BIG WILD LIFE LTD

Privacy Notice

Last Updated: August 2026

Big Wild Life Ltd is committed to protecting your privacy and handling your personal information fairly, lawfully and transparently. This Privacy Notice explains what personal information we collect, why we collect it, how we use it, who we share it with, how long we keep it and your rights under UK data protection law.

This notice applies to participants, learners, volunteers, contractors, partner organisations, parents/carers and anyone engaging with Big Wild Life's services or activities.

Who We Are

Big Wild Life Ltd (Company Number SC653758) is the Data Controller responsible for the personal information described in this Privacy Notice.

Contact Details

Big Wild Life Ltd

Company Number: SC6537589

Email: business@bigwildlife.uk

If you have any questions about this Privacy Notice or wish to exercise any of your data protection rights, please contact us using the details above.

What Information We Collect

Depending on your involvement with Big Wild Life, we may collect and process the following information:

Personal Information

  • Name

  • Address

  • Telephone number

  • Email address

  • Date of birth

  • Emergency contact details

  • Parent or carer details where appropriate

  • School, organisation or employer details

  • Attendance records

  • Volunteer information

  • Qualification and training records

  • Feedback and evaluation responses

Special Category Information

Where necessary to support participation, safety or inclusion, we may collect:

  • Health information

  • Medical conditions

  • Allergies

  • Dietary requirements

  • Accessibility requirements

  • Additional support needs

  • Wellbeing information

  • Equality monitoring information

We only collect such information where there is a lawful basis to do so and where it is necessary for participation, safeguarding, legal obligations or equality monitoring.

Photographs, Video and Media

We may collect photographs, videos, audio recordings and participant stories for:

  • Promotion of activities

  • Reporting to funders

  • Monitoring and evaluation

  • Celebrating achievements

  • Demonstrating impact

Consent will be sought where required.

Why We Collect Information

We collect personal information in order to:

  • Deliver programmes, events and activities

  • Support learning and development

  • Ensure participant safety and wellbeing

  • Meet safeguarding responsibilities

  • Communicate with participants and families

  • Manage volunteers and contractors

  • Measure outcomes and impact

  • Produce reports for funders and partners

  • Improve our services

  • Meet legal and regulatory obligations

Legal Basis for Processing

Under UK GDPR, Big Wild Life processes information using one or more of the following lawful bases:

Consent

Where you have given us permission to use your information for a specific purpose.

Contract

Where processing is necessary to fulfil an agreement or provide a service.

Legal Obligation

Where we are required by law to process information.

Legitimate Interests

Where processing is necessary for the effective operation, management and development of Big Wild Life and does not override your rights and freedoms.

Vital Interests

Where processing is necessary to protect someone's life, health or wellbeing.

How We Use Your Information

We may use information about you to:

  • Register participants on programmes and activities

  • Maintain attendance records

  • Manage bookings and communications

  • Provide appropriate support and adjustments

  • Ensure health, safety and safeguarding

  • Deliver training and qualifications

  • Monitor participation and engagement

  • Evaluate outcomes and impact

  • Report to funders and stakeholders

  • Produce anonymised statistics

  • Respond to emergencies

  • Comply with legal obligations

We will only use personal information for purposes that are relevant, necessary and proportionate.

Impact, Evaluation and Evidence Collection

Big Wild Life is committed to understanding and demonstrating the difference our work makes for people, communities and nature.

We may collect:

  • Participant feedback

  • Surveys and questionnaires

  • Attendance records

  • Learning records

  • Outcome information

  • Case studies

  • Photographs and visual evidence

  • Community participation data

  • Environmental action data

This information helps us:

  • Improve programmes and services

  • Assess outcomes and achievements

  • Demonstrate impact to funders and partners

  • Secure future funding

  • Understand community needs

  • Develop future opportunities

Wherever possible, information used for reporting and evaluation purposes will be anonymised. Individuals will not normally be identified without their consent.

Who We Share Information With

We will only share personal information where necessary and appropriate.

This may include:

  • Funding bodies

  • Local authorities

  • Educational providers

  • Schools and colleges

  • Community partners

  • Professional advisers

  • External evaluators

  • Regulatory authorities

  • Emergency services where necessary

We do not sell, trade or lease personal information to third parties.

Information will only be shared where there is a lawful basis to do so.

Data Security

Big Wild Life takes appropriate technical and organisational measures to protect personal information from:

  • Unauthorised access

  • Loss

  • Misuse

  • Alteration

  • Disclosure

Information may be stored securely in paper and electronic formats using trusted systems and cloud-based services used for organisational management, delivery, monitoring and evaluation.

Access is restricted to authorised staff, contractors and trusted partners who have a legitimate need to access the information.

How Long We Keep Information

We only keep information for as long as necessary to fulfil the purposes for which it was collected.

Typical retention periods are:

  • Participant records: up to 6 years after project completion

  • Volunteer records: up to 6 years after involvement ends

  • Contractor records: up to 6 years after engagement ends

  • Funding and project records: up to 7 years

  • Health and safety records: in line with legal requirements

  • Photographs and media: until no longer required or consent is withdrawn where applicable

Information that is no longer needed will be securely deleted or destroyed.

Your Rights

Under UK GDPR, you have the right to:

  • Be informed about how your information is used

  • Access the personal information we hold about you

  • Request correction of inaccurate information

  • Request deletion of information where appropriate

  • Restrict processing in certain circumstances

  • Object to processing in certain circumstances

  • Request transfer of your information where applicable

  • Withdraw consent at any time where consent is the legal basis for processing

Requests relating to your rights should be sent to: business@bigwildlife.uk

Changes to This Privacy Notice

We may update this Privacy Notice from time to time to reflect changes in legislation, guidance or organisational practice.

The latest version will always be available from Big Wild Life upon request.

Complaints

If you have concerns about how Big Wild Life handles your personal information, please contact us first so that we can try to resolve the matter.

You also have the right to complain to the Information Commissioner's Office (ICO).

Information Commissioner's Office

Wycliffe HouseWater LaneWilmslowCheshireSK9 5AF

Website: www.ico.org.uk

Telephone: 0303 123 1113

Our Commitment

Big Wild Life believes that strong relationships are built on trust, respect and transparency. We are committed to handling personal information responsibly and using it only to support our mission of creating:

Stronger People • Stronger Nature • Stronger Communities