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URBAN TRIBE

Privacy Policy

1. Who We Are
Urban Tribe is a community play initiative based in Sheffield, England, providing child-led play sessions for families. For the purposes of UK data protection law, Urban Tribe is the data controller of your personal data. If you have any questions, you can contact us at: hello@urbantribe.org.uk

2. Our Commitment to You
We respect your privacy and take our responsibility to protect your personal data — especially children’s data — very seriously. We aim to:

  • Only collect the data we need
  • Keep it safe and secure
  • Be clear about how we use it

3. The Data We Collect

Adults (parents/carers)

  • Name
  • Email address
  • Phone number
  • Booking and payment information
  • Communication preferences
  • Feedback and survey responses

Community features (if used):

  • Connections you choose to make with other users (“your tribe”)
  • Activity within the platform (e.g. session bookings linked to your profile)

Children

  • Name
  • Age and/or date of birth
  • Relevant medical, dietary, or additional needs information (only where necessary for safety)

We only collect children’s data with the consent of a parent or legal guardian.

4. How We Use Your Data (Lawful Basis)
We only use your data where we have a legal basis to do so:

To provide our services (Contract)

  • Manage bookings and attendance
  • Communicate important session information
  • Ensure safe participation

To keep children safe (Legal obligation / Vital interests)

  • Record relevant medical or safeguarding information
  • Respond appropriately in emergencies

To communicate with you (Consent or Legitimate interests)

  • Respond to enquiries (legitimate interests)
  • Send essential service updates (legitimate interests)
  • Send marketing or promotional emails (consent)

You can unsubscribe from marketing emails at any time.

To improve Urban Tribe (Legitimate interests)

  • Analyse feedback and survey responses
  • Improve sessions and user experience

Community Features (“Build Your Tribe”)
Urban Tribe offers optional features that allow you to connect with other families. If you choose to connect:

  • You may see limited activity (such as session bookings)
  • Others may receive notifications about your activity

These features are:

  • Fully optional
  • Based on mutual connection
  • Under your control

You can remove connections or adjust preferences at any time.

5. Children’s Data & Safeguarding
We take extra care when handling children’s data:

  • We only collect what is necessary for participation and safety
  • Parents/carers must provide consent
  • Children cannot submit personal data directly
  • Safeguarding information is handled with strict confidentiality

6. How We Store and Protect Your Data
We use appropriate security measures, including:

  • Secure systems and password protection
  • Restricted access (only those who need it can access it)
  • Use of trusted service providers

7. Third-Party Services
We use trusted third-party providers (data processors) to help run Urban Tribe, such as:

  • Payment providers (e.g. Stripe)
  • Booking systems (e.g. WordPress tools)
  • Email platforms (e.g. Gmail, Mailchimp)

These providers:

  • Only process data on our behalf
  • Must meet UK data protection standards

8. International Transfers
Some providers may store data outside the UK. Where this happens, we ensure appropriate safeguards are in place (such as standard contractual clauses) to protect your data.

9. How Long We Keep Your Data
We only keep data for as long as necessary:

  • Booking and contact data: up to 2 years
  • Safeguarding or incident records: longer where legally required
  • Marketing data: until you unsubscribe

We regularly review and securely delete data we no longer need.

10. Your Rights
You have the right to:

  • Access your personal data
  • Correct inaccurate data
  • Request deletion
  • Restrict or object to processing
  • Withdraw consent at any time

To exercise your rights, contact: hello@urbantribe.org.uk
You also have the right to complain to the Information Commissioner’s Office (ICO).

11. Data Breaches
In the unlikely event of a data breach, we will:

  • Act quickly to investigate and contain the issue
  • Notify affected individuals and regulators where required by law

12. Changes to This Policy
We may update this policy from time to time. The latest version will always be available on our website.