Privacy Policy

Last updated: 30/10/2025

1. Introduction

Welcome to The Digital Youth Club (“we”, “us”, “our”).

We are committed to protecting your personal information and respecting your privacy. 

This Privacy Policy explains how we collect, use, store, and protect the information you provide when applying to take part and during or in our 5-week content programme named (“ DYC Originals”).

By submitting an application, you agree to the terms of this Privacy Policy.

2. Who We Are

The Digital Youth Club is an educational and creative development initiative designed to help young people explore digital storytelling, media production, and content creation.

If you have any questions about this Privacy Policy or how we handle your data, please contact us:
Email: office@digitalyouthclub.com

3. Information We Collect

When you apply to the Programme, we may collect the following information:

a. Personal Information

• Full name
• Date of birth / Age range
• Contact details (email address, phone number, postal address)
• Emergency contact information (if under 18)
• Gender or preferred pronouns (optional)

b. Application Information

• Full name
• Age
• School/College (optional)
• Email (or your parent/guardian’s if applicant is under 16
• Which town you live in (exact home address)
• Accessibility or support needs
• Application questions: “Your interests” “Goals” “
• Any other relevant information you choose to share in your application
• Telephone contact number

c. Parental / Guardian Information

If the applicant is under 18, we may collect the parent or guardian’s:

• Name
• Contact details
• Consent for participation

4. How We Use Your Information

We use your data to:

• Process and review your application
• Understand your creative interests, goals, and accessibility needs
• Communicate with you about your application status
• Manage your participation in the Programme if accepted
• Provide updates, resources, and event information
• Ensure appropriate support and accessibility arrangements
• Meet safeguarding and legal obligations
• Evaluate and improve the Programme’s quality and inclusivity

We may also anonymise certain data for reporting and impact evaluation (e.g. diversity, participation, and accessibility statistics). Anonymised data cannot identify you.

5. Legal Basis for Processing

We process your data under the following lawful bases:

• Consent: You have given permission by submitting your application.
• Contract: Processing is necessary for reviewing and managing your participation.
• Legal Obligation: Required to comply with United Kingdom child protection, safeguarding, or health and safety laws.
• Legitimate Interest: To evaluate and improve the Programme’s outcomes.

6. Safeguarding and Under-18s

We are committed to maintaining a safe, supportive, and inclusive environment for all participants, particularly those under 18.

To uphold this commitment:

• All staff, mentors, and volunteers working directly with young people are subject to enhanced DBS checks and safeguarding training.
• We will collect and verify parental or guardian consent before any under-18s can participate in the Programme.
• We will only contact under-18 participants through approved communication channels and, where appropriate, include a parent or guardian in correspondence.
• Any data shared for safeguarding purposes (e.g. emergency contacts or health needs) will be strictly limited to authorised safeguarding staff and used solely for safety purposes.
• If we believe a participant is at risk of harm, we may share relevant information with local authorities or safeguarding partners in line with our Safeguarding Policy and legal obligations.

You can request a copy of our Safeguarding Policy at any time by contacting office@digitalyouthclub.com

7. How We Store and Protect Your Data

Your data will be securely stored in password-protected systems and only accessible to authorised staff involved in Programme delivery.

We take appropriate measures to protect your information from unauthorised access, alteration, disclosure, or destruction.

We retain application data for up to 12 months after the Programme ends, unless a longer period is legally required or you consent to stay connected (e.g. alumni network or future opportunities).

8. Sharing Your Information

We do not sell or rent your personal data.
We may share limited information with:

• Programme partners or mentors involved in selection or support
• Accessibility and safeguarding officers to ensure proper support
• Local authorities or legal bodies when required by law
• Service providers who manage our data and communication systems (under confidentiality agreements)

All partners and third parties must comply with UK GDPR and equivalent data protection standards.

9. Your Rights

Under the UK GDPR and Data Protection Act 2018, you have the right to:

• Access a copy of your personal data
• Request correction of inaccurate data
• Request deletion of your data (“right to be forgotten”)
• Withdraw consent at any time
• Object to or restrict processing
• Lodge a complaint with the Information Commissioner’s Office (ICO): https://ico.org.uk

To exercise your rights, please contact us at office@digitalyouthclub.com

10. Updates to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. Updates will be posted on our website with a revised date.

11. Contact Us

If you have any questions about this Privacy Policy or how your information is handled, please contact:

The Digital Youth Club

Email: office@digitalyouthclub.com