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Privacy Policy

Potter Worx Ltd – Privacy Policy

Effective Date: August 2026

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otter Worx Ltd ("Potter Worx", "we", "us" or "our") respects your privacy and is committed to protecting your personal information.

 

This Privacy Policy explains how we collect, use, store and share personal information when you visit our website, make an enquiry, purchase an event ticket, book a Potter Worx experience, participate in an event or otherwise interact with us.

 

Potter Worx Ltd is the data controller responsible for the personal information described in this Privacy Policy.

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1. Who We Are

Potter Worx Ltd
Company Registration No. 16503057
Registered in England and Wales

Website: potterworx.com
Email: info@potterworx.com
Telephone: +44 79 634 888 50
Registered Office: 42 Barnfield Avenue, Kingston upon Thames, KT2 5RE

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If you have any questions about how we use your personal information, please contact us using the details above.

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2. Information We Collect

Depending on how you interact with Potter Worx, we may collect the following information.

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Contact Information

This may include:

  • Name

  • Email address

  • Telephone number

  • Billing address

  • Delivery address

  • Event or venue address

 

Booking & Event Information

This may include:

  • Type of experience booked

  • Event date and time

  • Venue

  • Number of participants

  • Pottery selection or package information

  • Booking requests or preferences

  • Information required to identify and return completed pottery

  • Communications relating to your booking

 

Participant Information

For some events, particularly nursery, school or family experiences, limited information relating to participating children may be provided to us.

 

We aim to collect only the minimum information necessary to administer and safely deliver the experience.

We do not intentionally collect unnecessary information about children.

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Event Bookings Made by Adults: Tickets and bookings for children's Potter Worx experiences must be made by a parent, carer or other responsible adult. We do not intentionally offer online booking services directly to children.

 

Payment Information

Payments are processed through third-party payment providers.

 

Potter Worx does not normally receive or store complete debit or credit card details. We may receive transaction information such as:

  • Payment status

  • Transaction reference

  • Amount paid

  • Payment method

  • Refund information

 

Communications

We may retain information you provide when you:

  • Contact us by email

  • Submit an online enquiry

  • Contact us through social media

  • Speak to us about a booking

  • Provide feedback or make a complaint

 

Marketing Preferences

We may record:

  • Whether you have agreed to receive marketing

  • The type of marketing you have agreed to receive

  • When and how consent was obtained

  • Any subsequent unsubscribe or opt-out request

 

Photographs & Video

Where appropriate permission has been obtained, we may collect photographs or video taken during Potter Worx events.

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Additional safeguards apply where children are identifiable.

 

Website & Technical Information

Depending on your cookie preferences and website configuration, we may collect information such as:

  • IP address

  • Browser type

  • Device type

  • Pages visited

  • Referring website

  • Approximate location derived from an IP address

  • Website interaction and analytics information

 

Some website and technical information may be collected through cookies and similar technologies. Where consent is legally required, the relevant technologies will only be used after you have provided the appropriate consent through our website's privacy consent controls.

 

Further information is available in our Cookie Policy.

 

3. How We Use Your Information & Our Lawful Bases

UK data protection law requires us to have a lawful basis for using personal information.

 

The lawful basis depends on why we are using the information.

 

Providing Your Booking or Ticket

We use booking and contact information to:

  • Process ticket purchases

  • Confirm bookings

  • Manage private events

  • Deliver Potter Worx experiences

  • Communicate important event information

  • Process requested changes

  • Arrange return or collection of pottery

Lawful basis: Performance of a contract or taking steps at your request before entering into a contract.

 

Operational Communications

We may contact you by email, telephone or SMS regarding matters necessary to fulfil your booking, including:

  • Booking confirmations

  • Venue or timing changes

  • Important event instructions

  • Collection arrangements

  • Notification that pottery is ready

  • Delivery information

 

These are service communications rather than marketing communications.

Lawful basis: Performance of a contract and, where appropriate, our legitimate interests in administering the service effectively.

 

Customer Service & Enquiries

We use information to respond to enquiries, complaints and customer-support requests.

Lawful basis: Performance of a contract, steps taken before entering into a contract, or our legitimate interests in providing customer support and managing our business.

 

Accounting, Tax & Legal Records

We may retain invoices, payment records, booking information and related documentation where necessary to meet accounting, tax and other legal obligations.

Lawful basis: Legal obligation.

 

Fraud Prevention, Chargebacks & Legal Claims

We may retain and use relevant transaction and booking information to:

  • Investigate suspected fraud

  • Respond to payment disputes

  • Defend or establish legal claims

  • Protect Potter Worx against fraudulent chargebacks or misuse

Lawful basis: Our legitimate interests in protecting our business and establishing, exercising or defending legal rights.

 

Improving Our Business & Services

We may use aggregated or appropriately limited customer and website information to:

  • Understand how our services are used

  • Improve our website

  • Improve event planning

  • Understand customer demand

  • Develop Potter Worx services

Lawful basis: Our legitimate interests in operating and improving our business.

 

Where non-essential cookies or similar technologies are required, we will obtain any consent required under applicable privacy and electronic communications law.

 

Marketing

Where required, we send promotional emails or electronic marketing only where:

  • You have given appropriate consent; or

  • Another lawful electronic-marketing exception applies.

You can unsubscribe or object to direct marketing at any time.

We will not use attendance at a Potter Worx event alone as permission to send unrelated promotional marketing.

Lawful basis: Consent or, where legally permitted, legitimate interests together with the applicable Privacy and Electronic Communications Regulations requirements.

 

4. Our Legitimate Interests

Where we rely on legitimate interests, those interests may include:

  • Administering and improving Potter Worx services

  • Responding to customer enquiries

  • Maintaining appropriate business records

  • Preventing fraud and misuse

  • Managing payment disputes

  • Protecting our legal rights

  • Improving website performance

  • Understanding demand for our services

 

We consider whether our interests are necessary and proportionate and balance them against the rights and interests of the individuals concerned.

 

You may have the right to object where we rely on legitimate interests.

 

5. Children's Personal Information

Many Potter Worx experiences involve children.

We recognise that children's personal information deserves particular protection and aim to collect only information genuinely required to deliver the relevant experience.

Where a parent, carer, nursery or school supplies information about a child, that information will only be used for the purposes for which it was provided unless another lawful basis applies.

 

Photography & Video

Potter Worx will not use identifiable photographs or recordings of children for marketing or promotional purposes without appropriate prior permission from their parent or legal guardian and, where relevant, agreement with the host nursery, school or organisation.

 

A child will not be excluded from an activity because photography or video permission has not been provided.

 

6. Payment Processing

Potter Worx does not normally store or directly process full credit or debit card information.

 

Payments may be processed through third-party providers such as Wix Payments, Stripe, Square, PayPal or another payment provider made available during checkout.

 

These providers process payment information in accordance with their own privacy notices and security standards.

 

Potter Worx normally receives only the information necessary to administer the transaction, such as confirmation that payment was successful, the amount, transaction reference and relevant refund information.

 

7. Who We Share Information With

We do not sell or rent personal information.

 

We may share information where necessary with carefully selected service providers, including:

  • Website, hosting and booking-platform providers, including Wix;

  • Consent-management providers, including Usercentrics;

  • Ticketing and event-management providers;

  • Payment processors;

  • Email and customer-communication providers;

  • IT and hosting providers;

  • Analytics providers, where permitted by your applicable privacy choices;

  • Courier or delivery services where delivery has been requested; and

  • Professional advisers such as accountants or legal advisers where necessary.

 

We may also disclose information:

  • Where required by law

  • In response to a lawful request from a regulator or public authority

  • In connection with fraud prevention

  • To establish, exercise or defend legal claims

 

Where third parties process personal information on our behalf, we take appropriate steps to ensure that suitable data-protection and security arrangements are in place.

 

8. Nursery, School & Partner Events

Some Potter Worx events are delivered in partnership with nurseries, schools, businesses or other venues.

 

Depending on how the event is organised, Potter Worx and the host organisation may each process different personal information for their own purposes.

For example:

  • Potter Worx may process ticket and booking information;

  • The nursery or school may hold information about the child and parent as part of its existing relationship with the family; and

  • The venue may receive finished pottery for onward collection.

 

We will only share personal information with the partner organisation where necessary and lawful.

Where another organisation independently determines how it uses personal information, its own privacy policy will also apply.

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Where finished pottery is returned to a partner venue for collection, Potter Worx may provide the minimum information reasonably necessary to enable the venue to identify the relevant customer or family and facilitate collection.

 

9. International Transfers

Some service providers used by Potter Worx may process or store personal information outside the United Kingdom.

 

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

 

These may include transfers to countries recognised as providing adequate protection or the use of approved contractual safeguards.

 

You may contact us if you would like further information about safeguards applying to an international transfer involving your personal information.

 

10. How Long We Keep Your Information

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, including any legal, regulatory, accounting or dispute-resolution requirements.

 

Typical retention periods include:

 

Financial & Accounting Records

Relevant company accounting and transaction records will generally be retained for at least 6 years from the end of the financial year to which they relate, or longer where required by law.

 

Booking Records

Booking records may be retained for an appropriate period after the event where necessary for customer service, accounting, dispute resolution or legal purposes.

 

Where booking information also forms part of our accounting records, the longer accounting retention period may apply.

 

Operational Pottery Information

Information used solely to identify, return or arrange collection of finished pottery will be retained only for as long as reasonably necessary to complete the return or collection process and address any related query.

 

Marketing Information

Marketing consent and preference records may be kept for as long as necessary to demonstrate your choices.

 

If you unsubscribe, we may retain limited information on a suppression list so that we can respect your request and avoid sending further marketing.

 

Photographs & Media

Where photographs or video are used with appropriate permission, they will be retained only for as long as appropriate for the stated purpose or until permission is withdrawn where consent is the basis for the processing, subject to any lawful exceptions.

 

11. Your Data Protection Rights

Depending on the circumstances and the lawful basis on which we process your information, you may have the right to:

  • Access personal information we hold about you;

  • Rectification of inaccurate or incomplete information;

  • Erasure of your personal information in certain circumstances;

  • Restriction of how your information is processed in certain circumstances;

  • Object to certain uses of your information, including processing based on legitimate interests;

  • Data portability for certain information you have provided to us where the legal requirements apply; and

  • Withdraw consent at any time where we rely on consent.

 

These rights are not absolute and may not apply in every circumstance.

 

Your Right to Object to Direct Marketing

You have the right to object to the use of your personal information for direct marketing at any time.

If you opt out of direct marketing, we will stop using your information for that purpose.

 

You may still receive communications necessary to administer an existing booking or transaction.

To exercise your rights, contact:

info@potterworx.com

 

We may need to request sufficient information to confirm your identity before responding to certain requests.

 

12. Complaints

If you have concerns about how Potter Worx handles your personal information, please contact us first so that we can try to resolve the matter.

 

You also have the right to complain to the Information Commissioner's Office (ICO), the UK regulator for data protection.

 

Information about making a complaint is available from the ICO.

 

13. Marketing Communications

Marketing communications are separate from booking and service communications.

 

Where consent is required, Potter Worx will ask you to take a clear positive action to opt in.

 

Marketing consent will not be bundled into acceptance of our Terms and Conditions.

 

You may unsubscribe from marketing at any time using the unsubscribe option provided in the communication or by contacting us.

 

Where Potter Worx relies on the customer “soft opt-in” permitted by electronic-marketing law, we will only do so where the relevant legal requirements are satisfied, including providing an opportunity to opt out when contact information is collected and in each subsequent marketing message.

 

14. Cookies & Similar Technologies

Our website uses cookies and similar technologies to provide essential website functionality and, where permitted, to understand how visitors interact with our website and improve our services.

Some cookies and technologies are strictly necessary for the website to operate and may be used without consent where permitted by law.

 

Other non-essential technologies, including certain analytics, advertising or personalisation technologies, will only be used where the required consent has been obtained.

 

Potter Worx uses Usercentrics for Wix as its consent-management platform. When you first visit our website, you will be presented with a privacy consent banner that allows you to accept, deny or manage applicable non-essential technologies.

 

Where consent is required, applicable non-essential technologies are prevented from loading until the appropriate consent has been provided.

 

You can change or withdraw your consent at any time using the privacy settings available on our website.

 

Withdrawing consent does not affect the lawfulness of processing carried out before consent was withdrawn.

 

Further information about the cookies and similar technologies used on our website, their purposes and available choices can be found through the privacy and cookie settings available on our website and, where applicable, our Cookie Policy.

 

15. Automated Decision-Making

Potter Worx does not currently use personal information to make solely automated decisions that produce legal or similarly significant effects on customers.

 

If this changes, this Privacy Policy will be updated and any additional information required by law will be provided.

 

16. Security

We use appropriate technical and organisational measures designed to protect personal information against:

  • Unauthorised access;

  • Unlawful use or disclosure;

  • Accidental loss;

  • Destruction; and

  • Damage.

These measures may include secure website connections, controlled access to business systems, secure third-party hosting and appropriate account security.

 

No online or electronic system can provide absolute security, but we take reasonable steps appropriate to the nature of the personal information we process.

 

17. Where We Obtain Personal Information

Most personal information is provided directly by you when you:

  • Make a booking;

  • Purchase a ticket;

  • Submit an enquiry;

  • Contact Potter Worx;

  • Attend an event; or

  • Opt in to marketing.

 

We may also receive limited information from:

  • A parent or carer booking on behalf of a child;

  • A person organising a group booking;

  • A nursery, school, business or venue working with Potter Worx;

  • Our booking, ticketing or payment providers; or

  • Other service providers involved in delivering the experience.

 

Where information has been obtained from another source, we will use it only where we have an appropriate lawful basis to do so.

 

18. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, technology, business practices or applicable law.

 

The latest version will be published on our website with an updated effective date.

 

Where a change materially affects how we use personal information, we will take reasonable steps to bring the change to the attention of affected individuals where required.

 

19. Contact Us

For privacy questions, requests or concerns, please contact:

Potter Worx Ltd
Company Registration No. 16503057
42 Barnfield Avenue
Kingston upon Thames
KT2 5RE

Email: info@potterworx.com
Telephone: +44 79 634 888 50
Website: potterworx.com

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