Updated Privacy Notice for Explore Partnership CIC

Last updated: July 2025

At Explore Partnership CIC, we are committed to protecting your personal data and respecting your privacy. This Privacy Notice explains what personal information we collect, how we use it, and your rights under data protection law.

Who We Are

Explore Partnership CIC is a Community Interest Company based in Halewood, Knowsley. We work with children, young people, families, and communities to provide programmes and services that improve health, wellbeing, education, and social inclusion.

Registered Address:

New Hutte Neighbourhood Centre, Lichfield Road, Halewood, L26 1TT

Company Number: 13562577

Email: info@explorepartnership.co.uk

What Personal Data We Collect

We may collect the following types of personal data depending on how you interact with us:

  • Participants and Families: Name, date of birth, contact details, emergency contacts, school attended, eligibility for benefits or free school meals, health or medical needs (where required), attendance records.
  • Volunteers and Staff: Contact details, DBS status, training records, references, payroll and HR information (where applicable).
  • Partners and Funders: Names, contact details, organisational information.
  • Website Visitors: IP addresses, pages visited (via analytics tools).

We collect personal data through both digital systems and paper-based forms (e.g., registration forms, consent forms, attendance sheets).

How We Use Your Data

We collect and use personal data to:

  • Deliver community services, projects, and events safely and effectively
  • Contact participants and parents/carers about sessions or programmes
  • Monitor participation, outcomes, and impact
  • Meet our legal and safeguarding obligations
  • Apply for and report to funders
  • Recruit, manage and support volunteers and staff
  • Improve our services and promote good practice

We only collect data that is relevant, necessary, and proportionate to the services we provide.

Lawful Basis for Processing

We process personal data under one or more of the following legal bases:

  • Consent – for example, when you agree to receive communications or provide media/photo consent
  • Contract – where processing is necessary for us to deliver a service you have signed up for
  • Legal Obligation – such as safeguarding or health and safety requirements
  • Legitimate Interest – to operate our services efficiently and report to funders

How We Store and Protect Your Data

We use both digital systems (e.g. Upshot) and paper-based records to manage personal data.

  • Digital Records: Stored securely using encrypted cloud-based platforms hosted in the UK.
  • Paper Records: Stored in locked cabinets at our premises with access restricted to authorised staff. Paper records are securely shredded when no longer needed.

All data is handled in line with our internal policies and data protection training is provided to relevant team members.

Sharing Your Data

We do not sell or share your data with third parties for marketing. We may share data:

  • With delivery partners where necessary to deliver a service
  • With funders or public bodies (such as Knowsley Council or the Department for Education), where required for reporting
  • With emergency services or safeguarding authorities where necessary to protect a child or vulnerable person

All data sharing is strictly controlled and in line with UK GDPR requirements.

How Long We Keep Your Data

We only keep your data for as long as it is needed to fulfil the purpose it was collected for, or as required by law. In most cases, this will be:

  • Participants: up to 3 years after participation ends
  • Staff/Volunteers: up to 6 years after your involvement ends
  • Funders/Partners: up to 7 years for contract compliance

Paper forms are securely stored during this time and are disposed of using confidential shredding methods when retention periods expire.

Your Rights

You have the right to:

  • Access the personal data we hold about you
  • Request that we correct or update inaccurate data
  • Withdraw consent at any time (where processing is based on consent)
  • Request that your data be deleted (in some cases)
  • Object to or restrict certain types of processing
  • Lodge a complaint with the Information Commissioner’s Office (ICO)

To exercise any of these rights, please contact:

📧 info@explorepartnership.co.uk

Contact Us

If you have any questions or concerns about this notice or how we use your data, please contact:

📧 info@explorepartnership.co.uk

ICO Registration

Explore Partnership CIC is registered with the Information Commissioner’s Office.

Registration Number: ZB888255

More information can be found at www.ico.org.uk.