Privacy notice

Updated 14 October 2026

This notice explains how STEM Goes Wild uses personal information for enquiries, bookings, activities and this website.

Information I collect and how I use it

I collect contact details, enquiries, booking and payment records, and information needed to deliver activities safely. This can include children’s names and ages, attendance and collection arrangements, emergency contacts and relevant support needs. Information comes from families, schools, booking services and my own activity records.

I use it to respond to enquiries, recommend and arrange activities, deliver bookings, communicate with you, keep accounts and resolve concerns. I request only what is needed. Missing essential information may mean that safe participation cannot be arranged. Card payments are handled by payment providers.

The website may also process technical information, such as browser and connection information, to operate securely. If you opt in, Google Analytics helps me understand how the website is used. If you subscribe, I use your email address to send STEM Goes Wild activity updates.

Why I can use your information

• Contract: arranging and fulfilling customer bookings, including steps you ask me to take before booking.
• Legitimate interests: necessary administration, contact and attendance records, safe delivery and operating the website, balanced against your rights.
• Legal obligation: keeping accounting records to meet tax duties.
• Consent: optional promotional emails, identifiable publicity images and optional website analytics. You can withdraw consent at any time without affecting earlier lawful use.

I do not make decisions with legal or similarly significant effects using solely automated processing.

Health, support and safeguarding information

I use only details needed for safe participation. Routine health information relies on specific, explicit consent, separate from publicity permission, unless another lawful condition applies and is recorded. If consent is withdrawn, I discuss any effect on safe participation.

Necessary safeguarding use may rely on the statutory safeguarding condition. Emergency use may rely on vital interests where the person cannot consent. I share only what is necessary with those able to help. Withdrawal does not prevent necessary, lawful safeguarding action.

Please avoid including sensitive medical or safeguarding details in an initial enquiry. Contact me to arrange an appropriate way to share necessary information.

Who receives information

I share necessary information with a commissioning school or venue and, when needed, emergency or safeguarding services. Accountants, insurers or legal advisers may receive relevant records where necessary. I do not sell personal information.

Service providers support website hosting and forms, email and file storage, bookings, payments and optional email updates. These include Google Workspace, Pebble, Mailchimp, Google for website fonts and, when you allow analytics cookies, Google Analytics. Customer reviews are displayed using Trustindex and Google resources when you allow Optional content. These providers receive technical connection information when their content loads. When working with schools, I agree each party’s responsibilities. If I handle information solely on a school’s instructions, I follow the agreed written data-processing arrangements.

Some providers may process information outside the UK. Transfers must have a lawful basis, such as UK adequacy regulations or approved contractual safeguards. Contact me for details of relevant providers and safeguards.

How long I keep information

• Enquiries without a booking: deleted or anonymised 12 months after the last contact.
• Routine attendance and collection records: deleted within 12 months of the activity ending, unless a recorded reason requires longer.
• Health details: reviewed when the activity ends and removed when no longer needed.
• Tax records: kept for the HMRC period, normally at least five years after the relevant 31 January filing deadline.
• Incident, complaint and safeguarding records: kept according to the child’s age, legal and insurer requirements and safeguarding advice. Records needed for an ongoing investigation or claim are kept until that need ends.

Your choices, rights and complaints

You can request access, correction, deletion, restricted use or transfer of your information, and object to certain uses. These rights depend on the circumstances; I explain any lawful reason for refusing a request. Contact me using the details above. I normally respond within one month and explain any permitted extension.

Promotional emails include an unsubscribe option. You can also contact me to withdraw consent. Children can ask me to explain their information in words they understand.

You can raise a privacy concern with me or complain to the Information Commissioner’s Office (ICO) on 0303 123 1113.

Photographs and publicity

Identifiable publicity images require separate, informed consent for their intended use. I respect children’s wishes, and refusing photographs does not affect participation. After withdrawal, I stop new use and distribution and remove images from channels I control as soon as reasonably practicable. Earlier lawful use remains lawful. I cannot guarantee recovery of printed copies already distributed or copies independently shared by others, but take reasonable steps to request removal where appropriate.

Cookies and other websites

Read the cookie policy for website cookie information and how to change your choices. External booking services, social media and other websites provide their own privacy and cookie information.

Supporting policies and further information are available on request.