Privacy Policy

The Edventure Project CiC

Last Updated: May 2026

At The Edventure Project CiC, we respect your privacy and are committed to protecting the personal information you share with us.

We believe in being open, transparent and responsible in how we collect, use and store information. We collect only the information we genuinely need to keep our community safe, connected, informed and running smoothly.

This Privacy Policy explains what information we collect, why we collect it, how we use it and the choices you have regarding your personal data.

We process personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Who We Are

The Edventure Project CiC is a community-led organisation supporting home educating families through three connected strands:

The Tribe – youth community sessions for children and young people

The Hive – family and community gatherings

The Compass – SEND, home education and family guidance

For the purposes of data protection legislation, The Edventure Project CiC is the Data Controller.

If you have any questions regarding this policy or your personal information, please contact us at:

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What Information We Collect

Depending on how you interact with us, we may collect:

Parent and Carer Information

• Name

• Address

• Telephone number

• Email address

• Emergency contact information

Child and Young Person Information

Where necessary for participation, safeguarding or administration purposes, we may collect:

• Name

• Date of birth

• Emergency contact details

• Medical information relevant to safety and wellbeing

• Additional needs or support requirements

• Dietary requirements

• Permissions and consent preferences

Community and Participation Information

• Attendance records

• Registration and booking information

• Waiting list information

• Feedback and survey responses

• Communication preferences

• Correspondence relating to participation in our activities

Website Information

When visiting our website, certain information may be collected automatically, including:

• IP address

• Browser type

• Device information

• Pages visited

• General website usage information

This information helps us improve our website and understand how it is being used.

How We Collect Information

Information may be collected through:

• Website contact forms

• Registration forms

• Google Forms

• Waiting list forms

• Event and activity bookings

• Email correspondence

• Telephone conversations

• Social media enquiries

• In-person meetings and visits

We use secure online systems, including Google Forms, to collect information such as registrations, emergency contacts, permissions, consent preferences and participation details. This allows us to maintain accurate records and support our safeguarding and administrative responsibilities.

How We Use Your Information

We may use your information to:

• Manage enquiries, registrations and waiting lists

• Communicate with families and participants

• Organise activities, events and trips

• Maintain safeguarding and welfare records

• Respond to questions and requests

• Process invoices and payments

• Maintain attendance records

• Meet insurance, legal and regulatory requirements

• Evaluate and improve our services

• Support funding applications and impact reporting using anonymised data where appropriate

We will only use personal information where we have a lawful basis to do so.

Community Communication and WhatsApp Groups

The Edventure Project uses WhatsApp groups as one of its primary methods of communication with families and community members.

These groups may be used to share:

• Session reminders and updates

• Event and trip information

• Community news

• Important announcements

• Daily photographs and activity updates

• Polls and attendance requests

• General community communication

Participation in WhatsApp groups is voluntary. By joining a group, participants understand that their telephone number, profile name and profile image may be visible to other members of the group.

We ask all families and community members to use these groups respectfully and not share personal information, photographs or details relating to other children or families without permission.

The Edventure Project cannot be responsible for content shared independently by individual group members.

Photography, Video and Daily Updates

Photographs and videos are often used to celebrate achievements, capture activities and help families stay connected to their child's experiences within our community.

Images and videos may be used:

• In private family WhatsApp groups

• Within daily photo reel updates

• In newsletters and email communications

• On our website

• On social media platforms

• Within promotional materials

• Within funding and impact reports

Photographs and videos are only used in accordance with the permissions provided by parents, carers or participants.

Families may update or withdraw media consent at any time by contacting us.

Where photographs are shared through private communication channels, we ask families to respect the privacy of others and avoid sharing images externally without appropriate permission.

Who We Share Information With

We do not sell personal information.

Information may be shared only where necessary with:

• Employees, mentors and volunteers who require access to fulfil their role

• Professional advisers and service providers supporting our administration

• Insurance providers where required

• Funding organisations where anonymised information is requested

• Legal, regulatory or safeguarding agencies where we are required to do so by law

Any third-party providers we use are expected to handle information securely and in accordance with data protection requirements.

How We Store Information

We take reasonable steps to ensure personal information is stored securely and protected against unauthorised access, loss or misuse.

Information may be stored using:

• Password-protected computers and devices

• Secure cloud-based systems

• Google Workspace and Google Forms

• Secure paper records where necessary

Access is limited to authorised members of The Edventure Project team who require information for safeguarding, communication, administrative or operational purposes.

How Long We Keep Information

We retain information only for as long as necessary to fulfil the purpose for which it was collected and to meet legal, safeguarding, insurance and administrative requirements.

When information is no longer required, it will be securely deleted, destroyed or anonymised.

Your Rights

Under UK data protection law, you have the right to:

• Access the information we hold about you

• Request correction of inaccurate information

• Request deletion of information where appropriate

• Restrict how information is processed

• Object to certain uses of information

• Request transfer of your information

• Withdraw consent where consent is the lawful basis for processing

To exercise any of these rights, please contact us using the details provided above.

Cookies

Our website may use cookies to improve functionality and understand website usage.

Cookies are small files stored on your device that help websites function effectively and provide useful information about visitor activity.

You can control or disable cookies through your browser settings.

Children's Privacy

Protecting children's privacy and wellbeing is central to our values and practice.

Information relating to children and young people is collected only where necessary for participation, safeguarding, welfare or administration purposes and is normally provided by a parent, carer or authorised adult.

We take particular care when handling information relating to children and young people.

Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in legislation, organisational practice or the services we provide.

The most recent version will always be available on our website.

Contact Us

If you have any questions about this Privacy Policy or how your information is handled, please contact:

The Edventure Project CiC

Email: theedventureproject@gmail.com

Website: www.theedventureproject.co.uk

If you are unhappy with how your personal information has been handled, you also have the right to contact the Information Commissioner's Office (ICO):

Website: www.ico.org.uk

Telephone: 0303 123 1113

The Edventure Project CiC is committed to handling personal information responsibly, respectfully and in a way that supports the safety, wellbeing and trust of the families and communities we work alongside.