Flow Fridays

Flow Fridays

Round 1 - FREE 6 week programme
Attendee Information

Please fill name and contact information of attendees.
Your Name

PrefixFirst NameLast Name
Address

Street Address

Street Address Line 2
CityCountyPostcode
Contact Number

Area CodePhone Number
Email Address
example@example.com
Date of Birth

MonthDayYear
2 digit month, 2 digit day, 4 digit year(between 16 & 25 years)
Would you like to be updated about the upcoming events?
Emergency Contact Name

First NameLast Name
Emergency Contact Phone

Area CodePhone Number
Access Needs
Dietary Needs
Do you want travel/access support?
Do you consent to photos/videos?
Do you want updates from Flow?
What do you hope to get from the programme?
How did you hear about Flow Fridays?

To help us understand the impact of Flow Fridays, please answer the questions below based on how you feel at the moment. There are no right or wrong answers. Your responses help us improve the programme and report on the difference it makes. This is not a clinical assessment.

Rows	1 - Strongly disagree	2 - Disagree	3 - Not sure / neutral	4 - Agree	5 - Strongly agree
I feel connected to other women or my local community.
I have regular spaces where I feel safe, welcomed and accepted.
I feel confident managing stress or emotional overwhelm.
I feel able to express myself creatively.
I feel I have time and space to look after my wellbeing.
I feel a sense of belonging.
I know where to go for support if I am struggling.
I often feel isolated or alone.
I feel confident trying new activities or joining group spaces.
I feel hopeful about building supportive connections.

Additional Questions

Please share any thoughts or needs below.
Is there anything that would help you feel safe, comfortable or able to take part?
What are you hoping to get from Flow Fridays?

Flow Fridays Privacy Notice
Organisation: Flow Community CIC
Project: Flow Fridays: A Preventative Women’s Wellbeing Programme
Venue: Chapter Arts Centre, Cardiff
Contact: 07494363543
Email: flow-cafe@outlook.com
Date: 10/08/2026
Review date: 10/08/2027

1. About this notice
This privacy notice explains how Flow Community CIC collects, uses, stores and protects personal information for Flow Fridays.

Flow Fridays is a free creative wellbeing programme for young women aged 16–25. To run the programme safely and effectively, we need to collect some personal information from participants, volunteers and facilitators.

We will only collect information that is needed for the project, and we will use it fairly, lawfully and responsibly.

2. What information we collect
We may collect:

name and preferred name;
age/date of birth;
contact details, such as phone number and email address;
postcode area;
emergency contact details;
access needs;
dietary requirements or allergies;
medical or support information you choose to share with us;
attendance records;
feedback, survey responses and evaluation information;
photo/video/audio consent preferences;
photos, videos, quotes or creative work, only where consent has been given;
safeguarding or incident information, where necessary.
We may also collect information about whether you are aged 16 or 17, because anyone under 18 is legally classed as a child for safeguarding purposes.

3. Why we collect this information
We collect this information to:

manage registration and bookings;
contact you about Flow Fridays;
confirm your place and send session information;
understand access, dietary or support needs;
keep participants, staff, volunteers and facilitators safe;
respond to emergencies, incidents or safeguarding concerns;
monitor attendance;
evaluate the impact of the project;
report anonymised outcomes to funders, including The National Lottery Community Fund;
improve future Flow activities;
promote the project where photo/video/quote consent has been given.
4. Our lawful basis for using your information
Under UK data protection law, we need a lawful basis to use your personal information.

For Flow Fridays, we may use your information because:

you have given consent, for example for photos, videos, quotes, mailing list updates or optional information;
we have a legitimate interest in running, managing and evaluating the project;
we need to protect someone’s vital interests in an emergency;
we need to meet legal or safeguarding responsibilities.
For sensitive information, such as health, access needs, safeguarding concerns or information about wellbeing, we will only use this where necessary to support safety, safeguarding, access or participation.

5. How we use photos, videos, quotes and creative work
We will only use identifiable photos, videos, audio, quotes or creative work where you have given consent.

You can attend Flow Fridays without agreeing to be photographed or filmed.

We will not intentionally photograph or film private conversations, safeguarding concerns, moments of distress, personal forms, journals or anything that may make someone feel unsafe or exposed.

You can withdraw photo/video consent at any time by contacting Flow Community CIC. If you withdraw consent, we will stop using your image or quote in future where it is reasonable and possible to do so. We may not be able to remove something that has already been printed, published, shared online or included in a completed report.

6. Who we may share information with
We will not sell your information.

We may share relevant information only where necessary with:

Flow Community CIC staff/directors involved in the project;
session facilitators or volunteers, where they need information to support safe delivery;
Chapter Arts Centre, if there is an incident, venue issue or safety concern;
emergency services, if someone is at immediate risk;
safeguarding services, if there is a concern about a child, young person or adult at risk;
parents/carers/emergency contacts, where appropriate and safe to do so;
funders, including The National Lottery Community Fund, using anonymised or consent-based information;
professional advisers, insurers or legal bodies, if required.
Where possible, information shared with funders will be anonymised, such as attendance numbers, feedback themes and overall outcomes.

7. Safeguarding and confidentiality
Flow Fridays is a safe and supportive space, but we cannot promise absolute confidentiality.

If we believe that you or someone else may be at risk of harm, we may need to share information with the appropriate people or services to help keep people safe.

Safeguarding information will be treated as confidential and shared only on a need-to-know basis.

8. How we store your information
We will store personal information securely.

This may include:

password-protected digital files;
restricted access folders;
secure email accounts;
locked paper files, where paper forms are used;
limited access to information by Flow staff/directors who need it.
We will take extra care with safeguarding records, emergency contact details, access needs, health information and photo/video consent records.

9. How long we keep information
We will only keep personal information for as long as needed.

As a guide:

registration and attendance records will be kept for the project period and reporting period;
consent forms will be kept while images, videos, quotes or creative work are being used;
financial and funder records may be kept for up to 7 years where required by funders or accounting rules;
safeguarding and incident records may be kept for longer where necessary for safeguarding, legal or insurance reasons.
After information is no longer needed, it will be securely deleted or destroyed.

10. Your rights
You have rights over your personal information. These may include the right to:

ask what information we hold about you;
ask for a copy of your information;
ask us to correct information that is wrong;
ask us to delete information, where this applies;
ask us to limit how we use your information;
object to certain uses of your information;
withdraw consent where we rely on consent.
Some rights may not apply in every situation, especially where we need to keep information for safeguarding, legal, insurance or funder reporting reasons.

To ask about your information, contact:

Flow Community CIC
Email: Flow-cafe@outlook.com
Phone: 07494363543

11. Complaints
If you are worried about how we use your information, please contact Flow Community CIC first so we can try to resolve it.

You can also contact the UK data protection regulator, the Information Commissioner’s Office.

Information Commissioner’s Office
Website: ico.org.uk
Phone: 0303 123 1113

12. Updates to this notice
We may update this privacy notice if the project changes or if our data protection processes change.

The most recent version will be kept in the Flow Fridays project records and made available to participants.
Should be Empty:

Flow Fridays

Attendee Information

Additional Questions