Privacy Policy for our CRM sync

NB for our standard sitewide privacy policy see https://www.submarineart.co.uk/privacy-policy this document applies to our internal CRM sync tool.

Last updated: 7 June 2026

This Privacy Policy explains how Submarine ("we", "us", "our") collects, uses, stores, and shares personal data.

1. Who We Are

Submarine is an art and design school.

Contact email: studio@submarineart.co.uk

For any privacy-related questions, requests, or concerns, please contact us at: studio@submarineart.co.uk

2. The Personal Data We Collect

We may collect and process the following categories of personal data:

  • name;

  • email address;

  • phone number;

  • mailing address, if you provide it;

  • course, workshop, event, or enquiry details;

  • communication preferences;

  • records of emails, messages, forms, and other communications with us;

  • website or form submission data that you provide voluntarily;

  • contact and customer data received through our Squarespace website and associated forms or commerce tools.

We do not intentionally collect more personal data than we need for the purposes described in this policy.

3. How We Collect Your Data

We collect personal data:

  • directly from you when you contact us, fill in a form, join a mailing list, make an enquiry, or otherwise interact with us;

  • through our website and website forms;

  • through Squarespace services connected to our website;

  • through our internal administrative tools, including our Google Sheets CRM and related workflow tools;

  • in some cases, from payment, booking, commerce, or contact records associated with our website services.

4. How We Use Your Data

We use personal data to:

  • respond to enquiries and communicate with you;

  • manage courses, workshops, events, and related administration;

  • maintain internal contact records and our customer relationship management processes;

  • organise contacts into separate internal lists or categories for administration, follow-up, or communications;

  • send updates, newsletters, or marketing communications where we are allowed to do so;

  • maintain and improve our services, processes, and record-keeping;

  • comply with legal obligations and protect our rights.

5. Lawful Bases for Processing

Depending on the context, we rely on one or more of the following lawful bases:

  • consent, where you have agreed to receive marketing or newsletter communications;

  • performance of a contract, where processing is necessary to provide a course, event, booking, or related service;

  • legitimate interests, including managing enquiries, maintaining our CRM, organising contacts, and operating our school efficiently, provided these interests are not overridden by your rights;

  • legal obligation, where we are required to keep or use information to comply with the law.

If we rely on consent, you can withdraw that consent at any time.

6. Marketing Communications

If you subscribe to our mailing list or otherwise consent to receive marketing, we may use your contact information to send updates about our courses, workshops, events, and related activities.

You can unsubscribe or opt out at any time by:

7. Internal CRM and Contact Sync

We use internal tools, including Google Sheets and Google Apps Script, to maintain a custom CRM for our administrative operations.

This may include:

  • synchronising contact records from Squarespace into our internal systems;

  • updating existing records;

  • placing contacts into separate internal lists or categories for administration, communication, and workflow purposes.

These systems are used only for our internal business and school operations and are not offered as a public service.

8. Sharing Your Data

We may share personal data with service providers who help us operate our website, communications, and internal administration, including:

  • Squarespace;

  • Google Workspace services, including Google Sheets and Google Apps Script;

  • email, productivity, and administrative service providers;

  • professional advisers, if necessary;

  • regulators, courts, law enforcement, or other authorities where required by law.

We do not sell your personal data.

9. International Transfers

Some of the service providers we use may process personal data outside the UK.

Where this happens, we take reasonable steps to ensure appropriate safeguards are in place, such as contractual protections or reliance on recognised legal transfer mechanisms where applicable.

10. Data Retention

We keep personal data only for as long as reasonably necessary for the purposes set out in this policy, including to:

  • manage enquiries and customer relationships;

  • provide services and maintain records;

  • comply with legal, tax, accounting, or regulatory obligations;

  • resolve disputes or enforce our rights.

Retention periods may vary depending on the type of information and why we hold it.

11. Your Rights

Depending on your circumstances, you may have the right to:

  • request access to your personal data;

  • request correction of inaccurate or incomplete data;

  • request erasure of your data;

  • request restriction of processing;

  • object to processing based on legitimate interests;

  • request transfer of your data, where applicable;

  • withdraw consent, where processing is based on consent.

To exercise any of these rights, contact us at studio@submarineart.co.uk

12. Complaints

If you have concerns about how we handle your personal data, please contact us first and we will try to resolve the issue.

If you are based in the UK or your data protection rights are otherwise protected under UK law, you can also complain to the Information Commissioner’s Office (ICO): https://www.ico.org.uk/make-a-complaint

13. Security

We take reasonable technical and organisational measures to protect personal data against unauthorised access, loss, misuse, or disclosure.

However, no system is completely secure, and we cannot guarantee absolute security.

14. Changes to This Policy

We may update this Privacy Policy from time to time. You will find the link in our app description.