1. Introduction

Liberty in the Wild Ltd (“we”, “us”, or “our”) is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, share, store, and protect personal information about individuals who engage with our services, including young people, parents or guardians, staff, and other stakeholders.

We are fully committed to safeguarding the privacy and security of personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable data protection legislation.

2. Information We Collect

We collect and process personal data as necessary to provide our services and meet our legal obligations. This may include:

Personal Information of Young People

Name, date of birth, age, and contact details

Educational information

Medical information, including special educational needs, disabilities, or health conditions (where relevant and lawful)

Family details and emergency contact information

Safeguarding and welfare-related information

Behavioural, engagement, and progress-related records

Consent records for specific activities or services

Personal Information of Parents / Carers

Name, contact details, and relationship to the child or young person

Communications with us (including emails and telephone calls)

Personal Information of Staff and Directors

Name, job title, and contact details

Employment, payroll, and HR records

Criminal record checks (DBS), where required

Health and safety compliance details, training records, and qualifications

Other Personal Data

Information provided through communication channels such as email, telephone calls, meetings, and feedback surveys

3. How We Use Your Information

We use personal data for the following purposes:

For Young People:
To deliver educational provision, support wellbeing and safeguarding, monitor progress, and meet individual needs.

For Parents / Carers:
To communicate about placements, safeguarding matters, progress, emergencies, and operational updates.

For Staff:
To manage recruitment, employment, payroll, training, performance, and legal compliance.

Legal and Regulatory Purposes:
To comply with safeguarding duties, education requirements, health and safety obligations, insurance, auditing, and statutory reporting.

Operational Management:
To manage our services effectively, ensure quality assurance, and maintain accurate records.

4. Legal Basis for Processing Personal Data

We process personal data under one or more of the following lawful bases:

Legal Obligation:
Where processing is required to meet statutory duties, including safeguarding, education, and employment law.

Public Task:
Where processing is necessary to carry out tasks in the public interest related to education and welfare.

Contract:
Where processing is necessary for the performance of a contract (e.g. provision of services or employment).

Legitimate Interests:
Where processing supports our operational needs, safeguarding responsibilities, and service improvement, and does not override individual rights.

Consent:
Where explicit consent has been obtained for specific activities or where required by law.

Special category data is processed only where lawful and necessary, particularly in relation to safeguarding and educational provision.

5. Call Recording

Telephone calls to and from Liberty in the Wild Ltd may be recorded.

Call recordings are used for the following purposes:

Record keeping and accurate information sharing

Quality assurance and staff training

Managing complaints or disputes

Safeguarding, accountability, and compliance

Callers are informed at the start of calls that recording may take place.
Recordings are stored securely, accessed only by authorised personnel, and retained only for as long as necessary.

6. Sharing Your Information

We may share personal data where necessary and lawful, including with:

Service Providers:
Trusted third-party providers (e.g. IT systems, payroll services) who are contractually required to protect personal data.

Local Authorities and Professionals:
For commissioning, safeguarding, or educational oversight purposes.

Legal or Regulatory Bodies:
Where disclosure is required by law or regulation (e.g. insurers, auditors, regulators).

Safeguarding Agencies:
Where there is a concern relating to the welfare or safety of a child or young person.

We do not sell personal data to third parties.

7. Data Retention

Personal data is retained only for as long as necessary to fulfil its purpose and meet legal, safeguarding, and regulatory requirements.

When personal data is no longer required, it is securely deleted, destroyed, or anonymised in line with our data retention procedures.

8. Security of Your Data

We take appropriate technical and organisational measures to protect personal data, including:

Secure digital systems and password protection

Restricted access on a need-to-know basis

Secure storage of physical records

Regular review of security practices

Staff training on data protection and confidentiality

9. Your Rights

Under UK GDPR, you have the right to:

Access your personal data

Request correction of inaccurate or incomplete data

Request erasure of personal data (where applicable)

Request restriction of processing

Request data portability

Object to processing based on legitimate interests

Requests should be made using the contact details below.

10. Data Transfers Outside the UK

We do not routinely transfer personal data outside the United Kingdom or European Economic Area (EEA). Where international transfers are necessary, appropriate safeguards will be in place, such as standard contractual clauses.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. The most recent version will be available on our website or on request.

12. Contact Us

If you have questions, concerns, or wish to exercise your data protection rights, please contact:

Liberty in the Wild Ltd
The Mezzanine, Umberslade Estate
Tanworth in Arden, B94 5AE
📧 Office@libertyinthewild.co.uk
📞 01564 330221

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO):
www.ico.org.uk