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 our website www.easystepuk.org in accordance with the Privacy and Electronic Communications Regulations (PECR) and the UK GDPR.

2. What Are Cookies

Cookies are small text files placed on your device by websites to improve functionality, security, and user experience.

3. Types of Cookies Used

Our website uses only strictly necessary cookies to enable core functions such as page navigation and session security.

We do not use any analytics, advertising, or tracking cookies.

Type                                             Description                                    Consent Required

Necessary                Enable core website functionality such as                     No

                                 navigation and access to secure areas.

Functional                Remember user preferences or settings.                       Yes

(if added later)  

Analytical                 Collect anonymous statistics on how                             Yes

(if added later)         visitors use the site.

4. Managing Cookies

Most web browsers allow you to control cookies through settings. You may block or delete cookies at any time; however, doing so may affect website performance.

For detailed guidance on managing cookies, visit: https://ico.org.uk/for-the-public/online/cookies/

5. Consent Banner

If non-essential cookies are introduced in future, visitors will be presented with a cookie consent banner giving the option to accept or reject such cookies. No non-essential cookies will be set without consent.

6. Changes to This Policy

We may update this Cookie Policy from time to time to reflect technical or legal developments. The revised version will be posted on our website with a new effective date.

Effective date: 14 October 2025

Contact: info@easystepuk.org

Approved by the Board of Trustees: 1 December 2025

Next review due: 1 December 2026

1. Introduction

EasyStepUK is committed to safeguarding and promoting the welfare of all individuals who engage with our activities and services. This includes children, young people, adults at risk, volunteers, staff, trustees, contractors, and partners. We recognise our statutory and moral duty to ensure that safeguarding is embedded in all areas of our work.

This policy reflects current UK safeguarding legislation, statutory guidance, and best practice, including charity governance expectations.

2. Policy Statement

EasyStepUK believes that:

• Everyone has the right to live free from abuse, neglect, exploitation, and harm.

• Safeguarding is everyone’s responsibility.

• Children’s welfare is paramount.

• Adults at risk have the right to protection, dignity, choice, and independence.

We will take all reasonable steps to create a safe environment and to act promptly and appropriately when safeguarding concerns arise.

3. Scope of the Policy

This policy applies to:

• All trustees, staff, and volunteers

• Session leaders, coaches, tutors, and facilitators

• Contractors, consultants, and partners

• Anyone representing or working on behalf of EasyStepUK

The policy applies to all EasyStepUK activities, including:

• In-person programmes and events

• Online and digital activities

• Outreach, community engagement, and live-streamed sessions

4. Key Definitions

Safeguarding:

Protecting individuals’ health, wellbeing, and human rights, enabling them to live free from abuse, harm, and neglect.

Child:

Anyone under the age of 18.

Adult at Risk:

A person aged 18 or over who:

• Has care and support needs, and

• Is experiencing or at risk of abuse or neglect, and

• Is unable to protect themselves due to those needs.

5. Legal and Regulatory Framework

This policy is informed by:

• Children Act 1989 and 2004

• Care Act 2014

• Working Together to Safeguard Children (latest statutory guidance)

• Keeping Children Safe in Education (where applicable)

• Safeguarding Vulnerable Groups Act 2006

• Equality Act 2010

• Data Protection Act 2018 and UK GDPR

• Charity Commission safeguarding guidance

6. Roles and Responsibilities

Trustees

• Hold overall accountability for safeguarding within EasyStepUK

• Ensure safeguarding is appropriately resourced, monitored, and reviewed

Designated Safeguarding Lead (DSL)

• Has responsibility for safeguarding oversight and decision-making

• Acts as the main point of contact for safeguarding concerns

• Liaises with local safeguarding authorities where required

Deputy Safeguarding Lead

• Supports the DSL and acts in their absence

Staff and Volunteers

• Must follow this policy at all times

• Must report safeguarding concerns promptly

• Must attend safeguarding training as required

7. Types of Abuse and Harm

EasyStepUK recognises the following forms of abuse (non-exhaustive):

• Physical abuse

• Emotional or psychological abuse

• Sexual abuse and exploitation

• Financial or material abuse

• Neglect and self-neglect

• Domestic abuse

• Discriminatory abuse

• Radicalisation and extremism

• Online abuse, grooming, and exploitation

8. Safeguarding in Practice

Safe Environments

• Activities are risk-assessed in advance

• Appropriate supervision ratios are maintained

• Clear boundaries of behaviour are expected

Online and Digital Safeguarding

• Online sessions are moderated

• Inappropriate language, content, or behaviour is not tolerated

• Consent is obtained for recordings, photography, or live streaming

• Under-18s require parental/guardian consent for online participation

9. Reporting and Responding to Concerns

Immediate Risk

If a person is in immediate danger:

• Call emergency services on 999

Non-Emergency Concerns

• Report concerns as soon as possible to the DSL or Deputy DSL

• Record concerns factually, accurately, and promptly

• Do not investigate or promise confidentiality

External Referrals

Where appropriate, concerns may be referred to:

• Local Authority Safeguarding Teams

• Police

• Social Care

10. Safer Recruitment and DBS

EasyStepUK is committed to safer recruitment, including:

• Clear role descriptions

• Application and interview processes

• Reference checks

• Enhanced DBS checks for eligible roles

• Risk assessments where DBS checks are not required

11. Training and Awareness

• Safeguarding training is mandatory for all staff and volunteers

• Training is provided at induction and refreshed at least every 12 months

• DSLs receive enhanced safeguarding training

12. Confidentiality and Information Sharing

• Information is shared on a strictly need-to-know basis

• Data protection principles are followed

• Safeguarding concerns override confidentiality where there is risk of harm

13. Whistleblowing

EasyStepUK encourages staff and volunteers to raise concerns about unsafe practice without fear of reprisal. Concerns may be raised with the DSL, trustees, or relevant external bodies.

14. Monitoring, Review, and Continuous Improvement

• This policy is reviewed annually or sooner if legislation or guidance changes

• Safeguarding incidents and learning are reviewed by trustees

• Continuous improvement is embedded in safeguarding practice

15. Key Contacts

Designated Safeguarding Lead (DSL):

Yao Yan – y.yan@easystepuk.org 

Deputy Safeguarding Lead:

Yufei Zhu – info@easystepuk.org

Emergency Services: 999

EasyStepUK

Registered Charity No. 1210944

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