Privacy Policy
Roots & Rhythm
Effective Date: 10 May 2026
Last Updated: 10 May 2026
Roots & Rhythm (“we”, “us”, “our”) is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store and protect your personal information when you visit our website, contact us, make referrals, engage with our services or otherwise interact with us.
We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1. About Us
Roots & Rhythm is a therapeutic alternative provision supporting young people through relational, creative and nature-based learning.
For the purposes of data protection law, Roots & Rhythm acts as the “data controller” for the personal information you provide to us.
Contact details:
Roots & Rhythm
Email: info@rootsandrhythm.co.uk
Website: rootsandrhythm.co.uk
2. The Information We Collect
We may collect and process the following personal information:
General Enquiries
Name
Email address
Telephone number
Organisation or school name
Information provided through contact forms or communications
Referral and Service Information
Where referrals or educational services are involved, we may collect:
pupil or young person information;
parent/carer information;
referral information;
attendance or engagement information;
safeguarding-related information where necessary;
educational or wellbeing-related information relevant to support provision.
Technical Information
When you use our website, we may automatically collect:
IP address;
browser type;
device information;
pages visited;
website usage data through cookies or analytics tools.
3. How We Collect Information
We collect information:
directly from you;
through website forms, referrals or communications;
through schools, local authorities or partner organisations where appropriate;
automatically through cookies and website technologies.
4. How We Use Your Information
We may use your information to:
respond to enquiries and referrals;
provide educational, mentoring or therapeutic services;
communicate with schools, local authorities, parents or carers;
manage bookings, programmes and services;
maintain safeguarding and operational records;
improve our website and services;
comply with legal and safeguarding obligations.
5. Lawful Bases for Processing
Under UK GDPR, the lawful bases we rely upon may include:
Legitimate Interests
Where processing is necessary for the effective delivery and improvement of our services.
Contractual Necessity
Where processing is necessary to provide agreed services or programmes.
Consent
Where consent has been provided, such as for marketing communications or media permissions.
Legal Obligation
Where we are required to process information to comply with safeguarding, educational or legal responsibilities.
Vital Interests
Where processing is necessary to protect the safety or wellbeing of a child or individual.
6. Safeguarding and Sensitive Information
As an organisation working with children and vulnerable individuals, safeguarding is a priority.
We may process sensitive personal information where necessary for:
safeguarding;
wellbeing support;
educational provision;
or legal responsibilities.
Information will only be accessed by authorised individuals and handled confidentially and securely.
Where safeguarding concerns arise, information may be shared with appropriate agencies in accordance with safeguarding law and guidance.
7. Sharing Your Information
We do not sell personal information.
We may share information with:
schools and educational settings;
local authorities;
safeguarding agencies;
external professionals or support services;
IT and website service providers;
legal or regulatory bodies where required.
Information is only shared where necessary, appropriate and lawful.
8. Website Hosting and Third-Party Services
Our website may use third-party providers including:
website hosting services;
analytics providers;
online forms;
email communication systems;
booking or scheduling systems.
These providers may process limited personal information on our behalf.
9. Cookies and Analytics
Our website may use cookies and similar technologies to:
improve website functionality;
understand website traffic and usage;
enhance user experience;
maintain security.
Where required by law, optional cookies will only be used with your consent.
10. How We Store and Protect Information
We take reasonable technical and organisational measures to protect personal information from:
unauthorised access;
misuse;
disclosure;
loss;
or alteration.
Information is stored securely using password-protected systems and secure digital storage providers.
11. Data Retention
We only retain personal information for as long as necessary to:
fulfil the purposes it was collected for;
support safeguarding responsibilities;
comply with legal obligations;
or resolve disputes.
Safeguarding and educational records may be retained for longer periods where required by law or guidance.
12. Your Rights
Under UK data protection law, you have rights including:
the right to access your personal information;
the right to correct inaccurate information;
the right to request erasure of information;
the right to restrict processing;
the right to object to processing;
the right to data portability;
and the right to withdraw consent where applicable.
Requests can be made by contacting:
[Insert Privacy Email Address]
We will normally respond within one month.
13. External Links
Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of external websites.
14. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. Any updates will be published on this page with a revised effective date.
15. Contact Us
If you have questions about this Privacy Policy or how your information is handled, please contact:
Roots & Rhythm
Email: info@rootsandrhythm.co.uk
Website: rootsandrhythm.co.uk
You also have the right to complain to the Information Commissioner’s Office (ICO):
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Website: https://www.ico.org.uk