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

Privacy Policy

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
support@thegreatsouthernwalk.co.uk

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.