Privacy Policy

🔒PRIVACY POLICY

For: www.tgsw.uk
Audience: Event participants, sponsors, volunteers, and general website visitors
Scope: GDPR (UK), community-based charities, and sponsor-aligned communications

Last Updated: March 2025
This Privacy Policy explains how The Great Southern Walk (TGSW), in collaboration with The Prince of Wales Youth Club and Rising Sun, collects, uses, and protects your personal data in line with the UK General Data Protection Regulation (GDPR).

1. Who We Are

The Great Southern Walk is a registered charitable initiative operated on behalf of:

The Prince of Wales Youth Club (Charity No. 302701)
Rising Sun (Charity No. 289253)

We are based at:
📍 23A Military Road, Canterbury, Kent, CT1 1LT
📧 digital@tgsw.uk | ☎ 01227 761697

2. What Data We Collect

We may collect and process the following types of data:

Identification & Contact Data: Name, address, phone number, email
Registration Info: Walk selection, t-shirt size, emergency contact
Payment Details: (processed via third-party secure platforms only)
Digital Interactions: IP address, browser data, cookies (see Cookie Policy)

3. How We Use Your Data

Your data may be used to:

Process event registrations and send confirmation emails
Share essential event updates and safety communications
Promote future events (opt-in only)
Maintain internal records for sponsor impact reporting (aggregated/anonymised unless consented)

4. Legal Basis for Processing

We process your data on the basis of:

Consent – when you opt into communications or submit forms
Contract – to fulfil your event registration
Legitimate Interest – for event safety, sponsor accountability, or website functionality
Legal Obligation – to comply with charity regulations and safeguarding

5. Data Sharing

We do not sell your data.
Your data may be shared only with:

Our charity partners (Prince of Wales Youth Club, Rising Sun) where relevant
Approved vendors (e.g. payment platforms)
Emergency services where required for safety

6. Data Storage & Retention

Your data is securely stored and encrypted where necessary.
We retain personal data only as long as needed for:

Registration processing
Insurance and audit purposes
Event follow-up (max 24 months unless opted-in for updates)

7. Your Rights Under GDPR

You have the right to:

Access your personal data
Request correction or deletion
Withdraw consent at any time
Lodge a complaint with the ICO (ico.org.uk)

To exercise your rights, contact:
📧 privacy@tgsw.uk

8. Children’s Privacy

We do not knowingly collect data from children under 13 without parental or guardian consent. Parents registering under-16s accept responsibility for the accuracy of that information.

9. Policy Updates

We may update this policy from time to time. Latest versions will always be posted on www.tgsw.uk and major changes will be communicated to registered users.