Deep Time Walk Dashboard & Events Platform
Effective date: 1 April 2026 | Last updated: 1 April 2026
This privacy policy explains how Deep Time Walk C.I.C. ("we", "us", "DTW") collects, uses, and protects your personal data when you use the Deep Time Walk Dashboard at my.deeptimewalk.org and related services, including walk and facilitator information that appears on events.deeptimewalk.org.
This policy is specific to the Dashboard platform. For information about the main Deep Time Walk website, please refer to the general privacy policy.
The Dashboard is designed for facilitators who are members of the Deep Time Walk community. By using the Dashboard, you agree to the data practices described in this policy.
The data controller for information processed through the Dashboard is:
Deep Time Walk C.I.C.
3 Hillbrook Road, Totnes, Devon TQ9 5AT, England
Company No. 10157502
Privacy contact: privacy@deeptimewalk.org
When you register and use the Dashboard, we collect and store your profile information, including:
When you log a walk through the Dashboard, we collect:
If you use the Route Creator to plan walk routes, we collect:
License fee payments are processed by Stripe. We store a record of payment amounts, dates, and Stripe transaction references. We do not store your full card details — these are held securely by Stripe in accordance with their privacy policy.
When walk participants complete a post-walk feedback survey, we collect their responses including ratings, written comments, and whether they would recommend the experience. Survey responses are collected anonymously — we do not collect participants' names or contact details through the survey form.
We automatically collect standard technical information when you use the Dashboard, including browser type, device information, IP address, and pages visited. This data is used to maintain the security and performance of the service.
We use your data for the following purposes, each with a specific legal basis under UK GDPR:
| Purpose | Legal Basis |
|---|---|
| Providing and operating the Dashboard service | Contractual necessity |
| Authenticating your identity and managing your session | Contractual necessity |
| Calculating and collecting license fees | Contractual necessity |
| Displaying your facilitator profile and upcoming walks on events.deeptimewalk.org | Legitimate interest |
| Producing aggregated impact reports (see Section 5) | Legitimate interest |
| Improving the Dashboard and our services based on usage patterns and feedback | Legitimate interest |
| Using anonymised survey responses as endorsements (see Section 6) | Legitimate interest |
| Sharing anonymised data with researchers or partner organisations (see Section 5) | Legitimate interest |
| Retaining payment records for tax and accounting purposes | Legal obligation (UK HMRC) |
| Sending you service-related communications (e.g., payment receipts, walk reminders) | Contractual necessity |
| Sending you updates about Deep Time Walk programmes and community news | Consent |
Where we rely on legitimate interest, we have assessed that our interest in understanding and reporting on the impact of Deep Time Walks worldwide does not override your rights and freedoms, particularly as we take care to anonymise and aggregate data in reports (see Section 5).
Deep Time Walk C.I.C. is a community interest company. Understanding and communicating the reach and impact of Deep Time Walks is central to our mission and to securing continued support from funders and partners.
We use walk and facilitator data to produce aggregated impact reports. These reports may include:
We may share anonymised, aggregated data with funders, partner organisations, and academic researchers to support the understanding and growth of Deep Time Walks. This data will not contain any information that could identify individual facilitators or participants.
We analyse usage patterns, walk data, and feedback to improve the Dashboard, the walk experience, and the resources we provide to the facilitator community. This may include identifying which features are most used, understanding common walk formats, and spotting areas where facilitators may need additional support.
Post-walk feedback surveys are completed anonymously by walk participants. We use this data to:
We may use anonymised extracts from survey responses (such as written comments about the walk experience) as endorsements or testimonials in our communications, website, and promotional materials. These will never be attributed to a named individual.
If a survey response contains information that could identify the respondent, we will either remove identifying details before use or seek explicit consent.
When you publish a walk through the Dashboard, certain information is made publicly visible on events.deeptimewalk.org, including:
You control when a walk is published (by moving it from draft to upcoming status). You can remove a walk from public listing by deleting it or reverting it to draft while it remains in upcoming status.
The events platform includes a public "Find a Facilitator" directory. Appearing in this directory is entirely opt-in — you will only be listed if you choose to share your profile publicly via your Dashboard settings.
If you opt in, the following information may be displayed publicly:
You can change these preferences at any time through your Dashboard profile settings. Opting out will remove your listing from the directory.
We use the following third-party services to operate the Dashboard. Each processes your data only as necessary to provide their service:
| Service | Purpose | Data Shared |
|---|---|---|
| Google Cloud / Firebase | Application hosting and database | All Dashboard data (stored in Firestore) |
| Stripe | Payment processing | Payment amounts, email, billing address |
| Circle.so | Community platform integration (see Section 9) | Profile data (name, email, photo, member ID) |
| Cloudflare | Content delivery, security, and DDoS protection | Technical request data (IP addresses, headers) |
| Resend | Transactional email delivery | Email address, email content |
We do not sell your personal data to third parties. We will only share identifiable personal data with other parties if required by law or with your explicit consent.
The Dashboard integrates with the Deep Time Walk community platform hosted on Circle.so (community.deeptimewalk.org). This integration allows us to:
Profile data flows from Circle.so to the Dashboard. Changes you make to your profile on Circle.so will be reflected in the Dashboard. The Dashboard does not write data back to your Circle.so profile.
Your data is stored and processed using Google Cloud infrastructure, primarily in the europe-west1 (Belgium) region. Some third-party services (Stripe, Circle.so, Resend, Cloudflare) may process data outside the UK and EEA. Where this occurs, appropriate safeguards are in place, including Standard Contractual Clauses and adequacy decisions, in compliance with UK GDPR.
Under UK GDPR, you have the right to:
To exercise any of these rights, please email privacy@deeptimewalk.org. We will respond to your request within one month.
If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office (ICO).
We protect your data through:
No system is completely secure. If you become aware of any security concern, please contact us immediately at privacy@deeptimewalk.org.
The Dashboard is intended for use by adult facilitators who are members of the Deep Time Walk community. We do not knowingly collect personal data from anyone under the age of 18. If you believe a minor has provided us with personal data, please contact us and we will delete it promptly.
The Dashboard uses a small number of cookies that are essential to its operation:
dtw_session) — authenticates your login
session. Expires after 30 days or on logout.
We do not use advertising cookies, tracking pixels, or third-party analytics cookies on the Dashboard.
We may update this privacy policy from time to time. If we make significant changes to how we handle your data, we will notify you through the Dashboard or by email. The "Last updated" date at the top of this page will always reflect the most recent revision.
If you have any questions about this privacy policy or how we handle your data, please contact:
Deep Time Walk C.I.C.
Privacy enquiries: privacy@deeptimewalk.org
3 Hillbrook Road, Totnes, Devon TQ9 5AT, England