Safe Guarding, Welfare & Compliance Policy's
Terms of Use
Here's a Terms of Use draft tailored specifically for your Community Interest Company (KP in the Community) website. It’s written in a professional, accessible tone suitable for a UK-based community sports organisation.
Terms of Use
Effective Date: [30/06/25]
Welcome to the website of KP in the Community CIC ("we", "us", "our"). By accessing or using our website (www.kpinthecommunity.org.uk), you agree to comply with and be bound by the following Terms of Use. If you do not agree to these terms, please do not use our site.
1. Who We Are
KP in the Community is a registered Community Interest Company (CIC) in the United Kingdom. Our mission is to provide access to high-quality sports programmes and personal development opportunities across UK communities.
2. Website Content
All content on this website, including text, images, graphics, logos, videos, and downloadable documents, is the property of KP in the Community or used with permission. It is protected by UK copyright laws.
You may:
View and print pages for personal, non-commercial use
You may not:
Copy, modify, distribute, or commercially exploit any content without our written consent
3. Use of the Website
You agree not to use this website:
For any unlawful, harmful, or abusive purpose
To upload or transmit viruses, spam, or malicious code
To collect or misuse personal data from this site
To impersonate any person or organisation
We reserve the right to restrict or terminate access if these terms are violated.
4. Third-Party Links
Our site may include links to external websites. These are provided for convenience only. We do not endorse or accept responsibility for the content, policies, or practices of third-party sites.
5. Data Protection and Privacy
We respect your privacy. Please review our [Privacy Policy] for details on how we collect, use, and protect your personal data in compliance with UK GDPR.
6. Safeguarding
Our commitment to safeguarding children, young people, and vulnerable adults is outlined in our Safeguarding Policy. All staff and volunteers working with young people are required to hold valid DBS checks and appropriate training.
7. Limitation of Liability
We do our best to keep the website updated and secure, but we make no warranties or guarantees about its accuracy or availability. We are not liable for any loss or damage arising from your use of the site.
8. Changes to These Terms
We may update these Terms of Use from time to time. Changes will be posted on this page with a new effective date. Continued use of the site constitutes your acceptance of any updates.
9. Contact Us
If you have any questions about these Terms or need to report a concern, you can contact us at:
📧 kpinthecommunity@gmail.com
📜 CIC Number: 14447127
By continuing to use this website, you agree to abide by these Terms of Use.
Privacy Policy
Certainly! Below is a professional, UK GDPR-compliant Privacy Policy tailored for KP in the Community CIC, suitable for your website.
Privacy Policy
Effective Date: 30/06/25
At KP in the Community CIC ("KP", "we", "us", "our"), we are committed to protecting the privacy and personal data of everyone who interacts with us — including children, parents, volunteers, schools, and website visitors. This policy explains what data we collect, how we use it, and your rights under the UK General Data Protection Regulation (UK GDPR).
1. Who We Are
KP in the Community CIC is a UK-registered Community Interest Company providing inclusive sports programmes, youth development, and educational opportunities.
📜 Company No: 14447127
📧 Contact:kpinthecommunity@gmail.com
2. What Personal Data We Collect
We may collect and process the following data:
a) Website Users
Name, email address (via contact or sign-up forms)
IP address, browser type (via cookies)
b) Participants (Children & Young People)
Full name, date of birth, school, emergency contact details
Medical needs, dietary requirements (where necessary for safety)
Photos or videos (with consent)
c) Parents/Guardians
Name, contact info, relationship to participant
Consent forms and authorisations
d) Volunteers & Staff
Name, address, phone, email
DBS check results, qualifications, reference details
Emergency contact info
3. How We Use Your Information
We use personal data to:
Register participants in our programmes
Ensure safeguarding, health, and safety
Communicate with parents, schools, and volunteers
Promote our work (only with consent for images/videos)
Improve our website and services
Fulfil legal obligations (e.g. safeguarding or insurance)
We only collect what we need, and we never sell or trade your data.
4. Lawful Basis for Processing
Under the UK GDPR, our lawful bases may include:
Consent (e.g. media use, marketing emails)
Contractual necessity (e.g. volunteer agreements)
Legal obligation (e.g. safeguarding compliance)
Legitimate interests (e.g. programme delivery, communication)
5. Sharing Your Data
We may share data with:
Relevant schools or partner organisations (for coordination)
Emergency services or medical professionals (if required)
DBS-checking bodies and safeguarding authorities (where appropriate)
We never share your data for marketing or commercial purposes.
6. Data Storage & Security
All data is stored securely — whether digitally (on GDPR-compliant platforms) or physically (e.g. locked files). We retain data only as long as necessary, in line with safeguarding and insurance requirements.
7. Your Rights
Under UK GDPR, you have the right to:
Access your personal data
Correct or update your data
Request erasure (in certain circumstances)
Withdraw consent (where applicable)
Object to or restrict processing
Lodge a complaint with the Information Commissioner’s Office (ICO)
To make a request, contact: kpinthecommunity@gmail.com
8. Cookies
Our website uses cookies to improve user experience and track basic analytics. You can control or disable cookies in your browser settings. For more details, see our Cookie Policy.
9. Photo/Video Use
We may take photos or videos during sessions to celebrate achievements and promote our work. We always ask for explicit consent from parents/guardians before using images publicly. Consent can be withdrawn at any time.
10. Contact Us
If you have any questions or concerns about this policy or your data:
📧 kpinthecommunity@gmail.com
By interacting with KP in the Community or using our website, you agree to this Privacy Policy.