Data Protection and Privacy Policy
Last Updated: July 2026
Introduction
Rackets Cubed (‘we’, ‘our’, ‘us’) is committed to protecting your privacy and handling
your personal information responsibly, securely, and in accordance with the UK
General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and
other applicable data protection laws.
We treat all personal information as private and confidential and only share information
where necessary, lawful, and proportionate.
This Privacy Notice explains how we collect, use, store, protect, and share personal
information when you:
• access our services
• participate in our programmes or after-school clubs
• volunteer with us
• donate to us
• contact us or
• visit our website
Who We Are
Rackets Cubed is a registered charity delivering community support services
including:
• social supermarket and food support services
• wraparound support and signposting
• after-school clubs and enrichment activities
• youth development and wellbeing programmes
• community engagement activities.
Contact Details
Rackets Cubed
Charity number: 1170744
Email: contact@racketscubed.com
Address: 17 Castello Avenues, London, SW15 6EA
Website: https://racketscubed.com
If you have any questions about this Privacy Notice or how we use your information,
please contact us using the details above.
1The Information We Collect
Depending on how you interact with us, we may collect and process the following
personal information.
Personal Information
• Name
• Address
• Email address
• Telephone number
• Date of birth
• Emergency contact details
Family and Support Information
• Household information
• Referral information
• Eligibility for support services
• Information relevant to community support programmes
• Dietary or accessibility requirements
Children and Young People’s Information
Where children or young people participate in our programmes or after-school clubs,
we may collect:
• Child’s name and age
• School attended
• Parent or guardian details
• Attendance records
• Emergency medical information
• Safeguarding or welfare information where necessary
• Photography or media consent preferences
Special Category Information
In some circumstances, we may process sensitive personal information, including:
• Health or medical information
• Disability or accessibility information
• Dietary requirements
• Safeguarding-related information
• Equality and diversity monitoring information
• Criminal records or DBS information for staff and volunteers where legally
required
We only process this information where the law allows us to do so and where
appropriate safeguards are in place.
2Volunteer and Staff Information
If you apply to volunteer or work with us, we may collect:
• Employment and education history
• References
• DBS information where required
• Training records
• Emergency contact information
Financial Information
• Donation records
• Gift Aid declarations
• Payment or billing information where applicable
Website and Technical Information
When you use our website, we may automatically collect:
• IP address
• Browser type
• Device information
• Website usage information through cookies and analytics tools
We use analytics services such as Google Analytics to help us understand website
usage and improve our services.
How We Collect Information
We collect information:
• directly from you
• through registration and referral forms
• through schools and educational partners
• through fundraising or donation platforms
• through our website
• from volunteers or partner organisations
• through communications by email, telephone, social media, or in person.
We may also receive information from trusted third parties who support the delivery of
our services.
How We Use Your Information
We use personal information for the following purposes:
• Delivery of Services
o Including:
o operating our community services
o providing wraparound support and signposting
o managing after-school clubs and activities
o safeguarding children and vulnerable individuals
3o maintaining attendance records
o coordinating volunteers and partnerships
o communicating with beneficiaries, parents, carers, supporters, and
volunteers.
• Administration and Compliance
o Including:
o maintaining records
o processing donations and Gift Aid
o carrying out DBS checks where required
o complying with legal and regulatory obligations
o financial auditing and reporting
o ensuring the safety and security of our services.
• Statistical and Service Analysis
o We may share relevant personal information with trusted organisations
acting on our behalf to analyse participation, evaluate programme impact
and fulfil reporting obligations. Wherever possible, reports and published
outputs will use anonymised or aggregated information that does not identify
individuals. anonymised or aggregated information to:
o understand community needs
o improve services
o measure impact
o support funding applications
o provide statistical reports to funders or partners.
No personal information is disclosed within anonymised statistical reporting.
We use carefully selected organisations to process information on our behalf.
These organisations are only permitted to process personal information in
accordance with our instructions, appropriate contractual safeguards and
applicable data protection legislation.
• Communications
o We may contact you:
o to provide important service information
o to respond to enquiries
o to share updates about activities and programmes
o to send marketing or fundraising communications where you have
consented or where we are legally permitted to do so.
You can opt out of marketing communications at any time.
4Our Legal Basis for Processing
Under UK GDPR, our lawful bases for processing personal information include:
• Consent
• Performance of a contract
• Legal obligation
• Vital interests
• Legitimate interests
• Substantial public interest, including safeguarding
Our legitimate interests include the delivery of community support, youth development,
wellbeing, safeguarding, education, and the prevention or relief of poverty.
Where we rely on consent, you may withdraw your consent at any time.
Sharing Your Information
We may share personal information with trusted third parties where necessary and
lawful to do so, including:
• schools and educational partners
• local authorities
• safeguarding agencies
• referral and support organisations
• IT and website providers
• payment processors
• professional advisers and regulators
• funding bodies where reporting obligations apply
• organisations undertaking monitoring, evaluation and impact measurement on
our behalf (for example, where required under funding agreements)
We only share information where there is a lawful reason to do so and where
appropriate safeguards are in place.
We do not sell personal information to third parties.
There are limited circumstances where we may disclose information without consent
where permitted or required by law, including:
• where we are legally required to do so
• where there is a safeguarding concern or duty to protect the public
• where disclosure is necessary to protect someone from harm
• where disclosure is necessary to protect our legal rights.
Safeguarding
Protecting children and vulnerable individuals is extremely important to us.
Where we believe a child, young person, or vulnerable adult may be at risk of harm,
we may share information with safeguarding agencies, schools, local authorities,
healthcare professionals, or emergency services where necessary and lawful to do
so.
5How We Protect Your Information
We are committed to keeping personal information secure.
We use appropriate technical and organisational measures to protect information
against unauthorised access, loss, misuse, alteration, or disclosure.
Security measures include:
• password-protected systems
• restricted access to information
• secure electronic storage
• encrypted transfers where appropriate
• confidentiality obligations for staff and volunteers
• secure disposal of records
• locked storage for paper files containing sensitive information
• safeguarding and data protection procedures
Only authorised staff and volunteers who need access to personal information to carry
out their role are permitted to access it.
While no online transmission can be guaranteed completely secure, we take
reasonable and appropriate measures to protect information shared with us.
How Long We Keep Information
We only keep personal information for as long as necessary for the purposes for which
it was collected, including legal, safeguarding, financial, regulatory, and operational
requirements.
Retention periods may vary depending on the nature of the information.
When information is no longer required, it is securely deleted or destroyed.
Your Rights
Under UK GDPR, you have rights including:
• the right to access your information
• the right to correct inaccurate information
• the right to request deletion of information
• the right to restrict or object to processing
• the right to data portability
• the right to withdraw consent
• the right to object to direct marketing
• the right to complain to the Information Commissioner’s Office (ICO).
To exercise any of these rights, please contact us.
Complaints
If you are unhappy with how we use your information, please contact us directly.
6You also have the right to complain to the Information Commissioner’s Office (ICO).
Information Commissioner’s Office
Website: https://ico.org.uk
Telephone: 0303 123 1113
Cookies and Website Use
Our website may use cookies and similar technologies to improve functionality,
understand visitor behaviour, and improve user experience.
We may use analytics services such as Google Analytics to monitor website
performance and usage.
You can manage cookie settings through your browser settings.
This Privacy Notice does not apply to third-party websites linked from our website.
Changes to This Privacy Notice
We may update this Privacy Notice from time to time. Any changes will be published
on our website.
Contact Us
please contact:
If you have any questions about this Privacy Notice or your personal information,
Rackets Cubed
Charity number: 1170744
Email: contact@racketscubed.com
Website: https://racketscubed.com
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