Privacy Policy

Privacy Policy

1. Introduction

Eek & Wild  is committed to protecting and respecting your privacy.

This Privacy Policy explains how we collect, use, store, and protect personal data when you interact with us, visit our website, attend our events, participate in our activities, or otherwise engage with our services.

We process personal data in accordance with the UK General Data Protection Regulation (“UK GDPR”), the Data Protection Act 2018, and other applicable privacy laws.

2. Information We Collect

We may collect and process the following personal data:

  • Name

  • Postal address

  • Email address

  • Telephone number

  • Date of birth

  • Emergency contact details

  • Payment and billing information

  • Membership or registration details

  • Photographs, video recordings, and audio recordings

  • Website usage data (including IP address and cookies)

  • Correspondence and communications with us

We only collect information that is necessary for legitimate organisational purposes.

3. How We Collect Your Information

We collect information when you:

  • Contact us

  • Register for events or activities

  • Become a member, volunteer, customer, or participant

  • Subscribe to newsletters or communications

  • Complete forms or surveys

  • Visit our website

  • Attend events where photography or filming takes place

We may also receive information from third parties where lawful to do so.

4. How We Use Your Information

We may use your personal data to:

  • Provide services, activities, or events

  • Manage registrations and memberships

  • Communicate with you

  • Process payments and invoices

  • Improve our services and website

  • Meet legal or regulatory obligations

  • Promote our organisation and activities

  • Ensure safety and safeguarding

  • Maintain records and administrative systems

We only process personal data where we have a lawful basis to do so, including consent, contractual necessity, legal obligation, vital interests, or legitimate interests.

5. Filming and Photography

We may take photographs, video recordings, or audio recordings during events, activities, meetings, or programmes organised by Eek & Wild.

These recordings may be used for:

  • Promotional and marketing materials

  • Social media posts

  • Website content

  • Printed publications

  • Newsletters

  • Funding and reporting purposes

  • Archival and historical records

Where required by law, we will seek appropriate consent before using identifiable images or recordings.

We aim to make individuals aware when filming or photography is taking place through signage, announcements, registration forms, or other notices.

If you do not wish to be photographed or recorded, please inform a member of staff or contact us at eekandwild@gmail.com. We will make reasonable efforts to accommodate your request.

For children and vulnerable individuals, we will seek consent from a parent, guardian, or authorised representative where appropriate.

Photography and Video Retention Policy

Photographs and videos containing personal data will be retained only for as long as necessary for the purposes for which they were collected and used, in accordance with the UK General Data Protection Regulation (“UK GDPR”) and the Data Protection Act 2018.

Images may be retained:

  • for the duration of their active use;

  • for archival or historical purposes where appropriate;

  • to comply with legal, regulatory, safeguarding, or insurance obligations; or

  • where necessary to establish, exercise, or defend legal claims.

We periodically review our image libraries and media storage systems to ensure photographs and videos that are no longer required are securely deleted or anonymised.

Where processing is based on consent, individuals may withdraw consent at any time by contacting us using the details provided in this Privacy Policy. Upon withdrawal of consent, we will cease future use of the relevant images where required by law and remove them from active use within a reasonable timeframe where practicable.

Photographs and videos are stored securely, with access restricted to authorised personnel only. Appropriate technical and organisational measures are implemented to protect personal data against accidental loss, unauthorised access, misuse, alteration, or disclosure.

Photo Consent Form Retention Policy

We retain photo consent forms and associated consent records only for as long as necessary to:

  • demonstrate that valid consent was obtained;

  • maintain records of individuals’ image-use preferences;

  • comply with legal, safeguarding, regulatory, and audit obligations; and

  • establish, exercise, or defend legal claims.

Consent records are generally retained for:

  • the duration of the use of the relevant photographs or videos; and

  • up to 6 years after the final use of the images or withdrawal of consent, unless a longer retention period is required or permitted by law.

Where consent is withdrawn, we will maintain a minimal record of:

  • the original consent;

  • the withdrawal request; and

  • actions taken in response,

where necessary to demonstrate compliance with our legal obligations under the UK GDPR.

Consent forms and related records may be stored electronically and/or in paper format. Access is limited to authorised personnel, and appropriate security measures are in place to protect personal data from unauthorised access, disclosure, alteration, or destruction.

Once consent records are no longer required, they will be securely deleted, destroyed, or anonymised in accordance with our data retention and disposal procedures.

7. Sharing Your Information

We do not sell personal data.

We may share information with:

  • Service providers and contractors

  • Payment processors

  • Professional advisers

  • Regulatory authorities

  • Emergency services where necessary

  • Funding bodies where required

Any third parties processing personal data on our behalf are required to keep it secure and use it only for authorised purposes.

8. Data Storage and Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, or disclosure.

Your information may be stored electronically or in paper records.

We retain personal data only for as long as necessary for the purposes for which it was collected or to comply with legal obligations.

9. Your Rights

Under UK data protection law, you have rights including:

  • The right to access your personal data

  • The right to correct inaccurate data

  • The right to request deletion of your data

  • The right to restrict processing

  • The right to object to processing

  • The right to data portability

  • The right to withdraw consent at any time where consent is relied upon

To exercise your rights, please contact us using the details below.

10. Cookies and Website Analytics

Our website may use cookies and analytics tools to improve user experience and understand website usage.

You can manage cookie preferences through your browser settings.

A separate Cookie Policy may also apply.

11. Complaints

If you have concerns about how we handle your personal data, please contact us first so we can try to resolve the issue.

You also have the right to complain to the UK Information Commissioner’s Office (ICO):

Information Commissioner's Office (ICO)

12. Contact Us

If you have questions about this Privacy Policy or your personal data, please contact:

Eek & Wild

eekandwild@gmail.com

13. Changes to This Policy

We may update this Privacy Policy from time to time. The latest version will always be available on our website or upon request.