This initiative is committed to handling personal information fairly, transparently, and responsibly, in accordance with applicable UK data protection law, including the UK GDPR and the Data Protection Act 2018.

This page is intended to explain what information may be collected, why it may be used, and what rights individuals may have in relation to that information.

Who This Notice Applies To

This notice applies to people who:

• visit the website
• make contact by email or contact form
• express interest in taking part in the initiative
• submit recordings, photographs, blogs, vlogs, written material, or other contributions
• appear in material that is voluntarily shared with the initiative

Age and Participation

This initiative is intended for individuals aged 16 and over.

Individuals under 18 should involve a parent, guardian, or responsible adult before taking part, submitting material, or appearing in footage.

The initiative is not directed at children under 16. Content involving children should not be submitted unless appropriate consent has been obtained from a parent or guardian.

Who Is Responsible for the Data

The person or team operating this website and initiative is responsible for deciding how personal information is collected and used for the purposes described on this page.

Contact for privacy and data matters:

Email: [insert your contact email here]

What Information May Be Collected

Depending on how someone interacts with the initiative, the following kinds of information may be collected:

• name
• email address
• message or enquiry content
• location or local authority area, where voluntarily provided
• submitted photos, audio, video, blog posts, or vlog material
• social media handles or contact details, where voluntarily provided
• technical website data, such as IP address, browser type, or basic access logs, collected by hosting or security services

If submitted recordings or images show identifiable individuals, that material may constitute personal data.

How Information May Be Collected

Information may be collected:

• when someone sends a message through a contact form or by email
• when someone registers interest in taking part
• when someone submits media, written content, or supporting material
• when someone communicates directly about participation or public engagement activity
• through routine technical operation of the website and hosting platform

Why Information May Be Used

Personal information may be used for the following purposes:

• responding to enquiries and correspondence
• organising participation in the initiative
• reviewing and managing submitted material
• publishing or sharing submitted material where permission has been given, or where another lawful basis clearly applies
• maintaining records of participation, submissions, and communications
• operating, protecting, and improving the website
• complying with legal obligations or safeguarding concerns

Special Category Data

Submitted content may sometimes reveal more sensitive information, such as political views, health information, religious beliefs, ethnicity, or disability. Participants should avoid sharing sensitive personal information unless they are comfortable doing so. Where sensitive information is intentionally submitted for publication, additional care will be taken before use.

Lawful Basis

The lawful basis may depend on the specific activity. For example, consent may be used for voluntary media submissions, while legitimate interests may apply to responding to enquiries, managing participation, and operating the website.

Personal information may be processed on one or more of the following lawful bases:

• Consent → where individuals voluntarily submit material or agree to its use
• Legitimate interests → to operate the initiative, respond to enquiries, and manage participation in a fair and proportionate way
• Legal obligation → where disclosure or retention is required by law

Where consent is relied upon, it may be withdrawn. Withdrawal will not affect processing already carried out prior to the request.

Blogs, Vlogs, Photos, Audio and Video Submissions

If you choose to send blogs, vlogs, recordings, images, or other material, that material may be reviewed, stored, edited, and used in connection with the initiative.

This may include:

• display on the website
• use in edited videos or public-facing material
• publication to raise awareness of the initiative
• archiving as part of the initiative record

By submitting content, you confirm that:

• you are entitled to share the material
• you understand it may be used as described above
• you accept that it may be edited for clarity, length, or presentation

Submission does not guarantee publication.

Reasonable requests for removal will be considered, but complete removal may not always be possible once content has been published or shared publicly.

If other identifiable individuals appear in your material, you should ensure they are aware of and comfortable with being recorded or shared.

Recording the Journey

Participants may choose to record their involvement using phones or other devices.

Participation is voluntary, and individuals may decide:

• whether to appear on camera
• whether to speak or remain anonymous
• how much of their journey to record

The process itself is central to the initiative, and participation does not require personal disclosure.

Publication and Public Visibility

Some material may be made publicly available through the website or related media.

Once content has been published or shared publicly, complete removal may not always be possible, particularly where it has been viewed, copied, or redistributed by others.

Sharing with Third Parties

Personal information may be shared where necessary with service providers used to operate the website, such as:

• hosting providers
• email services
• storage or security services

Information may also be disclosed:

• where required by law
• to respond to valid legal requests
• to protect the rights, safety, or integrity of the initiative

Reasonable steps will be taken to protect personal information against unauthorised access, loss, misuse, or disclosure. No online system can be guaranteed to be completely secure.

International Transfers

Some service providers may process data outside the UK.

Where this occurs, reasonable steps should be taken to ensure appropriate safeguards are in place.

This section should be reviewed once hosting and service providers are finalised.

How Long Information May Be Kept

Personal information should not be kept longer than necessary.

Typical retention periods may include:

• contact enquiries: up to 12 months
• participation-related communication: up to 24 months
• unpublished submitted material: normally reviewed and deleted within 12 months unless there is a reason to keep it longer
• published material: retained while relevant to the initiative
• technical logs: according to hosting provider defaults

These periods may be updated as the initiative develops.

Your Rights

Individuals may have rights including:

• the right to be informed
• the right of access
• the right to rectification
• the right to erasure
• the right to restrict processing
• the right to object
• the right to data portability, where applicable
• the right to withdraw consent

To exercise any of these rights, contact:

Email: [insert your contact email here]

How to Raise a Concern

If you have concerns about how your information has been handled, you should contact the initiative first.

You also have the right to raise a complaint with the Information Commissioner’s Office (ICO).

Cookies and Website Technology

This website may use basic technical services required for security, performance, and delivery.

If cookies, analytics, or similar technologies are introduced, this page will be updated accordingly.

Children

This initiative is not designed for children under 16.

If content involving children is ever used, additional care and appropriate consent should be considered before publication.

Changes to This Page

This page may be updated from time to time to reflect changes in the initiative or website.

Last updated: [insert date]