Privacy Policy

February 2026

1. Introduction

Pups in the Park ("we", "our", "us") is committed to protecting your privacy. This policy explains how we collect, use, and store your personal information when you attend our events or join our online communities.

2. What Data We Collect

We may collect the following information:

• Identity Data:
  • Preferred name
  • Age
  • Pronouns
• Contact Information:
  • Discord username
  • Email address (if you sign up for newsletters or volunteer)
• Safeguarding Data:
  • Information related to welfare reports or incident logs.
• Visual Data:
  • Photographs and videos taken at our events (in line with our Media & Photography Policy)
• Volunteer Data (if you apply to help):
  • Phone numbers
  • DBS reference numbers
• Financial Data (for those claiming expenses or commissions):
  • Bank account details (Sort Code, Account Number), or
  • online payment links (e.g., Monzo, PayPal).

3. Why We Collect It (Lawful Basis)

Under the UK GDPR, we rely on the following legal bases:

• Legitimate Interests: To run safe events, we require some information about you to verify your age and maintain community safety.
• Consent: For marketing emails or specific photography permissions.
• Legal Obligation: For keeping financial records or complying with police/safeguarding investigations.

4. How We Use Your Data

• To manage event attendance and safety.
• To process volunteer applications and background checks.
• To investigate breaches of our Code of Conduct.
• To respond to queries or complaints.

5. Sharing Your Data

We do not sell your data. We may share data with:

• Service Providers: Google (for file storage), Discord (for communication), SumUp (for payment processing)
• Authorities: The Police or Social Services, strictly if there is a safeguarding concern or risk to life.

6. Your Rights

You have the right to:

• Access: Request a copy of the data we hold on you.
• Rectification: Correct data that is wrong.
• Erasure: Ask us to delete your data (Right to be Forgotten), subject to our need to keep safety records.
• Objection: Object to how we process your data.

To exercise these rights, please email data@pupsinthepark.uk.

7. Photography

We take photos at our events for social media.

• Opt-Out: If you do not wish to be photographed, please inform the photographer or wear a "No Photo" badge if available.
• Takedown: If you see a photo of yourself on our socials that you want removed, email us, and we will delete it.

8. Policy Review

This policy will be reviewed annually by the Management Team. The next scheduled review date is December 2026.

9. Contact

For any questions regarding this policy, please contact the Management Team via management@pupsinthepark.uk.