Privacy and Cookie Policy
Effective Date: June 4, 2026
This privacy and cookie policy for Waterways Experiences CIO (“We”, “Us” or “Our”) tells you how we may collect, use and share your information when you visit our website www.wexp.org.uk.
We appreciate your decision to use our website www.wexp.org.uk and to trust us with your valuable personal information. In this document, we seek to explain in the clearest terms possible our privacy practices. We strongly encourage you to read this document (and any other related documents) carefully before using the website. If there are any terms or conditions in this document that you do not agree with, please do not use the website, or in case you are already using it, please discontinue the use immediately. By using the website, you are accepting and consenting to the practices described in this Privacy Policy.
Data Controller
Waterways Experiences (WEXP) is the data controller responsible for the personal information described in this policy.
This means we decide how and why your personal data is processed when you use our website, contact us, make a booking, apply to volunteer, or otherwise interact with our services.
If you have any questions about this policy or how we handle your data, you can contact us at: [email protected]
Information we collect about you?
Depending on how you interact with us, we may collect:
Contact Information
- Name
- Postal address
- Email address
- Telephone number
Booking and Participation Information
- Details required to arrange trips, holidays and activities
- Emergency contact details
- Information relating to accessibility requirements or support needs
Volunteer Information
- Volunteer application details
- Training records
- Role information
- References
- DBS information where required
Website Information
When you visit our website, we may collect technical information including:
- IP address
- Browser type
- Device information
- Website usage statistics
through website analytics tools.
Special Category Information
Some of the people we support have disabilities, health conditions or accessibility requirements.
Where necessary to provide our services safely and appropriately, we may collect and process limited health or accessibility information. We only collect information that is relevant to the service being provided and take additional care to protect it.
How We Use Your Information
We use personal information to:
- Manage bookings and enquiries
- Organise trips, holidays and activities
- Recruit, manage and support volunteers
- Communicate with participants, volunteers, supporters and donors
- Meet safeguarding, health and safety and insurance requirements
- Improve our services and website
- Comply with legal and regulatory obligations
Our Lawful Bases for Processing
Under UK data protection law, we process personal information because:
- It is necessary to fulfil a contract or booking arrangement.
- It is necessary for our legitimate interests as a charity.
- It is necessary to comply with legal obligations.
- You have given consent where consent is required.
- It is necessary for safeguarding, health and safety, or providing appropriate support to participants.
Sharing Information
We do not sell personal information.
We may share information where necessary with:
- Volunteers and staff involved in delivering services
- Professional advisers and insurers
- Regulatory or law enforcement bodies where required by law
- Service providers who help us operate our charity and website
These service providers may include providers of email, cloud storage, website hosting and online forms.
All such providers are required to handle information securely and only for authorised purposes.
How Long We Keep Information
We keep personal information only for as long as necessary to fulfil the purposes for which it was collected and to meet legal, accounting, insurance, safeguarding and operational requirements.
Retention periods vary depending on the type of information involved.
Privacy of children
We do not knowingly provide our services to children. If you are a parent or legal guardian and believe that your child has provided us with information without your consent, please contact us. Upon verification that we have collected such information without parental consent; we will remove the information from our database.
Website Analytics and Cookies
What are cookies?
Here we explains what cookies are, how we use them, the types of cookies we use (i.e., the information we collect using cookies and how that information is used), and how to manage your cookie settings.
Cookies are small text files used to store small pieces of information. They are stored on your device when a website loads in your browser. These cookies help ensure that the website functions properly, enhance security, provide a better user experience, and analyse performance to identify what works and where improvements are needed.
How do we use cookies?
Like most online services, our website uses both first-party and third-party cookies for various purposes. First-party cookies are primarily necessary for the website to function properly and do not collect any personally identifiable data.
The third-party cookies used on our website primarily help us understand how the website performs, track how you interact with it, keep our services secure, deliver relevant advertisements, and enhance your overall user experience while improving the speed of your future interactions with our website.
Types of cookies we use
Necessary
Necessary cookies are required to enable the basic features of this site, such as providing secure log-in or adjusting your consent preferences. These cookies do not store any personally identifiable data.
Website Form Cookie
We use website forms to allow visitors to contact us and submit enquiries.
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Analytics
Analytical cookies are used to understand how visitors interact with the website. These cookies help provide information on metrics such as the number of visitors, bounce rate, traffic source, etc.
| Cookie | Duration | Description |
| _ga_* | 1 year 1 month 4 days | Google Analytics sets this cookie to store and count page views. |
| _ga | 1 year 1 month 4 days | Google Analytics sets this cookie to calculate visitor, session and campaign data and track site usage for the site’s analytics report. The cookie stores information anonymously and assigns a randomly generated number to recognise unique visitors. |
Manage cookie preferences
Consent Preferences
You can modify your cookie settings anytime by clicking the ‘Consent Preferences’ button above. This will allow you to revisit the cookie consent banner and update your preferences or withdraw your consent immediately.
Additionally, different browsers offer various methods to block and delete cookies used by websites. You can adjust your browser settings to block or delete cookies. Below are links to support documents on how to manage and delete cookies in major web browsers.
Chrome: https://support.google.com/accounts/answer/32050
Safari: https://support.apple.com/en-in/guide/safari/sfri11471/mac
Internet Explorer: https://support.microsoft.com/en-us/topic/how-to-delete-cookie-files-in-internet-explorer-bca9446f-d873-78de-77ba-d42645fa52fc
If you are using a different web browser, please refer to its official support documentation.
Security
We are committed to ensuring that personal information is secure.
We use appropriate technical and organisational measures to protect information against unauthorised access, disclosure, alteration or loss.
Links to Other Websites
Our website may contain links to external websites.
Once you leave our website, we are not responsible for the privacy practices or content of those websites. You should review the privacy policies of any external sites you visit.
Your Rights
Under UK GDPR, you have rights including:
- The right to access your personal information
- The right to correct inaccurate information
- The right to request deletion of information in certain circumstances
- The right to restrict processing in certain circumstances
- The right to object to certain types of processing
- The right to withdraw consent where processing relies on consent
To exercise any of these rights, please contact us using the details above.
Complaints
If you are unhappy with how we use your personal information, please contact us first so that we can try to resolve your concerns.
You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s data protection regulator.
Website: https://ico.org.uk/
Changes to This Policy
We may update this policy from time to time.
Any changes will be published on this page together with the updated revision date.