Privacy policy

At Obsessive Recessive Roots C.I.C., we are committed to protecting your privacy and handling your personal information responsibly. This Privacy Policy explains how we collect, use, store, and protect your information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Obsessive Recessive Roots C.I.C.

📧 Email: obsessiverecessive-reptiles@outlook.com

We provide community activities, events, educational opportunities, wellbeing initiatives, environmental projects, and volunteer opportunities for children, young people, adults, and families.

2. Information We Collect

We may collect the following information:

  • Name, address, email address, and telephone number
  • Emergency contact information where required for activities
  • Information provided on registration, referral, booking, or consent forms
  • Volunteer application information
  • Feedback, surveys, and correspondence
  • Photographs or videos where consent has been provided
  • Website usage information collected through cookies and analytics tools

We only collect information that is necessary to provide our services and fulfil our legal obligations.

3. How We Use Your Information

We may use your information to:

  • Manage bookings and registrations for activities and events
  • Communicate important information about our services
  • Provide support and respond to enquiries
  • Manage volunteers and volunteer opportunities
  • Monitor participation and evaluate the impact of our activities
  • Meet funding, reporting, and legal requirements
  • Improve our services and website
  • Send newsletters, updates, and promotional information where you have consented to receive them

4. Lawful Basis for Processing

We process personal information under one or more of the following lawful bases:

  • Consent
  • Contract
  • Legal obligation
  • Legitimate interests
  • Vital interests where necessary for health and safety

5. Sharing Your Information

We will never sell your personal information.

We may share information with:

  • Funding bodies where anonymised or required reporting information is needed
  • Partner organisations involved in delivering activities or services
  • Professional advisers where necessary
  • Regulatory authorities or law enforcement where required by law
  • Website and IT service providers who help us operate our services securely

Any third parties we work with are required to keep your information secure and only use it for agreed purposes.

6. Photographs and Media

Photographs and videos may be taken during activities, events, and projects for promotional, reporting, funding, and community engagement purposes.

Where appropriate, consent will be obtained before images are used. You can withdraw consent at any time by contacting us.

Further information is available in our Photography & Media Policy.

7. Data Storage and Security

We take appropriate technical and organisational measures to protect your personal information from unauthorised access, loss, misuse, or disclosure.

Information is stored securely and only accessed by authorised personnel, volunteers, or contractors where necessary.

8. How Long We Keep Information

We only keep personal information for as long as necessary to fulfil the purpose for which it was collected, meet legal obligations, or satisfy funding and reporting requirements.

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

9. Cookies

Our website may use cookies to improve user experience, monitor website performance, and help us understand how visitors use our website.

You can control or disable cookies through your browser settings. Please see our Cookie Policy for further details.

10. Your Rights

Under UK GDPR, you have the right to:

  • Access the personal information we hold about you
  • Request correction of inaccurate information
  • Request deletion of your information where appropriate
  • Restrict or object to certain types of processing
  • Withdraw consent where processing is based on consent
  • Request a copy of your data in a portable format
  • Lodge a complaint with the Information Commissioner's Office (ICO)

11. Children's Information

We recognise the importance of protecting children's personal information.

Where activities involve children or young people, information will usually be collected and managed through a parent, guardian, or authorised responsible adult unless otherwise appropriate.

We take additional care to ensure children's information is processed lawfully and securely in line with our Safeguarding Policy.

12. Contact Us

If you have any questions about this Privacy Policy or wish to exercise your rights, please contact:

📧 Email: obsessiverecessive-reptiles@outlook.com

If you are unhappy with how we handle your information, you have the right to contact the Information Commissioner's Office (ICO).

Website: https://www.ico.org.uk