Directory Privacy Policy

Directory Privacy Notice

How SPACES handles the personal data of practitioners listed in the Directory

Version 1.0    Published 26th August 2026    Next review: August 2027

This notice explains what SPACES does with the personal information of practitioners who apply to be listed in, or who appear in, the SPACES Directory. It is written for practitioners. If you use the Directory to find a practitioner rather than to be listed, a separate short notice covers you.

1.  Who is responsible for your information

The data controller is Octavia Landy, operating as SPACES (Screen Practice, Advocacy, Culture & Ethics Society). SPACES is not yet incorporated, so responsibility sits with a named individual rather than a company.

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SPACES intends to incorporate as a Community Interest Company. When that happens, the CIC will become the controller, and we will update this notice and let you know. Your information will not be used; it will change as a result.

2.  What we collect

Everything in your listing comes from you, through the sign-up form. We do not add practitioners to the Directory from any other source, and we do not buy, scrape or copy listings from elsewhere.

What we deliberately do not collect. The form asks about your professional practice, not about you personally. We do not ask for information about your health, disability, neurodivergence, ethnicity, religion, sexual orientation, political opinions or trade union membership, and we do not publish it. If you include information of that kind in a free-text answer — for example describing your own lived experience — we will contact you before publishing anything, and will only publish it with your separate, explicit written agreement. If you would rather we simply removed it, we will.

3.  Why we use it, and our lawful basis

Data protection law requires us to have a lawful basis for each thing we do with your information. We set ours out below in full, so you can see exactly which applies where.

We have carried out and recorded a legitimate interests assessment for each of the purposes above that relies on legitimate interests. You are welcome to ask for a copy. 

4.  Who can see it

Your listing is published on a public website. That means anyone in the world can read it, search engines can index it, and third parties beyond our control may copy, cache, or archive it. Please treat everything you put in your listing as public, and give us only the contact details you are happy to have widely available. If you would rather your telephone number or email address were not shown, say so on the form, and we will keep them for our records only.

Behind the scenes, your information is handled by:

•      The two people who run SPACES — Octavia Landy and Jude Spencer, who act under the controller's instructions.

•      Google, which provides the form, the spreadsheet, the email account and the website itself, the Directory runs on Google Sites, as a processor under the Google Workspace Data Processing Addendum.

•      Professional bodies and insurers, where we contact them to confirm something you have told us.

We do not sell your information, share it with advertisers, or pass it to anyone who wants to market to you.

5.  Where it is held

The Directory runs entirely on Google Workspace — the form, the records, the email and the website. Google is based outside the UK, so your information may be transferred abroad. Where that happens, the transfer is covered by the safeguards set out in the Google Workspace Data Processing Addendum. You can ask us which safeguard applies and we will tell you.

6.  How long we keep it

We check the Directory once a year and ask everyone listed to confirm their details, registration and insurance are still current. If we do not hear back after two reminders, we unpublish the listing rather than leave inaccurate information online.

7.  Your rights

You have the right to ask us to give you a copy of the information we hold about you; to correct anything inaccurate; to delete it; to restrict what we do with it; to object to our use of it where we rely on legitimate interests; and to receive it in a portable form. Where we rely on your consent, you can withdraw it at any time, and withdrawing is as easy as giving it.

To remove your listing, email info@we-are-spaces.com with the words "remove my listing" in the subject line. We will take it down within five working days and confirm when it is done. You do not have to give a reason, and we will not ask for one.

For anything else, email the same address. We will respond within one month. If a request is genuinely complex, we may take up to two further months, and we will tell you within the first month if that is going to happen.

8.  Complaints

If you are unhappy with how we have handled your information, please tell us first — email info@we-are-spaces.com, or contact us by any other route that suits you, including social media. We will acknowledge your complaint within five working days, investigate it, keep you posted, and give you an outcome. Our full complaints procedure is published alongside this notice.

You also have the right to complain to the Information Commissioner's Office at any time, whether or not you have raised it with us first. You can reach the ICO at ico.org.uk, on 0303 123 1113, or at Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.

9.  Security

Access to the Directory data is limited to the two people who run SPACES. Every account has two-factor authentication, credentials are held in a shared password manager rather than shared informally between us, and the data lives in one place rather than in copies scattered across personal devices. We review who has access every three months. If something goes wrong and you are at risk, we will tell you and, where the law requires it, report it to the ICO within 72 hours.

10.  What being listed does and does not mean

Listing in the Directory means we have checked that the registration and insurance you told us about are real and current. It is not an endorsement, a recommendation or a guarantee of the quality of your work, and we say so publicly. The full terms are in the Directory Listing Agreement, which you agree to when you submit the form.

11.  Changes to this notice

If we change anything significant — a new purpose, a new lawful basis, a new recipient of your data — we will tell everyone listed by email before it takes effect. We will make minor corrections with a new version number and date at the top of this page. We keep every version, and you can request an earlier one.

 This notice was last reviewed on 26th August 2026. The Directory is at we-are-spaces.com