PRIVACY
NOTICE
How we collect, use and protect personal information, including information about children and young people.
DRAFT: this page is a working draft and has not yet been approved by Prospex’s trustees. Last updated 13 October 2026.
This notice explains what personal information Prospex collects, why, how we keep it safe and what your rights are. We’ve tried to write it so that young people can understand it too. If anything is unclear, ask any member of staff or email info@prospex.org.uk.
Who we are
Prospex is a youth work charity (registered charity 1087591, company limited by guarantee 04224699) based at the Underground Youth Centre, Piper Close, London N7 8TQ. Prospex is the “data controller” for the information described here. Our ICO registration number is [to be confirmed].
The short version
- We only collect what we need to run safe, good-quality youth work and to reply to you.
- We never sell your information.
- We will share information without asking first only if we’re worried someone is at risk of harm, or the law requires it.
- You can ask to see, correct or delete your information at any time.
Information we collect
| When | What we collect | Why (lawful basis) |
|---|---|---|
| You email, phone or use our contact form | Name, email, phone number and your message | To reply to you (legitimate interests) |
| A young person signs up to sessions (via Upshot) | Name, date of birth, address, parent or carer contact details, medical, dietary and emergency information, photo consent | To run sessions safely and report to funders (legitimate interests; health information is processed to protect the young person’s vital interests and for safeguarding, under substantial public interest conditions) |
| Safeguarding concerns | Notes about concerns, actions taken and who we spoke to | To keep children safe and meet our legal duties (legal obligation; substantial public interest) |
| Counselling (PLC) | Referral details and session notes, held by our therapists | To provide therapy (explicit consent, or parental consent for younger children) |
| You donate (via Localgiving) | Name, contact details, donation and Gift Aid declaration | To process your gift and claim Gift Aid (contract; legal obligation) |
| You ask to join our mailing list | Name and email | To send you news (consent, which you can withdraw at any time) |
| You apply to work or volunteer with us | Application details, references, DBS check results | Safer recruitment (legal obligation; legitimate interests) |
Children and young people
Most of the young people we work with are under 18. We ask a parent or carer to give consent for anyone under 13, and for trips, residentials and photos of anyone under 18. Young people aged 13 and over can ask us about their own information directly. Photos and stories are only published with consent, and names attached to testimonials on this website are changed.
What you tell youth workers or therapists is usually kept private. If we think you or someone else is at risk of serious harm, we may have to share information with our safeguarding lead or with other agencies such as Islington Children’s Services or the police. Where it’s safe to, we’ll tell you first.
Who we share information with
- Service providers who process data for us: Upshot (session records and reporting), Localgiving (donations), our email and IT providers.
- Funders, in anonymous or summary form only, unless you have agreed otherwise.
- Statutory agencies (Children’s Services, health services, police) when required for safeguarding or by law.
- HMRC, for Gift Aid claims.
Embedded content from other websites
Some pages include content from other services: Google Maps (contact page), Spotify (podcast pages), Vimeo (video on the home page), and links to or posts from Instagram and TikTok. When that content loads, those companies can collect information about your visit (such as your IP address and device) and may set cookies, under their own privacy policies. See our cookies page for details.
How long we keep information
We keep information only as long as we need it. As a guide: enquiries for 2 years; young people’s membership records for 6 years after they last attend; safeguarding records until the young person is 25, or longer where the law or statutory guidance requires; donation and Gift Aid records for 6 years; unsuccessful job applications for 6 months.
Keeping information safe
Paper records are kept locked away and digital records are password-protected with access limited to staff who need them. All staff and volunteers receive safeguarding and data-protection training.
Your rights
You have the right to ask for a copy of your information, to have it corrected or deleted, to object to or restrict how we use it, and to withdraw consent at any time. Parents and carers can make requests on behalf of younger children. To make a request, email info@prospex.org.uk or call 0207 607 7626. We will respond within one month.
If you’re unhappy with how we’ve handled your information, please tell us first. You can also complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113.
Changes to this notice
We’ll update this page if we change how we use personal information. The date at the top shows when it was last changed.