Terms and Conditions, Privacy Policy, and Cookie Policy

for Northants and Rutland Open Studios CIC

Registered Company Number: 16201807

1. Introduction

These Terms and Conditions ("Terms"), together with our Privacy Policy and Cookie Policy, set out the basis on which Northants and Rutland Open Studios CIC ("NROS", "we", "us", or "our") provides access to our website (www.nros.co.uk) and any associated digital services, platforms, or online tools (collectively, the "Website").

By accessing or using the Website, you confirm that you have read, understood, and agree to be bound by these Terms. If you do not agree, you must stop using the Website immediately.

These Terms apply to all users, regardless of location. NROS is established in England and operates in accordance with the laws of England and Wales, but we acknowledge that our Website may be accessed internationally.

2. Privacy and Data Protection

NROS is committed to protecting your privacy. We comply with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and - where relevant - the EU GDPR for visitors outside the UK.

a. Information We Collect

We may collect the following information:

Personal information you provide voluntarily, including name, email address, phone number, postal address, event registration details, artist profile information, and payment details (processed via third-party providers).
Technical information such as IP address, browser type, device identifiers, time zone settings, and pages viewed.
Usage information including interactions with the Website, forms, content, and analytics tools.
Marketing preferences and communication history.

b. How We Use Your Information

Your personal data may be used to:

Provide and manage services including membership, event entries, artist listings, and communications.
Administer the Website, ensure security, and prevent misuse.
Send important operational updates (e.g., event details, registration confirmations).
Send optional marketing communications, where you have given explicit consent.
Fulfil legal or regulatory obligations.
Improve Website performance and user experience.

c. Lawful Basis for Processing

We process data under one or more of the following grounds:

Your consent.
Performance of a contract (e.g., event entry or membership).
Legitimate interests pursued by NROS (e.g., promoting events, ensuring Website security).
Compliance with legal obligations.

d. International Data Transfers

Our Website may use cloud-based services or analytics tools hosted outside the UK. Where this occurs, we ensure appropriate safeguards are in place (such as Standard Contractual Clauses).

e. Data Retention

We retain personal data only for as long as necessary for the purposes outlined above, or as required by law. Artist listing information and event history may be retained for archival or administrative purposes.

f. Your Data Rights

You have the right to:

Request access to your personal data.
Correct inaccurate or incomplete data.
Request deletion of your data (subject to legal limitations).
Withdraw consent at any time (where processing is based on consent).
Restrict or object to processing.
Request a copy of your data (data portability).

To exercise your rights, contact: [email protected]

We use essential cookies for requested functionality and security. With your permission, we also use Google Analytics to understand page visits and broad device information so we can improve the Website.

Essential - required for navigation, security, and core functionality.
Analytics - Google Analytics, enabled only after you accept, to understand Website use. Advertising signals and personalisation are disabled.
Functional - remembering preferences such as region or accessibility settings.

Accept and decline choices are remembered for six months. You can change your choice at any time using Analytics settings in the Website footer. Declining analytics does not limit Website functionality.

4. Intellectual Property and Copyright

All Website content - including text, images, videos, logos, code, design assets, artist-submitted materials, and documents - is protected by copyright, trademark, or other intellectual property rights belonging to NROS or our licensors.

You must not:

Copy, reproduce, or redistribute Website content without permission.
Download or save images unless explicitly permitted.
Use our logos, branding, or materials for commercial purposes.

Artists retain copyright of images they submit. By submitting content to us, you grant NROS a non-exclusive, royalty-free licence to use those images for promotional, editorial, or archival purposes, in print or digital form.

5. User Conduct

a. Acceptable Use

You agree to use the Website responsibly. You must not:

Upload harmful, offensive, defamatory, or unlawful content.
Attempt to breach Website security or access restricted areas.
Misuse data belonging to NROS, artists, or other users.
Harvest email addresses or personal data.
Impersonate another person or organisation.

b. Prohibited Activities

You specifically must not:

Engage in spam, phishing, or unauthorised advertising.
Use automated scraping tools or bots without permission.
Upload viruses, malware, or harmful scripts.
Interfere with Website functionality or performance.

6. International Use

This Website is accessible worldwide. You are responsible for complying with local laws in your jurisdiction. Where local laws conflict with UK regulations, the laws of England and Wales shall prevail to the greatest extent permitted.

7. Limitation of Liability

The Website is provided "as is". NROS does not guarantee uninterrupted access, accuracy of listings, or freedom from errors. To the fullest extent permitted by law, we exclude all liability for:

Loss of data, income, revenue, or business.
Indirect, consequential, or incidental damages.
Damage caused by third-party services or hosting providers.
Events outside our reasonable control (e.g., outages, cyber incidents).

8. Refund Policy

Membership fees and event registration fees are non-refundable unless explicitly stated otherwise. Refunds granted (e.g., for cancellations by NROS) will exclude third-party transaction fees.

9. Image Rights and Artist Submissions

By providing images or content to NROS, you:

Confirm you own the rights or have appropriate permissions to submit the material.
Grant NROS a licence to use your images for promotional, marketing, archival, editorial, or reporting purposes.
Confirm individuals depicted have provided consent (model release where required).

NROS will never sell artist images as standalone products.

10. External Links

Our Website may contain links to third-party websites. These are provided for convenience only. NROS does not control or endorse these websites and is not responsible for their content, privacy practices, or security.

11. Changes to These Terms

We may update these Terms or any associated policies at any time. Changes take effect upon publication on the Website. Continued use of the Website constitutes acceptance.

12. Governing Law

These Terms are governed by the laws of England and Wales. Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.

13. General Disclaimers

While we make every effort to ensure accuracy, we cannot guarantee that all information on the Website is up to date. Users should verify event information, entry requirements, and deadlines independently where necessary.

14. Contact

Northants and Rutland Open Studios CIC
Company Number: 16201807
Email: [email protected]
Website: https://www.nros.co.uk