Learn, Connect and Thrive in London

1. Introduction

This Privacy Policy sets out how EASYSTEPUK (“we”, “our”, “us”) collects, uses, and protects personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

We are committed to safeguarding the privacy and confidentiality of personal data entrusted to us through our website, programmes, and related community activities.

Data Controller:

EASYSTEPUK

Registered Office: Forum At Greenwich, Trafalgar Road, London, SE10 9EQ

Email: info@easystepuk.org

2. Scope

This Policy applies to all personal data collected via our website (www.easystepuk.org), through online or paper forms, email correspondence, or in connection with our events, volunteer activities, and community programmes.

3. Data We Collect

We may collect and process the following categories of personal data:

• Identification data: full name, contact details, address, and telephone number.

• Communication data: correspondence by email or via website forms.

• Participation data: details provided when registering for our programmes, events, volunteer activities, or services.

• Feedback data: responses to surveys or feedback forms.

• Technical data: limited data such as IP address or browser type for security and performance monitoring.

We do not collect sensitive categories of data (e.g. ethnicity, religion, health) unless voluntarily provided for equal opportunities monitoring or accessibility purposes, and always with explicit consent.

4. Legal Basis for Processing

We process personal data under one or more of the following lawful bases:

• Consent: where the individual has given clear consent for a specific purpose.

• Contract: to perform a service or provide information requested by the individual.

• Legal obligation: to comply with applicable law or regulatory requirements.

• Legitimate interests: to operate and improve our charitable services, provided such interests are not overridden by the individual’s rights and interests.

5. Purpose of Processing

Personal data may be used for the following purposes:

• Managing participation in community programmes, workshops, and volunteer activities.

• Communicating updates or responding to enquiries.

• Maintaining internal administrative and reporting records.

• Ensuring compliance with funder and regulatory requirements.

• Monitoring and improving our services.

We do not use personal data for automated decision-making or profiling. We may also use your contact details to send occasional newsletters or email updates about EasyStepUK’s volunteering opportunities, community programmes, and cultural events (for example, Tai Chi, Wing Chun, or the Lunar New Year Fair). You will only receive these communications if you have provided consent, and you can unsubscribe at any time by clicking the link in our emails or contacting info@easystepuk.org

6. Data Sharing

EASYSTEPUK does not sell, lease, or exchange personal data with third parties.

Data may be shared only where strictly necessary with:

• Professional advisers or auditors (bound by confidentiality obligations);

• Regulatory bodies or funders, if legally required;

• Law enforcement or authorities, where disclosure is required by law.

All such sharing is governed by written agreements ensuring compliance with data protection legislation.

7. International Transfers

EASYSTEPUK does not transfer personal data outside the United Kingdom. If in future any international transfer becomes necessary, appropriate safeguards (e.g. ICO-approved transfer mechanisms) will be implemented.

8. Data Retention

Personal data is retained only for as long as necessary for the purpose for which it was collected, or to comply with legal or reporting obligations.

Typical retention periods are:

• General correspondence and enquiry forms: up to 24 months;

• Volunteer and event registration data: up to 36 months;

• Financial and compliance records: up to 7 years.

After expiry of retention periods, data is securely deleted or anonymised.

9. Data Subject Rights

Individuals have the following rights under UK data protection law:

• Right to access personal data held about them;

• Right to rectification of inaccurate data;

• Right to erasure (“right to be forgotten”);

• Right to restrict or object to processing;

• Right to data portability;

• Right to withdraw consent at any time.

Requests to exercise these rights should be sent to info@easystepuk.org. We will respond within one calendar month.

10. Data Security

We implement appropriate technical and organisational measures to protect personal data from loss, misuse, unauthorised access, disclosure, alteration, or destruction.

Access to data is limited to authorised personnel and volunteers under confidentiality obligations.

11. Children’s Data

We do not knowingly collect data from persons under 16 without parental or guardian consent.

Any data inadvertently collected will be securely deleted upon notification.

12. Changes to this Policy

We may update this Privacy Policy from time to time. The latest version will always be available on our website, with the effective date clearly stated.

13. Contact and Complaints

For questions about this Policy or data processing practices, please contact:

Data Protection Officer (DPO)

EASYSTEPUK, Forum At Greenwich, Trafalgar Road, London, SE10 9EQ

Email: info@easystepuk.org

If you are not satisfied with our response, you may lodge a complaint with the Information Commissioner’s Office (ICO) at www.ico.org.uk.

1. Introduction

This Cookie Policy explains how EasyStepUK uses cookies and similar technologies on www.easystepuk.org. It should be read together with our Privacy Policy.

2. Cookies and Similar Technologies

Cookies are small files stored on a device. Similar technologies include analytics tags, pixels and local storage. They may support website security and operation, measure how people use the website, and help us understand whether our outreach is leading to meaningful actions.

3. Technologies Used

Strictly necessary technologies
Google Sites and related services may use technologies required for security, page delivery, navigation and core functionality. These cannot always be switched off without affecting the website.

Analytics and conversion measurement
We use Google Analytics 4 and Google Ads conversion measurement to understand website visits and actions such as selecting a class, clicking a workshop booking link, registering interest or completing a purchase where that information is available. We use this information to evaluate and improve our charitable communications and Google Ad Grants activity. We do not use analytics data to make automated decisions about individuals.

Embedded and third-party services
Pages may contain embedded YouTube videos, Google Forms, newsletter tools, maps or links to third-party booking and donation services such as Eventbrite. These providers may use their own cookies or similar technologies when content loads or when a visitor interacts with it. Their processing is governed by their own privacy and cookie information.

Advertising
EasyStepUK does not use the website for commercial behavioural advertising. Google Ads technologies may nevertheless be used to measure whether our charity's search advertising leads to useful actions such as registrations, workshop bookings or donations.

4. Your Choices

You can block or delete cookies through your browser settings. Blocking some technologies may affect embedded videos, forms, booking links or other website functions. Where consent is legally required for a non-essential technology, we will seek an appropriate choice before relying on it. You can also contact us at info@easystepuk.org with questions about website tracking.

Guidance on managing cookies is available from the Information Commissioner's Office:
https://ico.org.uk/for-the-public/online/cookies/

5. Data Protection

Where information collected through these technologies is personal data, we process it in accordance with our Privacy Policy and applicable UK data protection law. We use service providers only for legitimate organisational purposes and review the settings available to reduce unnecessary collection.

6. Changes to This Policy

We may update this policy when our website, services or legal obligations change.

Last updated: 9 August 2026
Contact: info@easystepuk.org

Version 2.0

Approved by the Board of Trustees: 15 July 2026

Last reviewed: 15 July 2026

Effective date: 15 July 2026

Next review: 15 July 2027

Designated Safeguarding Lead (DSL): Yao Yan, Programme Manager and Trustee

Deputy DSL: Yufei Zhu, Chair of Trustees

Contact: info@easystepuk.org | 07888 729208

1. Purpose

EasyStepUK is committed to providing a safe, welcoming and inclusive environment. Every child, young person and adult at risk has the right to protection from abuse, neglect, exploitation and discrimination. Safeguarding is everyone's responsibility.

2. Scope

This policy applies to trustees, volunteers, activity leaders, facilitators, students on placement, contractors, participants and partner organisations. It covers all in-person, online and partnership activities, including ESOL, youth development, wellbeing, Tai Chi and physical activity, food workshops, cultural events, volunteering, live streaming, social media and digital content.

3. Our commitment

EasyStepUK will provide safe and inclusive activities; promote dignity, respect and equality; respond promptly to concerns; maintain effective procedures; support volunteers and trustees through guidance and training; work with statutory agencies where appropriate; and review safeguarding arrangements annually. Abuse, bullying, harassment, discrimination and exploitation are not tolerated.

4. Legal framework

This policy is informed by the Children Acts 1989 and 2004, Care Act 2014, Working Together to Safeguard Children, Equality Act 2010, UK GDPR, Data Protection Act 2018 and Charity Commission safeguarding guidance.

5. Responsibilities

The Board of Trustees holds overall accountability. The DSL receives concerns, assesses immediate risk, maintains records, seeks advice and makes referrals where necessary. Everyone representing EasyStepUK must maintain appropriate boundaries, respect confidentiality and report concerns immediately. Participants are expected to behave safely and respectfully and report anything that makes them feel unsafe.

6. Children and young people

Activities involving under-18s will be appropriately supervised and risk assessed. Parents, guardians or responsible adults remain responsible for supervision unless alternative arrangements have been agreed. Children will not be photographed or recorded without appropriate consent. No representative may be alone with a child unless authorised and appropriate.

7. Adults at risk

EasyStepUK promotes dignity, independence and choice. Concerns involving an adult who may be unable to protect themselves from abuse or neglect will be reported to the DSL without delay and referred where appropriate.

8. Safe delivery

Suitable venues, risk assessments, safe equipment, competent activity leaders and emergency arrangements will be used. Physical activities will be adapted to participants' abilities, and illness, injury or discomfort must be reported. Food activities will follow appropriate hygiene and allergy-management practices.

9. Digital, online and AI safeguarding

Online activities will be appropriately moderated. AI may support administration, translation, content creation and learning, but must not replace professional judgement or safeguarding decisions. Confidential, personal or safeguarding information must not be entered into publicly available AI systems unless lawful and authorised.

10. Photography, video and media

Photography, recordings and interviews will only be used with appropriate consent. Participants may decline wherever reasonably practicable. Images will be stored securely and used only for legitimate organisational purposes in accordance with data-protection requirements.

11. Code of conduct

Everyone representing EasyStepUK must act professionally, treat people fairly, maintain appropriate boundaries, protect confidentiality and report concerns promptly. Abuse of trust, harassment, discrimination, inappropriate communications, working under the influence of alcohol or illegal drugs, and ignoring concerns are prohibited.

12. Reporting concerns

Report concerns immediately to the DSL. If there is immediate danger or a medical emergency, call 999 first. The DSL will listen, assess risk, make an accurate record, seek advice and refer to statutory agencies where necessary. No trustee, volunteer or participant should investigate a concern themselves.

13. Allegations involving representatives

Allegations concerning a trustee, volunteer or activity leader must be reported to the DSL. If an allegation concerns the DSL, it must be reported directly to the Chair of Trustees. The person concerned must not investigate the allegation.

14. Record keeping

Safeguarding records will be factual, accurate, dated where appropriate, stored securely, restricted to authorised persons and retained in accordance with data-protection law. Information will be shared only where necessary to protect an individual or where required by law.

15. Safer recruitment

Recruitment may include applications, interviews, identity checks, references, DBS checks where legally eligible or appropriate, and safeguarding induction. Trustees oversee recruitment and appointments.

16. Training

Trustees, volunteers and activity leaders will receive safeguarding guidance appropriate to their responsibilities, including awareness, recognising abuse or neglect, reporting, professional boundaries, online safeguarding and data protection.

17. Whistleblowing

Concerns raised in good faith will be treated fairly and without retaliation. They may be reported to the DSL or, where appropriate, the Chair of Trustees.

18. Equality, diversity and inclusion

Safeguarding applies equally regardless of age, disability, ethnicity, nationality, religion or belief, sex, gender identity, sexual orientation, immigration status, language or socio-economic background. Discrimination, harassment and victimisation will not be tolerated.

19. Partnership working

Partners delivering jointly with EasyStepUK are expected to maintain appropriate safeguarding arrangements. Responsibilities will be discussed and agreed before joint delivery.

20. Related policies

This policy should be read alongside EasyStepUK's Health and Safety, Equality Diversity and Inclusion, Volunteer, Data Protection, Complaints, Risk Assessment and Code of Conduct documents.

21. Review

The Board will review this policy at least annually and sooner where legislation, guidance, organisational activity or safeguarding learning requires it.

Emergency contacts

Emergency services: 999

NSPCC Helpline: 0808 800 5000

Childline: 0800 1111

Document control

Policy owner: Designated Safeguarding Lead

Registered Charity No. 1210944

Approved by the Board of Trustees of EasyStepUK on 15 July 2026.

EasyStepUK is committed to promoting equality, diversity and inclusion in all aspects of its work.

We aim to provide a welcoming, safe and respectful environment for all participants, volunteers, staff, partners and members of the community, regardless of age, disability, gender, gender identity, marital status, pregnancy or maternity, race, ethnicity, religion or belief, sexual orientation or socio-economic background.

EasyStepUK does not tolerate discrimination, harassment, bullying or exclusion in any form.

We are committed to:

• providing inclusive and accessible activities and services

• treating all individuals fairly and with respect

• encouraging participation from diverse communities

• promoting equal opportunities in volunteering and participation

• responding appropriately to concerns or complaints relating to discrimination or inappropriate behaviour

This policy applies to all EasyStepUK activities, events, workshops, community sessions and online engagement.

Policy reviewed: April 2026

EasyStepUK recognises the importance of environmentally responsible community delivery and aims to minimise the environmental impact of its activities wherever reasonably practicable.

As a community organisation, we are committed to promoting sustainable practices during our programmes, workshops and events.

EasyStepUK will aim to:

• reduce unnecessary waste and printing

• encourage recycling during activities and events

• promote reuse of materials and equipment where possible

• encourage use of public transport and sustainable travel where appropriate

• use community resources responsibly

• consider environmental impact when planning activities and events

We recognise that our activities are community-based and small-scale, but we aim to make positive and practical environmental choices wherever possible.

Policy reviewed: April 2026

1. Introduction

These Terms of Use (“Terms”) govern your access to and use of the website www.easystepuk.org (“the Website”), operated by EASYSTEPUK.

By accessing or using this Website, you agree to comply with and be bound by these Terms.

EASYSTEPUK

Registered Office: Forum At Greenwich, Trafalgar Road, London, SE10 9EQ

Email: info@easystepuk.org

2. Acceptable Use

You agree:

• To use the Website only for lawful purposes;

• Not to upload or transmit any material that is defamatory, obscene, discriminatory, or otherwise unlawful;

• Not to interfere with the proper operation of the Website;

• Not to attempt unauthorised access to any part of the Website or related systems.

3. Intellectual Property Rights

All content, text, images, and materials on this Website are the property of EASYSTEPUK or its licensors unless otherwise stated.

You may view and download material for personal, non-commercial use only.

No content may be reproduced, distributed, or modified without prior written consent.

4. Disclaimer

The information provided on this Website is for general guidance only.

While EASYSTEPUK endeavours to keep information accurate and up to date, it makes no representations or warranties of any kind regarding the accuracy, reliability, or completeness of any content.

Use of the Website and reliance on any content is entirely at your own risk.

5. Limitation of Liability

To the fullest extent permitted by law, EASYSTEPUK shall not be liable for any loss or damage arising from:

• Use of or inability to use the Website;

• Reliance on information provided;

• Any errors or omissions in content; or

• Any viruses or technical issues beyond our reasonable control.

This limitation does not exclude liability for death or personal injury caused by negligence, or for fraud or fraudulent misrepresentation.

6. External Links

This Website may contain links to third-party websites.

EASYSTEPUK does not control and accepts no responsibility for the content, privacy, or practices of such websites.

Links are provided for convenience only and do not imply endorsement.

7. Changes and Termination

EASYSTEPUK reserves the right to amend, suspend, or terminate access to the Website at any time without notice.

Amendments to these Terms will take effect upon publication on this page.

8. Governing Law

These Terms are governed by and construed in accordance with the laws of England and Wales, and any disputes shall be subject to the exclusive jurisdiction of the English courts.

9. Contact

Questions about these Terms may be directed to:

EASYSTEPUK

Forum At Greenwich, Trafalgar Road, London, SE10 9EQ

Email: info@easystepuk.org