Ark T Centre (“Ark-T”) is responsible for the personal information described in this notice.
Contact: Chief Executive, hello@ark-t.org
Address: Ark-T, 242B Barns Road, Oxford, OX4 3RQ.
What we collect and why
We collect information needed to provide our activities and services, support participants, manage bookings and donations, recruit and support staff and volunteers, and communicate with supporters.
This may include contact and emergency-contact details, referrals, attendance, progress and feedback, photographs, financial transactions and employment records. Where necessary, we also collect health, disability, support-needs, equality and safeguarding information.
We receive information from you and, where relevant, parents, carers, schools, local authorities and other referring or supporting organisations.
Our legal grounds
We use personal information on the following grounds:
- Legitimate interests: providing and evaluating our charitable services, administering the charity, fundraising and maintaining relationships, where these interests do not override your rights.
- Contract: managing bookings, purchases or employment where we have a contract with you.
- Legal obligation: meeting applicable employment, accounting and other statutory duties.
- Consent: sending email or text marketing and using identifiable photographs or stories for publicity.
- Vital interests: protecting someone’s life in an emergency.
Sensitive information requires an additional legal condition. Depending on the purpose, we rely on explicit consent, employment and social protection obligations, or the statutory substantial-public-interest condition for safeguarding children and individuals at risk, where its requirements are met.
We explain when information is essential. Without it, we may be unable to provide a service or do so safely.
Children and alternative provision
We use children’s information to arrange and deliver support, record attendance and progress, communicate with referring organisations and protect their welfare. We explain this in an age-appropriate way and involve parents or carers where appropriate. Safeguarding information may be shared without consent where lawful and necessary.
Sharing information
We share relevant information with people who need it, including delivery partners, referring schools, local authorities, safeguarding agencies, professional advisers and providers supporting our IT, payments and administration. Information is shared with parents or carers where appropriate, taking account of the child’s rights and welfare.
We use anonymous information for funder reporting wherever possible. Any identifiable reporting needs a lawful basis, which we explain to those affected.
We do not sell personal information or share it for other organisations’ marketing.
Cloud services, AI and security
We use cloud services, including Google services, to store and manage information. We also use ChatGPT, provided by OpenAI, to assist with drafting and reviewing documents; material processed may contain personal information. Model training is switched off in the account we use.
We use providers’ security protections alongside our own controls over access, sharing and use. Access is restricted to people who need the information for their work. Ark-T remains responsible for its handling of personal information.
Our providers may process information outside the UK.
How long we keep information
We retain information only as long as needed for its purpose, taking account of your involvement with us, legal and contractual requirements, safeguarding responsibilities and relevant complaint or claim periods. Safeguarding records may need to be kept longer than routine participation records. We then securely delete or anonymise information.
Contact us for the retention period applicable to a particular record.
Your choices and rights
Depending on the circumstances, you can ask to access, correct, delete, restrict or transfer your personal information. Where we rely on consent, you can withdraw it at any time without affecting earlier lawful use.
You can object to processing based on legitimate interests. You can always object to direct marketing, using the unsubscribe link or our contact details above.
We normally respond to rights requests within one month and without charge.
If you are concerned about our use of your information, please contact us. You can also complain to the Information Commissioner’s Office at ico.org.uk/make-a-
Cookies
Our website uses cookies and similar technologies to remember your preferences, understand how visitors use the site and support features such as embedded YouTube videos.
Necessary cookies include those that remember your cookie choices. Optional cookies include Google Analytics and Sourcebuster analytics, and YouTube functionality and advertising cookies.
You can accept, reject or customise optional cookies through our cookie banner and change your choices using the “Consent preferences” button at the bottom-left of the website. The preferences panel provides details of individual cookies, their purposes and how long they last. Disabling optional cookies may affect some features, such as videos.
Changes to this notice
We review this notice regularly and bring significant changes to your attention.
Updated: 8 October 2026