Privacy Policy

Organisation: Side Mission Social CIC
Last updated: November 2026
Privacy enquiries:

1. Who we are

Side Mission Social CIC (SMS) is a community interest company providing creative, digital and practical activities, workshops and opportunities for young people.

We are responsible for deciding how and why personal information is collected and used. This means we act as the data controller for the personal information we process.

2. Information we may collect

The information we collect depends on how you interact with us. It may include:

• Names, dates of birth and contact details.
• Parent, carer and emergency contact information.
• Participant registrations and attendance records.
• Relevant medical, accessibility, additional support or dietary information.
• Consent and permissions, including photography and video.
• Safeguarding information and records of concerns where necessary.
• Enquiries, feedback and correspondence.
• Information relating to staff, volunteers, supporters and partners.

We aim to collect only information that is relevant and necessary for the purpose for which it is being requested.

3. How we collect information

We may collect information through:

• Google Forms used for enquiries, registrations and permissions.
• Emails sent to our official email addresses.
• Telephone calls and face-to-face conversations.
• Parents, carers or authorised referral organisations.
• Other direct interactions with Side Mission Social.

Our website is primarily informational. We intend to use external Google Forms for information collection rather than storing participant registration details directly through our website.

4. Why we use personal information

We use personal information where necessary to:

• Respond to enquiries and communicate with participants and families.
• Manage registrations, attendance and participation.
• Organise workshops, activities, events and projects.
• Understand relevant support, accessibility and medical requirements.
• Help protect the safety and welfare of young people.
• Manage permissions and consent.
• Meet legal, safeguarding, funding and organisational responsibilities.
• Evaluate and improve our activities and services.

5. Our lawful reasons for using information

Data protection law requires us to have a valid lawful basis for using personal information. Depending on the circumstances, these may include:

• Consent: where someone has freely agreed to a specific use of their information.
• Contract: where information is needed to provide an agreed service or arrangement.
• Legal obligation: where we need to meet a legal requirement.
• Legitimate interests: where using information is necessary for our legitimate organisational activities and does not override an individual's rights.
• Vital interests: where information is needed to protect someone's life or safety.
• Public task: where applicable to a specific activity carried out under an appropriate legal authority.

Some information, such as health or safeguarding information, is subject to additional legal requirements. Where we process this type of information, we will identify an appropriate additional legal condition.

6. How we store and protect information

Side Mission Social uses Google services, including Gmail, Google Forms, Google Drive and Google Sheets, to manage organisational information. Emails sent to our official email address may be forwarded to our designated Google account for handling and administration.

Access to organisational information is limited to the people authorised to manage the project. We aim to use appropriate account security, access controls and careful handling procedures to protect information from loss, misuse, unauthorised access or disclosure.

Sensitive information, including medical and safeguarding records, must receive additional protection and should only be accessible to those who genuinely need it for their responsibilities.

No method of electronic storage or transmission is completely secure, but we take reasonable steps to protect the information entrusted to us.

7. Who we may share information with

We do not sell personal information. We may share relevant information where there is a lawful and appropriate reason, including with:

• Parents, carers or emergency contacts, where appropriate.
• Safeguarding services, emergency services or relevant authorities where necessary.
• Referral organisations and project partners where appropriate.
• Funders or monitoring organisations where reporting requirements apply.
• Service providers, including Google, that support our organisational systems.

We aim to share only the information necessary for the specific purpose. Where possible, information used for reporting and evaluation will be anonymised or reduced so individuals cannot be identified.

8. How long we keep information

We do not keep personal information indefinitely. We retain it only for as long as it is needed for the purpose for which it was collected, or where we have a legal, safeguarding or other legitimate requirement to keep it.

Active participant information is kept while someone is taking part in our activities. When someone leaves, we review their records and remove information that is no longer required. Some limited administrative records may be retained for an appropriate period afterwards.

Safeguarding, financial and other records may need to be retained for different periods. These are managed separately in accordance with our internal retention arrangements and relevant legal or funding requirements.

When information is no longer required, we will securely delete it or, where appropriate, anonymise it so it can no longer identify an individual.

9. Photography, video and publicity

We may take photographs or video during activities and events to record projects, celebrate achievements and promote the work of Side Mission Social.

We will explain how images and recordings may be used and manage permissions appropriately. We take particular care when working with children and young people. Images will not be used for publicity where the required permission or other lawful basis is not in place.

Anyone with a question or concern about the use of their image can contact us using the details below.

10. Young people's information

Side Mission Social works with young people aged 13–23. We recognise the importance of explaining privacy in a way that is clear and appropriate to the age and understanding of the people taking part.

Where appropriate, we will involve parents or carers in registration, consent and communication arrangements, while also respecting young people's privacy and individual rights.

We take particular care with sensitive information and safeguarding records, and only use this information where there is an appropriate reason and legal basis.

11. Cookies and website information

Our website may use cookies and similar technologies to support its operation, security and performance. Some cookies may be provided by third-party services used on the website.

Further details about the cookies used and how they can be managed will be provided in our separate Cookie Policy.

Our website hosting provider may also process limited technical information, such as server logs, to maintain the security and operation of the website.

12. Your data protection rights

Under data protection law, individuals have rights relating to their personal information. Depending on the circumstances, these may include:

• The right to be informed about how information is used.
• The right to request access to personal information we hold.
• The right to ask us to correct inaccurate information.
• The right to request deletion in certain circumstances.
• The right to request restriction of processing in certain circumstances.
• The right to object to certain uses of information.
• The right to data portability where applicable.
• The right to withdraw consent where consent is the lawful basis.

These rights are subject to legal conditions and exceptions. To make a request or ask a question about your information, please contact us.

13. Changes to this policy

We may update this Privacy Policy when our activities, systems or legal responsibilities change. The latest version will be available on our website. We encourage visitors, participants and families to review it periodically.

14. Contact and complaints

If you have a question or concern about how Side Mission Social handles personal information, please contact us:

You also have the right to raise a concern with the Information Commissioner's Office (ICO), the UK's independent data protection regulator:

Visit the ICO website to make a complaint