Privacy Policy
Last Updated: 14th September 2026
This Privacy Policy explains how personal information is collected, used, stored, and protected in connection with Spree Wales.
Spree Wales is a ministry of Faith Space, which is part of the Rumney Chapel family. The legal organisation responsible for Spree Wales and for the personal information described in this policy is:
Rumney Gospel Chapel
Brachdy Road
Rumney
Cardiff
CF3 3BG
Registered charity number: 1147003
For privacy or data protection enquiries, contact admin@spreewales.com.
What information we collect
We collect information needed to administer Spree Wales, manage bookings, communicate with groups, and help provide a safe event.
Depending on the reason for providing information, this may include:
names and dates of birth
home addresses
email addresses and telephone numbers
church and group information
booking and ticket information
parent, carer, and emergency contact details
permissions and consent
medical information
allergies and dietary requirements
accessibility and additional-needs information
safeguarding information where required
DBS verification information for relevant adults
photography and filming consent
information about participation in Spree Wales
information submitted through forms on spreewales.com
newsletter and communication preferences
Some of this information, including medical and health information, is classed as special category personal data and is handled with additional care.
Information about children and young people
Spree Wales is for children and young people aged 8 to 15, so some of the information we process relates to children.
Information may be supplied by parents, carers, Group Coordinators, or group leaders as part of the booking and consent process.
We use this information where it is needed to administer attendance, provide appropriate support, manage permissions, and help protect the health, safety, and welfare of children and young people during Spree.
Why we use personal information
We may use personal information to:
register groups and process bookings
issue and administer tickets
manage payments and booking records
communicate with Group Coordinators, group leaders, parents, carers, volunteers, and others attending
manage permissions and consent
support the health, safety, and welfare of people attending Spree
respond to medical needs
manage safeguarding concerns
understand and respond to dietary, accessibility, and additional needs
administer activities and event participation
verify relevant DBS requirements
manage photography and filming consent
respond to enquiries submitted through our website
send news and updates where appropriate permission has been given
operate, understand, and improve the Spree Wales website
meet legal, regulatory, safeguarding, financial, and charitable obligations
Our lawful bases
Different lawful bases apply depending on why information is being processed.
These may include:
Contract, where information is needed to administer a booking or provide something that has been booked.
Legal obligation, where we need to process information to meet legal, regulatory, safeguarding, financial, or other obligations.
Legitimate interests, where information is reasonably needed to administer and operate Spree Wales, communicate with people involved in the event, respond to enquiries, maintain records, and protect the organisation and those attending.
Consent, where somebody has actively agreed to a particular use of their information, including certain marketing communications, photography, filming, and optional website cookies.
Vital interests, where information needs to be used to protect somebody's life or wellbeing in an emergency.
Where special category information such as health or medical information is processed, we also rely on an appropriate condition under UK data protection law. This may include explicit consent or, where necessary, vital interests or another applicable legal condition.
Bookings and SolidRock
Group registration and event bookings are managed through SolidRock.
The Group Coordinator registers the group first. Once a group has been created, the coordinator can register members directly or share the group's unique booking link so that parents or group leaders can purchase tickets and provide the required information.
Relevant group leaders can access information about members of their own group where this is required for the administration and welfare of the group.
Payment information is processed through the booking and payment systems used by SolidRock. Rumney Gospel Chapel and Spree Wales do not receive or store full payment card details.
A booking may be purchased before all attendee information has been completed, but attendance at Spree is dependent on all required information, permissions, and consent being supplied.
DBS information
Relevant adults attending or volunteering at Spree must meet the applicable enhanced DBS requirements.
For adults volunteering directly with Spree Wales, relevant DBS information is checked through the Spree process.
Group Coordinators are responsible for verifying that adult leaders within their own group meet the required DBS standard.
We process only the information required to verify and administer these requirements.
Website forms and newsletters
The Spree Wales website is hosted on Squarespace.
Information submitted through website forms may be stored within Squarespace and accessed by the Spree Wales team for the purpose for which the form was completed.
Newsletter signups are also managed through Squarespace. People who sign up to receive Spree Wales news can unsubscribe from those communications at any time.
Who we share information with
We do not sell personal information.
Information may be shared with people or organisations where this is necessary to administer Spree Wales or protect the welfare of those attending.
This may include:
Group Coordinators and relevant group leaders
SolidRock and services used to administer bookings and payments
Squarespace, which hosts the Spree Wales website and website forms
members of the Spree Wales team who need access to information to carry out their role
the Safeguarding Team
medical and first-aid provision
emergency services where required
professional advisers, insurers, regulators, or authorities where necessary or legally required
Access to personal information is limited to what is reasonably required for the relevant purpose.
Medical and additional-needs information
Medical conditions, allergies, dietary requirements, accessibility requirements, and additional needs are collected through the booking and consent process where relevant.
This information is used to help Spree Wales and group leaders understand and respond to the needs of those attending.
Group leaders remain responsible for storing and administering medication for members of their group.
Photography and filming
Photography and filming take place during Spree Wales.
Consent is collected through the event consent process, and a person can opt out of event photography.
Where somebody has opted out, a reference photograph may be taken at the beginning of the event so that the event team can identify that person and manage the no-photo requirement. This reference image is not taken for promotional use.
Where consent has been given, photographs and footage may be retained by Spree Wales and used in future marketing, communications, and other Spree Wales materials.
Consented photography and footage may be retained indefinitely because of its continuing value to Spree Wales communications and its historical record.
Where consent is later withdrawn, Spree Wales will stop future use of identifiable images where reasonably possible. Withdrawal does not affect uses that took place while valid consent was in place.
How long we keep information
We keep personal information only for as long as it is reasonably needed for the purpose for which it was collected, or where it needs to be retained to meet legal, financial, safeguarding, insurance, regulatory, or other legitimate requirements.
Different types of information may therefore be kept for different periods.
Website form submissions may remain stored within Squarespace until they are deleted by us.
Photography and footage for which appropriate consent has been given may be retained indefinitely for Spree Wales marketing, communications, and historical purposes.
When information is no longer required, it will be deleted or securely disposed of where reasonably possible.
Information processed outside the UK
Some organisations providing services to Spree Wales may process or store personal information outside the UK.
Where this happens, we require appropriate protections to be in place in accordance with UK data protection law.
Keeping information accurate
Parents, carers, Group Coordinators, group leaders, volunteers, and others providing information are responsible for making sure the information they supply is accurate and kept up to date where necessary.
This is particularly important for medical, dietary, accessibility, safeguarding, and emergency contact information.
Your rights
UK data protection law gives people rights over their personal information in certain circumstances.
These can include the right to:
ask for a copy of personal information held about them
ask for inaccurate information to be corrected
ask for information to be deleted in certain circumstances
ask for processing to be restricted
object to certain uses of information
withdraw consent where processing is based on consent
receive certain information in a portable format where applicable
raise a concern about how their information is being used
These rights are not absolute and may depend on the circumstances and the reason the information is being processed.
To make a request, contact admin@spreewales.com.
Complaints
If there is a concern about how personal information has been handled, please contact us first at admin@spreewales.com.
People also have the right to raise a concern with the Information Commissioner's Office, the UK's data protection regulator.
Changes to this policy
We may update this Privacy Policy when the way we use information changes, when services or systems change, or when legal requirements are updated.
The latest version will be published on spreewales.com.