Last updated: November 2025
Website: www.outthere.org.uk

Organisation: Out There Together CIC
Registered in England & Wales | Company No. 16694019 

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1. Introduction

Out There Together CIC (“we”, “us”, “our”) is a community-interest company based in Exeter, UK. We are committed to protecting your privacy and handling your personal information responsibly and transparently. This policy explains how we collect, use, store, and protect your personal data when you:

• visit our website,

• complete our Contact Form,

• submit a Queer Fest registration form or other event submission, or

• sign up to our newsletter or other mailing lists.

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2. Who We Are

Out There Together CIC promotes equality, creativity, and community through LGBTQIA+ arts and cultural projects.

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3. What Data We Collect

We collect only the data necessary for our activities, including:

• Contact details: name, email address, phone number.

• Form responses: information you provide through our contact, registration, or submission forms (e.g., role, organisation, accessibility needs, project ideas).

• Newsletter sign-ups: name and email to send updates.

• Event or ticket data: basic booking or payment details (handled securely by third-party processors).

• Website analytics: anonymous usage information (see Cookie Policy).

We do not collect sensitive personal data unless voluntarily provided and directly relevant (e.g., accessibility or safeguarding requirements).

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4. How We Use Your Information

We use your information to:

• Respond to messages sent via our Contact Form.

• Process and manage Queer Fest registrations and other project applications.

• Send newsletters and updates (only if you’ve opted in).

• Manage event attendance, volunteer coordination, and safeguarding.

• Improve our website and outreach activities.

We never sell or rent your data.

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5. Legal Basis for Processing

• Consent – when you opt in to receive newsletters or submit a form.

• Contract – when you register for or participate in an event.

• Legal obligation – for safeguarding, accounting, or reporting requirements.

• Legitimate interests – to operate and improve our community services.

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6. How We Store and Protect Your Data

Data is stored securely on password-protected systems (Wix Forms, Mailchimp, Google Drive, etc.) compliant with UK GDPR.
Access is limited to authorised Out There Together team members only. We retain information only as long as necessary for our activities or legal obligations.

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7. Sharing Your Data

We may share limited data with trusted delivery partners (e.g., venues, funders, or ticketing services) solely for the purposes of event coordination or monitoring. All partners are required to comply with GDPR and safeguarding standards.

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8. Your Rights

You can:

• request access to or deletion of your data,

• correct inaccuracies,

• withdraw consent at any time, or

• lodge a complaint with the ICO (www.ico.org.uk).

To exercise your rights, contact hello@outthere.org.uk.

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9. Children and Young People

• We take safeguarding seriously. Our website, mailing lists, and contact forms are intended for users aged 13 and over. If you are a parent or guardian and believe a child under 13 has provided personal information to us without parental or guardian consent, please contact hello@outthere.org.uk and we will delete it promptly.

• Where young people (under 16) are participating in our events or projects, participation is either coordinated through a parent, guardian, teacher, or responsible adult, or safeguarding is managed in partnership with venues or partner organisations, who we rely on to ensure safe participation for all young people.

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10. Cookies and Tracking Technologies

Our website is hosted on the Wix platform, which automatically places essential cookies that help the site function securely and properly (for example, to maintain sessions and protect forms). Some optional cookies may also be used — for analytics and embedded content such as Instagram or Canva links — to help us understand how visitors engage with our work and to improve your browsing experience. You can manage or reject non-essential cookies at any time through the cookie banner on our site or by adjusting your browser settings. For details of cookies set by Wix, please visit https://support.wix.com/en/article/cookies-and-your-wix-site.

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11. Changes to This Policy

Updates will be published on this page with a new “Last updated” date.

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12. Contact

For all website or policy enquiries: hello@outthere.org.uk

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