Sawtooth Studios Ltd (trading as The Still Room)
Version: March 2026 v1
Effective date: March 2026
Next review date: March 2027
Introduction
This Privacy Policy explains how we collect, use and protect your personal information when you enter into a licence to use our spaces, attend our events or programmes, use our services, or otherwise interact with our business.
We are committed to protecting your privacy and handling your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Who We Are
The Still Room is a trading name of Sawtooth Studios Ltd. Sawtooth Studios Ltd is the data controller for the purposes of UK data protection law.
Company number: 16379838
Registered office: 48 King Street, King’s Lynn, England, PE30 1HE
Trading as: The Still Room
Trading location: Suite 9D, Keswick Hall, Keswick, Norwich, NR4 6TJ
Email: info@thestillroom-norwich.co.uk
Safeguarding: safeguarding@thestillroom-norwich.co.uk
Telephone: 01603 517 717
Data Protection Contact: Jacqueline Silver, Sawtooth Studios Ltd
What Information We Collect
We may collect and process the following personal information.
Contact information
- Name
- Email address
- Telephone number
- Postal address
- Organisation name (for space licence arrangements)
Event and programme information
- Dietary requirements and allergy information
- Accessibility requirements
- Emergency contact details
- Attendee registration information
- Equality monitoring data (including age range, gender identity, ethnicity, and disability status) collected on a voluntary basis from programme participants for diversity monitoring and funding reporting purposes.
This may include special category data such as health information relating to allergies or accessibility requirements. Where we process this information, we do so with your explicit consent and only where necessary to ensure safe participation in events or programmes.
Payment information
Payments are processed securely by our payment provider. We do not store full card details on our systems. We may hold billing address and transaction history.
WiFi usage information
- Device information
- Connection and usage logs
Website usage information
- IP address
- Browser type and version
- Pages visited and time spent on pages
- Referring website
- Cookies and similar technologies
We may also collect limited technical information through server access logs maintained by our website hosting provider.
How We Collect Your Information
We collect your personal data when you:
- enter into a licence to use one of our spaces
- register for or attend our events or programmes
- make a purchase
- sign up for our newsletter or marketing communications
- contact us with enquiries or feedback
- use our guest WiFi
- visit our website
- provide information in person, by phone, email or post
How We Use Your Information
To provide our services
- Process space licence arrangements and manage access to our venue
- Organise and deliver events and programmes
- Process payments and prevent fraud
- Send booking confirmations and service updates
- Handle cancellations and refunds
To manage events and programmes
- Register attendees
- Cater for dietary requirements and allergies
- Meet accessibility needs
- Ensure the health and safety of attendees and licence holders
To provide WiFi services
- Enable guest WiFi access
- Maintain network security
- Collect limited technical information about devices connecting to the network for security and performance purposes
We do not monitor the content of internet traffic.
To communicate with you
- Respond to enquiries
- Provide customer support
- Send important service messages relating to your bookings or licence
These are not marketing communications.
Marketing
We may send marketing communications where you have given your consent, or where permitted under the soft opt-in rules for existing customers. The soft opt-in applies where you have previously purchased services from us, were given the opportunity to opt out when your details were collected, and the communications relate to similar goods and services.
To improve our services
- Analyse website usage
- Understand customer preferences
- Develop new services and programmes
Legal and regulatory
- Comply with legal obligations
- Maintain financial records
Legal Basis for Processing
Contract
To fulfil our contract with you when you enter into a space licence, purchase a service, or register for an event or programme.
Legitimate interests
To operate and improve our business, manage our facilities, prevent fraud, maintain IT and network security, and administer customer relationships.
Consent
For marketing communications where required, cookies and similar technologies, and collecting and using special category data such as allergy or accessibility information. For equality monitoring data collected from programme participants, we rely on your explicit consent. This data is processed in aggregated form only and is not used to identify individuals.
Legal obligation
To comply with tax, accounting and health and safety requirements.
Who We Share Your Information With
We may share your personal data with trusted service providers who process data on our behalf and must keep it secure.
These may include:
- QuickBooks – accounting and financial records
- Stripe – payment processing
- Eventbrite — event registration and ticketing
- Google Analytics – website analytics
- Flodesk – email marketing and subscriber communications
- Krystal Hosting – website hosting provider
- IT and security providers
- Zoom – video conferencing and online meetings
We do not sell your personal data.
Cookies and Website Analytics
Our website uses cookies to remember your preferences, analyse how visitors use the site and improve functionality and user experience.
You can control cookies through your browser settings. Where required, we ask for your consent before placing non-essential cookies on your device.
Please see our Cookie Policy for more information.
How Long We Keep Your Information
Space licence and booking records: 6 years after the end of the agreement
Event and programme registrations: Up to 6 years after the event
Allergy and accessibility information: Deleted after the event
Equality monitoring data: aggregated and anonymised after each programme cycle, individual responses deleted within 12 months of collection.
Programme participant records (residency and intensive programmes): 6 years after the end of the programme cycle. This covers signed agreements, payment records, induction records, and correspondence relating to participation. Wellbeing and support information is deleted at the end of the programme cycle unless a support plan is in place, in which case it is retained for the duration of that plan and deleted on its conclusion.
Facilitator records and induction: Facilitator records are retained for three years from the date of the induction.
WiFi usage logs: Up to 12 months
Marketing data: Until you unsubscribe or opt out
Website analytics data: Up to 26 months
Your Rights
You have the right to:
- request access to your personal data
- request correction of inaccurate data
- request erasure of your data
- restrict how we use your data
- receive your data in a portable format
- object to processing based on legitimate interests
- withdraw consent at any time
To exercise your rights, contact us using the details provided in this policy.
Marketing Communications
You can opt out of marketing communications at any time by:
- clicking the unsubscribe link in any marketing email
- contacting us directly at info@thestillroom-norwich.co.uk
- updating your preferences where available
Security, CCTV, Photography and Filming
We implement appropriate technical and organisational measures to protect personal data. All card payments are processed securely by our payment provider.
CCTV may operate in parts of the building for the purposes of safety, security and crime prevention. Images are recorded and retained only for as long as necessary for these purposes and are accessed only by authorised personnel. Where CCTV is in operation, appropriate signage will be displayed.
Photography or video recording may take place at events, performances or programmes for documentation, promotional or archival purposes. Where this occurs, we aim to make attendees aware in advance. If you do not wish to appear in photographs or recordings, please speak to a member of staff at the event.
International Transfers
Personal data is normally stored within the UK. Where providers based outside the UK are used, appropriate safeguards will be in place, including UK International Data Transfer Agreements or equivalent mechanisms recognised under UK data protection law.
Age Restrictions
Our services are primarily intended for individuals aged 18 and over. We do not knowingly collect personal data from anyone under the age of 18.
Changes to This Policy
We may update this Privacy Policy from time to time. The latest version will always be available on our website.
How to Contact Us
Email: info@thestillroom-norwich.co.uk
Safeguarding enquiries: safeguarding@thestillroom-norwich.co.uk
Telephone: 01603 517 717
Post: Sawtooth Studios Ltd, Suite 9D, Keswick Hall, Keswick, Norwich, NR4 6TJ
How to Complain
If you are unhappy with how we have handled your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO).
Website: https://ico.org.uk
Telephone: 0303 123 1113
Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF