Privacy Policy
First Step Robotics CIC
Last updated: 10 November 2026
Website: https://firststeprobotics.com
Email:
1. Introduction
First Step Robotics CIC ("First Step Robotics", "we", "us" or "our") is committed to protecting your privacy and personal information.
We provide educational activities in robotics, coding, artificial intelligence, engineering, 3D design and printing, and other Science, Technology, Engineering, Arts and Mathematics (STEAM) subjects.
This Privacy Policy explains how we collect, use, store and protect personal information when you visit our website, register for courses, book workshops, attend our activities or otherwise interact with us.
We process personal information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and other applicable UK privacy legislation.
2. Who We Are
First Step Robotics CIC is a Community Interest Company registered in Scotland.
We are the data controller responsible for personal information collected through our website and activities.
Organisation: First Step Robotics CIC
Email:
Website: https://firststeprobotics.com
3. Information We Collect
We may collect the following information.
Parents and Guardians
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Full name
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Email address
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Telephone number
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Home address and postcode
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Relationship to the child
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Account and registration information
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Booking and payment records
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Communication preferences
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Correspondence and enquiries
Children and Young People
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Full name
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Date of birth and age
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School or school year, where relevant
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Course registrations and attendance
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Emergency contact information
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Relevant medical conditions and allergies
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Additional support and accessibility requirements
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Photography and video permissions
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Project participation and achievements
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Information necessary for safeguarding and safe participation
Website Visitors
When you visit our website, we may collect technical information including:
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IP address
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Browser and device information
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Pages visited
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Website usage information
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Cookies and similar technologies
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Approximate location derived from technical information
Staff and Volunteers
We may collect contact details, recruitment information, references, qualifications, training records, relevant disclosure information and other information required to manage employment or volunteering.
4. How We Use Your Information
We use personal information to:
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Register children and young people for courses and activities.
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Manage parent accounts and participant profiles.
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Process bookings, payments and refunds.
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Manage attendance and waiting lists.
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Communicate course information and schedule changes.
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Provide appropriate support and reasonable adjustments.
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Maintain safeguarding and emergency contact information.
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Deliver educational programmes and competitions.
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Manage volunteers and staff.
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Meet legal, financial and funding obligations.
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Evaluate programmes and report outcomes to funders.
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Improve our website and services.
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Respond to enquiries and complaints.
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Send promotional communications where permitted.
We do not sell personal information to third parties.
5. Legal Basis for Processing
We process personal information under one or more lawful bases provided by UK GDPR.
Contract: Where information is necessary to provide booked courses, workshops and other services.
Legal obligation: Where processing is required to comply with applicable laws and regulations.
Legitimate interests: Where necessary for the effective operation, security and improvement of our services, provided these interests do not override individual rights.
Consent: Where we request permission for activities such as optional marketing or promotional photography.
Vital interests: Where necessary to protect someone's life in an emergency.
Where we process sensitive information, including health information, we also identify an appropriate additional legal condition.
6. Children's Privacy and Safeguarding
Protecting children's personal information is particularly important to us.
We collect only information reasonably necessary to provide safe and effective educational activities.
For children under 18, registration will normally be completed by a parent or authorised guardian.
We restrict access to children's personal information to authorised individuals who need it for legitimate purposes.
Where necessary to protect a child or another person from harm, safeguarding information may be shared with appropriate professionals or authorities in accordance with applicable law.
7. Medical and Additional Support Information
We may ask parents or guardians to provide information about allergies, medical conditions, disabilities or additional support needs.
This information helps us provide appropriate supervision, support and reasonable adjustments.
Sensitive information is handled confidentially, with access restricted to those who need it.
We will not collect unnecessary medical information.
8. Online Registration and Booking Systems
Our website may use third-party systems to manage parent accounts, participant profiles, bookings, attendance, payments and communications.
These providers may process information necessary to deliver their services.
We take appropriate steps to ensure that providers handling personal information on our behalf have suitable data protection and security arrangements.
Parents should keep their account details secure and notify us if they suspect unauthorised access.
9. Payments
Payments for courses, workshops and holiday camps may be processed through third-party payment providers, including Stripe and PayPal.
We do not normally store complete debit or credit card details on our website.
Payment providers process financial information in accordance with their own privacy policies and security arrangements.
We may retain transaction records for accounting, refund and legal purposes.
10. Photography and Video
We may take photographs and videos during workshops, competitions, exhibitions and other activities.
These may be used to showcase achievements, report on funded projects or promote our programmes through our website, social media and other publications.
Where required, we obtain appropriate consent before using identifiable images of children for promotional purposes.
Parents may decline or withdraw consent without affecting their child's participation.
Withdrawal will apply to future use, although previously distributed material may not always be retrievable.
We do not normally publish a child's full name alongside their photograph without appropriate permission.
11. Cookies and Website Analytics
Our website may use cookies and similar technologies to:
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Enable essential website functions.
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Maintain secure account sessions.
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Remember preferences.
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Improve website performance.
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Understand website usage.
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Support security.
Where required, we will obtain consent before placing non-essential cookies, including relevant analytics or marketing cookies.
You can manage your cookie preferences through the website's cookie controls, where available, or your browser settings.
Further information may be provided in our Cookie Policy.
12. Marketing Communications
We may send information about courses, holiday camps, events, competitions and other First Step Robotics activities.
Where consent is required, we will obtain it before sending marketing communications.
You may unsubscribe from promotional communications at any time by using an unsubscribe link or contacting
Essential booking, safeguarding and administrative communications are separate from marketing.
13. Sharing Personal Information
We may share relevant information with trusted parties where necessary and lawful, including:
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Authorised tutors, mentors and volunteers
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Schools and educational partners
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Safeguarding professionals
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Competition organisers
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Funding organisations
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Booking and payment service providers
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IT and website service providers
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Accountants and professional advisers
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Emergency services and relevant authorities
We share only information necessary for the relevant purpose.
Information provided to funders will be anonymised or aggregated where possible.
14. International Data Transfers
Some service providers may process personal information outside the United Kingdom.
Where international transfers take place, we will ensure appropriate safeguards are used in accordance with applicable UK data protection requirements.
15. How Long We Keep Information
We retain personal information only for as long as necessary for its intended purpose or to meet applicable legal, safeguarding, financial and funding obligations.
Retention periods vary depending on the type of information.
For example:
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Registration and attendance records are retained for appropriate operational and reporting periods.
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Financial records are retained in accordance with applicable accounting requirements.
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Safeguarding records are retained according to relevant safeguarding procedures and legal guidance.
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Marketing information is retained until consent is withdrawn or it is no longer required.
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Consent records are retained as necessary to demonstrate and manage consent.
Information that is no longer required will be securely deleted or anonymised where appropriate.
16. Data Security
We take appropriate technical and organisational measures to protect personal information.
These may include secure systems, password protection, access controls, software updates, confidentiality procedures and restricted access to sensitive records.
Although we take reasonable precautions, no online system can guarantee absolute security.
If a personal data breach occurs, we will investigate and notify the Information Commissioner's Office (ICO) and affected individuals where legally required.
17. Your Data Protection Rights
Under UK data protection law, you may have the right to:
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Access the personal information we hold about you.
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Request correction of inaccurate information.
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Request deletion of information in certain circumstances.
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Restrict certain processing activities.
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Object to certain uses of your information.
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Request data portability where applicable.
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Withdraw consent where processing relies on consent.
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Exercise applicable rights relating to automated decision-making.
These rights are subject to relevant legal conditions and exceptions.
To exercise your rights, email
We will normally respond within one calendar month, subject to applicable legal provisions.
18. External Websites and Links
Our website may contain links to third-party websites, educational resources, booking systems and social media platforms.
We are not responsible for the privacy practices of external websites.
We encourage visitors to review the privacy policies of those services.
19. Complaints
If you have concerns about how we process your personal information, please contact us at:
You also have the right to complain to the Information Commissioner's Office (ICO), the UK's independent data protection regulator.
Website: https://ico.org.uk
20. Changes to This Privacy Policy
We may update this Privacy Policy to reflect changes in our services, technology, legal requirements or data protection practices.
The latest version will be published on our website.
Where appropriate, we will notify affected individuals of significant changes.
21. Contact Us
For privacy enquiries, requests or concerns, contact:
First Step Robotics CIC
Email:
Website: https://firststeprobotics.com