Privacy Policy

Last updated: 03/09/2025

About This Policy

Newquay Buddies is committed to protecting the privacy of all children, young people, and families who use our services. This privacy policy explains how we collect, use, store, and protect your personal information in accordance with UK data protection laws, including the General Data Protection Regulation (GDPR) and the Data Protection Act 2018.

Who We Are

Newquay Buddies
Women Institute Hall
Wesley Yard, Newquay
Cornwall TR7 1LB
England
Email: newquaybuddies@gmail.com
Telephone: 07845 406116
Main Contact: Ana Garcia Presedo

For data protection matters, please contact Ana Garcia Presedo using the details above.

Information We Collect

We may collect the following types of personal information:

About Children and Young People

  • Name and age/date of birth

  • Contact details (address, telephone number, email where appropriate)

  • Medical information relevant to their safety and participation

  • Emergency contact details

  • Dietary requirements and allergies

  • Educational needs or additional support requirements

  • Photographs and videos (only with explicit consent)

About Parents, Carers, and Family Members

  • Name and contact details

  • Relationship to the child/young person

  • Emergency contact information

  • Payment information (processed securely through third-party payment providers)

Website Usage Information

  • Information collected through cookies (see our separate Cookies Policy)

  • IP addresses and browser information

  • Pages visited and time spent on our website

How We Collect Information

We collect information through:

  • Registration forms and applications

  • Direct communication with families

  • Our website and online forms

  • During activities and sessions

  • Emergency situations where necessary

Legal Basis for Processing

Under GDPR, we process personal data on the following legal bases:

  • Consent: For activities requiring explicit permission (such as photography)

  • Legitimate interests: For the safe operation of our services and communication with families

  • Legal obligation: To meet safeguarding and health & safety requirements

  • Vital interests: In emergency situations to protect a child's wellbeing

How We Use Your Information

We use personal information to:

  • Provide safe and appropriate activities for children and young people

  • Communicate with families about sessions, events, and important updates

  • Ensure the health, safety, and wellbeing of all participants

  • Meet our legal obligations for safeguarding and child protection

  • Manage bookings and payments

  • Improve our services

  • Comply with regulatory requirements

Data Storage and Security

  • All personal data is stored securely on the Squarespace platform, which provides industry-standard security measures

  • We do not store payment card details - these are processed securely by third-party payment providers

  • Access to personal data is restricted to authorised Newquay Buddies staff only

  • We regularly review our data security practices

Data Sharing

We do not sell, trade, or share your personal information with third parties for marketing purposes.

We may share information only when:

  • Required by law (such as safeguarding referrals to social services)

  • Necessary for child protection or in emergency situations

  • With your explicit consent

  • With trusted service providers who help us operate our website (such as Squarespace), who are bound by strict confidentiality agreements

Your Rights

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

  • Access your personal data and receive a copy

  • Rectify inaccurate or incomplete data

  • Erase your data in certain circumstances

  • Restrict processing of your data

  • Object to processing based on legitimate interests

  • Data portability - receive your data in a structured format

  • Withdraw consent at any time where processing is based on consent

For children under 13, these rights are typically exercised by parents or guardians. Children aged 13 and over may exercise some rights independently, depending on their maturity and understanding.

Retention of Data

We keep personal data only for as long as necessary:

  • Active participant records: Kept whilst the child/young person attends our services

  • Inactive records: Deleted after 6 years, unless required for legal reasons

  • Safeguarding records: Retained in accordance with local authority guidelines

  • Financial records: Kept for 7 years as required by HMRC

Photography and Video

We may take photographs or videos during activities for:

  • Celebrating achievements and memories

  • Website and promotional materials

  • Social media posts

We will always seek explicit consent before taking or using images. You can withdraw consent at any time, and we will remove existing images upon request.

Website and Online Safety

  • Our website is designed to be safe for young people

  • We use age-appropriate language and content

  • External links are carefully selected and regularly reviewed

  • We encourage parental supervision for younger children using our website

Changes to This Policy

We may update this privacy policy from time to time. Any changes will be posted on our website with an updated revision date. For significant changes, we will notify families directly.

Contact Us

If you have any questions about this privacy policy, wish to exercise your data protection rights, or have concerns about how we handle personal data, please contact:

Ana Garcia Presedo
Newquay Buddies
Email: newquaybuddies@gmail.com
Telephone: 07845 406116

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) if you believe your data protection rights have been breached. Visit www.ico.org.uk for more information.

Safeguarding

Newquay Buddies is committed to safeguarding and promoting the welfare of children and young people. If we have concerns about a child's safety or wellbeing, we may need to share information with relevant authorities, including social services or the police, in accordance with our safeguarding policy.