Effective Date: September 2026

Review Date: September 2027

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The Cotswold Project Holistic CIC ("TCP", "we", "our" or "us") is committed to protecting and respecting your privacy.

This Privacy Notice explains how we collect, use, store and protect personal information when you:

• Visit our website;

• Contact us by email, telephone or online forms;

• Make an enquiry about our services;

• Access our Alternative Provision, mentoring, tutoring or Equine Facilitated Learning services;

• Apply to work or volunteer with us;

• Engage with us through social media.

We process personal information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and other applicable legislation.

Who We Are

The Cotswold Project Holistic CIC

Registered Office:
9, Dashwood Road
Banbury
OX16 5HD

Email: TheCotswoldProject@gmail.com

Telephone: 01608 670200

Data Protection Lead: Olivia Pollard, Director

What Information We Collect

Depending on how you interact with us, we may collect:

General Enquiries

• Name

• Email address

• Telephone number

• Postal address

• Information you provide in your enquiry

Alternative Provision Referrals

• Child or young person's name

• Date of birth

• School information

• Attendance information

• Educational information

• SEND and EHCP information

• Safeguarding information

• Risk assessments

• Medical information where relevant

• Parent/carer details

• Referrer details

Employment and Volunteer Applications

• Contact details

• CVs and application forms

• Qualifications

• Employment history

• References

• DBS information where applicable

Website Usage Information

We may automatically collect:

• IP address

• Browser type

• Device information

• Website usage statistics

• Cookies and similar technologies

How We Use Your Information

We use personal information to:

• Respond to enquiries

• Deliver our services

• Manage referrals

• Support children and young people

• Communicate with families

• Monitor attendance and progress

• Meet safeguarding responsibilities

• Comply with legal obligations

• Improve our services

• Recruit staff and volunteers

• Maintain website security

Our Lawful Basis for Processing

We process personal information under one or more of the following lawful bases:

• Consent

• Contractual necessity

• Legal obligation

• Vital interests

• Public task

• Legitimate interests

Where we process special category information (such as health, SEND or safeguarding information), we will ensure an additional lawful condition applies.

Safeguarding

Safeguarding and promoting the welfare of children and young people is one of our primary responsibilities.

Where we believe a child, young person or another individual may be at risk of harm, we may share information with appropriate agencies without consent where permitted or required by law.

This may include:

• Local Authorities

• Schools and colleges

• Children's Social Care

• Police

• Health professionals

• Safeguarding agencies

Who We Share Information With

Where necessary, we may share information with:

• Oxfordshire County Council

• Gloucestershire County Council

• Other Local Authorities

• Schools and colleges

• Educational Psychologists

• CAMHS

• Health professionals

• Social Care

• Ofsted

• Regulatory bodies

• Professional advisers

• IT service providers supporting our operations

We only share information where there is a lawful basis for doing so.

How We Store Your Information

We take appropriate technical and organisational measures to protect personal information.

This includes:

• Secure electronic systems

• Password-protected devices

• Restricted access controls

• Secure storage of paper records

• Staff training on confidentiality and data protection

How Long We Keep Information

We will only retain personal information for as long as necessary to fulfil the purposes for which it was collected, including satisfying legal, safeguarding, contractual and regulatory requirements.

Retention periods are managed in accordance with our Data Protection and Record Retention procedures.

Your Rights

Under UK GDPR you may have the right to:

• Access your personal information

• Correct inaccurate information

• Request deletion of information where appropriate

• Restrict processing

• Object to processing

• Withdraw consent where consent is relied upon

• Request transfer of your data

• Complain to the Information Commissioner's Office (ICO)

Not all rights apply in every circumstance.

Cookies

Our website may use cookies and similar technologies to improve functionality and understand how visitors use our website.

You can control cookies through your browser settings.

Where required, consent will be sought before non-essential cookies are used.

Third-Party Websites

Our website may contain links to third-party websites.

We are not responsible for the privacy practices of those websites and encourage users to review their privacy notices separately.

Children and Young People

We are committed to protecting the privacy of children and young people.

Where we collect personal information relating to children, we will do so lawfully, fairly and transparently, taking appropriate account of parental responsibility, safeguarding duties and the best interests of the child.

Complaints

If you have concerns about how we use your personal information, please contact us in the first instance.

If you remain dissatisfied, you have the right to complain to:

Information Commissioner's Office (ICO)
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Website: www.ico.org.uk

Telephone: 0303 123 1113

Contact Us

If you have questions about this Privacy Notice or how we use personal information, please contact:

The Cotswold Project Holistic CIC
Email: TheCotswoldProject@gmail.com
Telephone: 01608 670200

Review Date: September 2027