certain processing;

  • receive certain information in a portable format where applicable; and

  • withdraw consent at any time where consent is the lawful basis for processing.

Not every right applies in every circumstance. To exercise a data-protection right, contact us at hello@rhapsodaic.co.uk.

We may need to ask for information to confirm your identity before responding to a request. We will respond to requests within the timescales required by applicable data-protection law.

13. Marketing

Where required, we will obtain your permission before sending direct electronic marketing. You may unsubscribe from marketing communications at any time by using the unsubscribe option provided in the communication or by contacting us.

Withdrawing from marketing will not prevent us from sending necessary communications relating to an existing order, booking, contract or service.

14. Cookies and Websites

Our website may use cookies and similar technologies that are necessary for it to operate. Where optional cookies are used, such as analytics or marketing technologies, we will provide appropriate information and obtain consent where required.

Further information about the cookies actually used by the RhapsodAic website will be provided through our website's cookie information or settings. This notice should be updated if the website's tracking, analytics or advertising tools change.

15. Complaints

If you have concerns about how RhapsodAic Ltd has used your personal information, please contact us first so that we have an opportunity to address the issue.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK's independent data-protection regulator. Information about making a complaint is available from the ICO.

16. Changes to this Notice

We may update this privacy notice as RhapsodAic Ltd develops, or where our use of personal information or applicable legal requirements change. The current version will be made available through our website, and the date at the top of this notice will show when it was last updated.

Privacy Notice 

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