Privacy Policy

1. Introduction

Out-Space C.I.C. ("we", "us", or "our") is committed to protecting the privacy and security of the personal data we collect. As a provider of nature-based mental health support and Alternative Provision (AP), we handle sensitive information regarding children, young people, and their families. This policy explains how we collect, use, and protect your data in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Who We Are

Out-Space C.I.C. is a registered Community Interest Company in England and Wales.

• Company Number: 16059528

• Registered Office: 5 Troston Heath, Troston, Bury St. Edmunds, Suffolk, IP31 1EN

• Data Controller: Lyndon Samuel

• Contact Email: lyndon@out-space.co.uk

3. The Types of Data We Collect

Because we provide commissioned 1-to-1 support for SEND and neurodivergent learners, we process "Special Category Data" which requires higher levels of protection. We collect:

• Personal Identifiers: Names, dates of birth, and contact details of the participant and their parent/carer.

• Educational Information: Unique Pupil Numbers (UPN), school attendance, and current educational setting.

• Special Category Data: Details of Special Educational Needs and Disabilities (SEND), health/medical requirements, and emotional wellbeing assessments.

• Safeguarding Data: Professional involvement (Social Workers, Youth Justice), court orders, or risk assessments necessary to ensure the safety of the participant and our staff.

• Visual Media: Photographs or videos for progress monitoring or marketing (only where explicit, separate consent has been obtained).

4. How We Collect Your Data

We receive information through:

• Referral Forms: From schools, local authorities, or commissioning partner organisations.

• Direct Interaction: Information provided by parents, carers, or the participants during intake and sessions.

• Third Parties: Educational psychologists, healthcare professionals, or social services.

5. Our Lawful Basis for Processing

Under UK GDPR, we rely on the following bases:

1. Public Task (Article 6(1)(e)): To perform a task in the public interest or for official functions (providing Alternative Provision commissioned by local authorities).

2. Legal Obligation (Article 6(1)(c)): To comply with statutory safeguarding duties under the Children Act 1989 and Education Act 1996.

3. Legitimate Interests (Article 6(1)(f)): For the effective management and improvement of our nature-based programmes.

4. Consent (Article 6(1)(a)): For optional activities such as marketing or the use of photography on social media.

5. Substantial Public Interest (Article 9(2)(g)): Necessary for the provision of social care and the protection of vulnerable individuals.

6. Data Sharing

We do not sell your data. We share information only when necessary with:

• Commissioning Bodies: The referring school or Local Authority (e.g., Suffolk County Council) to report on progress and attendance.

• Safeguarding Partners: Police or Social Services if we believe a child is at risk of harm.

• Professional Mentors: Our DBS-checked practitioners (e.g., Steve, Callem) to deliver the 1-to-1 sessions.

7. Data Retention

We retain participant records in accordance with statutory requirements for educational and safeguarding providers. Typically:

• General Records: Kept for 6 years after our last involvement.

• Safeguarding/SEND Records: May be kept until the individual reaches age 25 or 31, depending on local authority requirements.

8. Your Rights

Under data protection law, you have the right to:

• Access: Request a copy of the information we hold about you (Subject Access Request).

• Rectification: Ask us to correct inaccurate information.

• Erasure: Ask us to delete your data (subject to legal retention duties).

• Withdraw Consent: Where we rely on consent (e.g., photos), you can withdraw it at any time.

9. How to Complain

If you have concerns about our data usage, please contact
Lyndon Samuel at lyndon@out-space.co.uk.
You also have the right to complain to the
Information Commissioner’s Office (ICO):

• Website: https://ico.org.uk

• Helpline: 0303 123 1113