Policies
We keep all our policies public and transparent for our members and interested parties to review. Please feel free to use them as a guide for your own, but we do not take any legal or personal responsibility for content or policy copied from our website. We consider these policies to be live documents that are to be enacted within our programming and partnerships, and they are all reviewed annually by our Board. We hope you find them interesting and useful.
Code of Conduct and
Statement of Purpose
Purpose: To define the culture The Clay Commons CIC seeks to build, and to give members, staff, board members, freelancers, facilitators, partners and participants clear expectations for participation.
● 1. Statement of purpose
The Clay Commons CIC is a national membership programme connecting creative professionals working in clay. We exist to build an accessible, resilient and creative network of ceramic activity across the UK, challenging systemic issues in the field and reframing clay as a catalyst for societal change. This Code of Conduct sets out how we work together to make that mission real.
● 2. Who this applies to
This Code applies to staff, board members, members, volunteers, interns, freelancers, facilitators, speakers, partners, event participants, online forum users, podcast guests and anyone taking part in The Clay Commons CIC spaces or activities.
● 3. Our shared commitments
We commit to creating spaces shaped by care, access, respect, generosity, curiosity, accountability, anti-oppression, material responsibility and shared learning. We understand that a caring space is not a conflict-free space. It is a space where harm, disagreement and difference can be addressed with clarity and responsibility.
● 4. Expected behaviour
Participants are expected to treat others with dignity; listen generously; respect different experiences; communicate clearly; avoid assumptions; respect access needs; credit others' ideas and labour; follow safety guidance in studio or event settings; and help create an environment where people can participate without fear of harassment, discrimination or humiliation.
● 5. Unacceptable behaviour
Unacceptable behaviour includes harassment, bullying, intimidation, discrimination, sexual harassment, racism, transphobia, homophobia, ableism, classism, misogyny, religious discrimination, deliberate misgendering, unwanted physical contact, stalking, threats, doxxing, repeated interruption or silencing, misuse of images or recordings, and any conduct that undermines another person's safety or dignity.
● 6. Access and participation
We recognise that access needs differ and may change. We will aim to make information clear, offer reasonable adjustments where possible, and build accessibility into events, communications and membership processes. Participants are encouraged to communicate needs and boundaries, but are not required to disclose personal information beyond what is necessary.
● 7. Power and responsibility
We recognise that people enter creative spaces with different levels of power, confidence, status, resources and institutional access. Staff, trustees, facilitators, speakers and established members have particular responsibility to notice power dynamics and avoid exploitative, exclusionary or extractive behaviour.
● 8. Online spaces
Online forums, meetings and digital platforms should follow the same standards as in-person spaces. Participants should not share screenshots, recordings, personal stories, contact details or private discussions without permission.
● 9. Studio and material safety
Where The Clay Commons CIC activities involve physical materials, studios, tools or kilns, participants must follow safety guidance, respect shared equipment, use materials responsibly and avoid actions that put others at risk. Environmental responsibility should be considered in material choices, waste, travel and production wherever possible.
● 10. Raising a concern
If someone experiences or witnesses behaviour that may breach this Code, they can contact Eva Masterman, Director. Concerns will be taken seriously. Wherever possible, the response will be proportionate, trauma-informed and focused on safety, accountability and learning.
● 11. Responding to harm
Possible responses may include informal conversation, facilitated dialogue, access support, mediation, written agreements, temporary removal from a space, formal complaint processes, ending membership or partnership, or external referral where legally required or necessary for safety.
● 12. Freedom of expression and care
The Clay Commons CIC supports open discussion, critical thought and artistic freedom. We also recognise that freedom of expression does not remove responsibility for harm. We will resist unnecessary censorship while also maintaining clear boundaries around harassment, discrimination and abuse.
● 13. Review and collective ownership
This Code should be treated as a living document. It will be reviewed regularly with input from staff, trustees, members and collaborators, so that it continues to reflect the community The Clay Commons CIC is building.
Ethical Fundraising and Finance Policy
Purpose: To guide decisions about grants, sponsorship, donations, partnerships, earned income and financial stewardship. Inspired by values-led arts policy models, RadHR ethical fundraising materials and the need to protect artistic/community independence from harmful funding pressure.
● 1. Statement of purpose
The Clay Commons CIC raises and manages money to support its mission: building an accessible, resilient and creative network of ceramic activity across the UK. We recognise that money is never neutral. Fundraising and financial decisions can shape organisational priorities, relationships, public trust and freedom of expression. This policy helps us make funding decisions that align with our values.
● 2. Principles
Our fundraising and finance work will be guided by access, transparency, accountability, fair work, anti-oppression, environmental responsibility, artistic and educational freedom, community benefit and care.
● 3. What we may accept
We may accept grants, donations, membership income, earned income, sponsorship, commissioned work and in-kind support where the source and conditions are consistent with our mission and do not compromise our independence, values or responsibilities to members and communities.
● 4. What we will not accept
We will not knowingly accept funding or partnership support that requires us to act against our mission, restricts legitimate artistic or educational expression, undermines access or anti-oppressive practice, creates unreasonable reputational or ethical risk, or is connected to serious harm that cannot be mitigated. Areas requiring careful review may include extractive industries, weapons, fossil fuels, exploitative labour, discriminatory practice, human rights violations, harmful political interference, or conditions that silence critical or political work.
● 5. Funding assessment process
Before applying for or accepting significant funding, we will consider: source of funds; funder aims and conditions; alignment with our mission; restrictions on programming or public speech; reporting burden; impact on staff/freelancer capacity; environmental and social risks; community perception; and whether the funding supports fair pay and access.
● 6. Decision-making
Low-risk routine funding decisions (for example, applications below an agreed financial threshold and those with no significant ethical, legal or reputational implications) may be made by [Director / delegated staff]. Higher-risk, strategic or ethically complex decisions (for example, applications above the agreed financial threshold, partnerships involving significant reputational or ethical considerations, or funding that may materially affect organisational independence or strategy) should be discussed with the Non-Executive Board. Where appropriate, members or affected communities may be consulted. Decisions and reasons should be recorded.
● 7. Transparency
Where appropriate, The Clay Commons CIC will publish an annual statement summarising its income, expenditure, major funders, key partners and the projects or activities they have supported. We will explain any significant restrictions or conditions attached to funding if they materially affect public programming, membership activity or organisational independence.
● 8. Financial controls
We will maintain appropriate financial controls to ensure accountability and good governance. These may include: dual authorisation for significant payments, clearly delegated spending authority, separation of financial approval and payment processes where possible, accurate financial records, and regular reporting to the Board.
● 9. Fair pay and Reimbursement
Wherever financially possible, we will use the UK Real Living Wage and Artist Union UK Rates as a benchmark for fair payment. For international collaborators, fees will be agreed through equitable comparison, taking into account local economic contexts.
● 10. Conflicts of interest
Any personal, professional or financial conflict of interest linked to funding, procurement, commissioning or partnership decisions must be declared. The person with the conflict should not be excluded from any conflicted decision-making.
● 11. Restricted funds
Restricted funds will only be used for the purposes agreed with the funder. If a project changes significantly, we will seek written permission before reallocating restricted funds.
● 12. Returning or refusing funds
If we later discover that accepted funding conflicts with this policy, or if a funder imposes conditions that undermine our mission, we may refuse, return or renegotiate the funding. The decision should be recorded and communicated appropriately.
● 13. Review
This policy will be reviewed annually or after any significant ethical funding decision. Members, staff, board members and collaborators may be invited to contribute to future reviews.
Data Protection and
Intellectual Property
Purpose: To protect personal data, creative work, shared knowledge and community trust, in line with UK GDPR, the Data Protection Act 2018 and guidance from the ICO.
● 1. Statement of purpose
The Clay Commons CIC collects and uses information to run membership, events, communications, research, fundraising, evaluation and organisational administration. We also work with creative materials, images, recordings, writing, teaching resources and shared knowledge. This policy explains how we protect personal data and respect intellectual property.
● 2. Data protection principles
We will handle personal data fairly, lawfully and transparently; use it for clear and specific purposes; collect only what is necessary; keep it accurate where possible; retain it only as long as needed; and protect it against unauthorised access, loss or misuse.
● 3. Types of data we may collect
We may collect names, contact details, membership information, event booking information, access needs, payment records, evaluation responses, mailing list consent, photographs or recordings where consent is given, and limited demographic or equalities monitoring information where appropriate.
● 4. Special category data
Some information, such as disability, health, ethnicity, gender identity or access needs, may be more sensitive. We will only collect this where there is a clear reason, we will explain why it is needed, and we will limit who can access it.
● 5. Lawful basis
Depending on the activity, we may process data based on consent, contract, legal obligation, legitimate interest, or vital interests in safeguarding/emergency situations. The relevant basis should be explained in privacy notices, booking forms or consent forms.
● 6. Consent
Consent should be freely given, specific, informed and easy to withdraw. Separate consent should be sought for mailing lists, photography, filming, audio recording, publication of testimonials, or sharing creative work beyond the original context.
● 7. Storage and access
Personal data should be stored in secure systems such as Google Drive and CRM, with access limited to people who need it for their role. Sensitive documents should not be stored in personal accounts or shared publicly.
● 8. Retention
The Clay Commons CIC will develop a retention schedule. As a starting point, event booking records may be kept for 3 years, financial records for 3 years, safeguarding records according to safeguarding guidance, and mailing list data until consent is withdrawn or the list is cleaned.
● 9. Individual rights
Individuals have rights in relation to their personal data, including the right to be informed, access their data, correct inaccurate data, request erasure, restrict processing, object to some processing, and complain to the ICO. Requests should be directed to info@theclaycommons.org.
● 10. Data breaches
Any suspected data breach should be reported immediately to Eva Masterman, Director. The organisation will assess the risk, take steps to contain the breach, record what happened, and report to the ICO or affected individuals where legally required.
● 11. Intellectual property principles
The Clay Commons CIC respects the creative and intellectual work of artists, educators, writers, makers, members, partners and communities. We will not assume ownership of work shared with us unless this has been clearly agreed in writing.
● 12. Ownership and crediting
Creators retain copyright in their pre-existing artwork, images, writing, teaching materials, recordings, research and resources unless a written agreement says otherwise. The Clay Commons CIC will credit creators clearly when sharing their work, unless anonymity is requested.
● 13. Shared resources and co-created work
Where resources are co-created, the contributors should agree authorship, permissions, licensing, future use, publication, editing rights and income arrangements before publication. Community knowledge should not be extracted or repackaged without consent and appropriate acknowledgement.
● 14. Photography, video and podcasting
Participants should be told when photography, filming or recording is taking place. Consent should be obtained before identifiable images, video or audio are published. People should be able to opt out where possible.
● 15. Website, newsletter and social media
Images, quotes, testimonials and member features should only be published where permission has been given. Members and partners should be able to request corrections or removal where reasonable.
● 16. Review
This policy will be reviewed annually, or sooner if The Clay Commons CIC introduces new systems, platforms, membership processes, research activity, podcasting or public archive work.
Memorandum of Understanding for Members and Partners template
Purpose: To set out shared expectations between The Clay Commons CIC and members, collaborators, partner organisations, programme contributors and project partners. This template can be adapted for membership, event partnerships, research collaborations or programme delivery.
● 1. Parties
This Memorandum of Understanding is between The Clay Commons CIC, a Community Interest Company registered in England, and [member name]. Together, we agree to work in line with the purpose, values and working principles set out below.
● 2. Shared purpose
The purpose of this relationship is to support clay as a tool for learning, community-building, material knowledge and social change. Through this agreement, both parties commit to building an accessible, respectful and resilient ecology of ceramic practice.
● 3. Scope of relationship
This agreement relates to: [membership participation / event collaboration / resource sharing / co-learning programme / research activity / partnership project / other]. It does not create an employment relationship, legal partnership or agency relationship unless separately agreed in writing.
● 4. Shared values
Both parties agree to work in ways that support access, care, respect, transparency, accountability, fair work, anti-oppression, environmental responsibility and shared learning.
● 5. Responsibilities of The Clay Commons CIC
The Clay Commons CIC will provide clear information about relevant activities, communicate in accessible language where possible, explain expectations and decision-making processes, respond to reasonable access needs, protect personal data, and create routes for feedback, concern or complaint.
● 6. Responsibilities of members and partners
Members and partners agree to participate respectfully, follow The Clay Commons Code of Conduct, communicate access needs or concerns where possible, respect confidentiality where requested, credit shared work appropriately, and avoid behaviour that undermines the safety, dignity or participation of others.
● 7. Access and reasonable adjustments
The Clay Commons CIC will ask about access needs in advance where appropriate and will make reasonable efforts to reduce barriers to participation. Members and partners are encouraged to share access needs early, but are not required to disclose personal information beyond what is necessary to support participation.
● 8. Intellectual property and shared resources
Unless otherwise agreed, each party retains ownership of pre-existing materials, images, texts, teaching resources, research, artwork and intellectual property. Any new shared resource developed through collaboration should have written agreement on authorship, crediting, permissions, future use and licensing before publication.
● 9. Data and confidentiality
Both parties agree to handle personal data responsibly and only for the purposes agreed. Confidential information shared in meetings, research, peer forums or partnership discussions should not be shared externally without permission, unless disclosure is required by law or safeguarding responsibilities.
● 10. Communication and decision-making
The parties will agree before the commencement of work: the main contact person, preferred communication channels, response times and meeting rhythm. Major decisions affecting shared activity should be made transparently and recorded in writing.
● 11. Finance and payment
Any payment, fee, reimbursement, revenue share or in-kind contribution must be agreed in writing before work begins. The Clay Commons aims to support fair and transparent payment practices, especially when working with artists, freelancers and community partners.
● 12. Conflict, concern or complaint
If disagreement or harm arises, the parties agree to address it as early as possible, using The Clay Commons conflict/accountability process where appropriate. The aim is to respond with care, clarity and accountability, while recognising that formal action may be needed in serious cases.
● 13. Review and ending the agreement
This agreement will be reviewed on [date / after activity]. Either party may end the agreement by giving [notice period] in writing. The parties should agree how any outstanding payments, shared materials, participant communication or data responsibilities will be handled.
● 14. Signatures
Signed for The Clay Commons CIC: [name, role, date]. Signed by member/partner/collaborator: [name, role, organisation if relevant, date].
Mission
To co-create a shared community of material-led education and practice that is democratic, accessible, resilient and creative. We believe that creative education is a central agent for societal change and that clay is the common ground with which to build more equitable and creative futures.
Contact
clay.commons
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