Privacy Policy

Activity Atlas is operated by mDropit Ltd, company number 16351304.

Version: 2.3 Last updated: 21 October 2026 Effective: 21 October 2026

1. Who we are

Activity Atlas helps people discover, plan, save and book local activities, and helps activity providers list and manage their activities.

The data controller responsible for your personal data is mDropit Ltd ("Activity Atlas", "we", "us", "our"), a company registered in England and Wales with company number 16351304.

Registered office: 167-169 Great Portland Street, 5th Floor, London, W1W 5PF

Contact: support@activityatlas.co.uk

Send privacy, data-rights and safety reports to this company address.

ICO data protection fee registration: ZC178159. Registered on 19 June 2026; expires on 18 June 2027. You can verify our registration on the ICO public register.

2. What this policy covers

This policy covers the Activity Atlas website, mobile app, provider tools, booking flows and related services. It explains what personal data we collect, why we use it, who we share it with, how long we keep it, and your rights.

Accounts, private invitations, family sharing and messaging are for adults aged 18 or over. Children may browse public activity information without an account. Adults may plan or book activities for children. More information is in our Children's Privacy Notice.

No ad tracking, no sale of personal data

We do not use advertising identifiers, ad SDKs or cross-app tracking. We do not sell personal data. If we use optional analytics, they only run with your consent and are not used for advertising or to track you across other companies' apps or websites.

If you separately opt in, we send app alerts when activities or events become available in your chosen area, when a saved provider joins, or when a published class may match a reminder. We do not give those providers your contact details for their own marketing.

3. Personal data we collect

Parents and individual users

Public report and contact forms use Cloudflare Turnstile to distinguish a person from automated abuse. The Turnstile token is checked by the server and is not saved in the report. Activity Atlas does not use Turnstile for advertising and does not store the raw token or a raw IP address in the report record.

Activity providers

Children and participants

The people added to a planner are called participants. Participants can be children or adults. For privacy, a participant name is optional. The label you type, such as a name, nickname or initials, stays on your own device/browser. Optional birth month/year and any age derived from it also stay on that device. The app can use this locally to preselect one unambiguous provider-published class, but the adult always confirms the exact class. On our servers, Activity Atlas stores a private participant code, a participant protection marker and minimal planning data, not a participant name or age.

A trial booking does not require a child profile. The app sends the chosen activity/session and an opaque person reference, not a name, birth date or age. Our server derives an eligibility key to check trial use. These account-linked references are pseudonymous personal data, not anonymous records. Providers can see the booking, attendance and adult account details, but not your private person labels. If a provider needs safety or attendee information, they request it directly from the adult under their own privacy notice.

Personal and shared planner data

Medication, vitamin, dental and eye-test reminders and doctor appointments are saved on your own device in current versions. They do not sync or enter shared family planners. Browser-only entries do not provide background reminder alerts. Older synced entries may still be present: their owner can review, move or delete them, and can contact us for help. Current family access excludes those identified health entries. Please avoid medical records or other sensitive details in ordinary synced notes and messages. A reminder is not medical advice or a medical device.

Personal favourites and planner entries can be stored against your account and synchronised between your signed-in devices. Shared planner entries and shared favourites are available to adults with the permission granted by that planner's owner. An editor can change shared items; a viewer has read-only access. Access can be removed through sharing controls. Optional device-side participant labels and saved activity contacts are not included in that sharing or synchronisation. A private planner connection does not reveal an individual's identity to the provider; actual bookings have the separate adult-account disclosure described above.

Subscription cancellation does not itself delete these records. Paid access may end while records remain subject to the retention and account-deletion rules below. Clearing device storage can remove local-only labels and contacts even where the corresponding account-held planner item remains.

Private invitations, shared meeting locations and messages

For event invitations we process the organiser's and guests' account references, chosen event names or nicknames, invitation-token/security records, membership and approval state, confirmation codes, preferences, relevant event/timetable history and messages with sender references and timestamps. We also record versioned adult/safety declarations, terms acceptance and privacy acknowledgement. These declarations do not independently verify age or identity.

Anyone holding a valid invitation link can see the organiser's chosen name before signing in or joining. It is not the payment cardholder's name. The preview does not publish the organiser's login email, billing details, guest list or conversation. Basic event details, including the title, date, time and meeting details, can be visible to link holders before joining unless the organiser deliberately hides them. Review the preview before sharing, especially if it includes a private address or information about a child. The organiser is told about chosen-name visibility before creating a link. The message they deliberately copy/share through another service can also contain details they choose to include.

After sign-in, a recipient may review suggested reminder timings where available and request access. The organiser approves a request using its account-bound confirmation code. Approved participants see the deliberately shared event details, meeting pin or meeting URL, chosen participant names and conversation. They do not receive the organiser's whole planner, saved child labels or private notes. A meeting pin records an intended destination, not proof of attendance. We do not collect a continuous GPS history to record private meetings.

Provider-user enquiries and booking conversations also contain the message body, the relevant adult account/provider or booking reference, staff/sender references, timestamps and applicable read/delivery state. Relevant authorised provider staff can read their organisation's conversations; unrelated providers and event guests cannot. Do not use these conversations for unnecessary medical records, children's private information or other sensitive details.

We use these records to provide the requested communication/sharing service (contract with the account holder), and proportionately to prevent abuse, handle complaints and protect users (legitimate interests). Applicable legal obligations provide a separate basis where required. Special-category or criminal-offence information requires additional conditions where applicable; ordinary terms acceptance is not blanket consent to process any sensitive data.

Messages are processed on our servers and are not end-to-end encrypted. Access by authorised operators must be necessary for a specific support, security, safety, rights or legal matter. Payment does not authorise unrestricted staff access or access to another person's unrelated conversations. We may preserve and disclose relevant records where legally required or otherwise lawfully justified, after considering the request and limiting its scope.

Creating an account or accepting an invitation does not start a personal Parent Plus trial or subscription. A separate eligible plan/checkout confirmation is required. Free guests' records receive the same privacy protection.

Private activity contacts on your device

You can save a private phone number for an activity in the mobile app, either by typing it or choosing a contact on your iPhone. The iPhone picker lets you select one contact without giving Activity Atlas access to your whole address book. You choose the number and confirm before the app saves the selected name and number. Other address-book fields and contact identifiers are not kept.

Your saved contact is kept in secure, device-only storage for your account. It is not uploaded to our servers, synced to other devices, included in family sharing, or added to a public provider listing. It is a separate copy, so later changes in your phone book do not update it automatically. You can edit or remove it from the activity's contact control without changing your phone book. Account deletion also removes these saved contacts from the device where you delete the account.

Location privacy in the mobile app

If you allow location access, Activity Atlas uses your location while you use the app to show nearby activities. The app may keep a recent current-location fix only on your device to make nearby searches faster. When you search nearby, the app may send your search area or coordinates to our servers so we can return nearby activities, but we do not store a live location history, track your location in the background, or use live GPS to target advertising. If you choose nearby alerts, we store only the town or postcode district you confirm so that we can notify you while the app is closed. The notification area picker removes the full postcode on your device. “Use current area” sends a coarse location cell to suggest a district; you confirm the district before we save it. This does not enable continuous location access or change your area when you move the map.

4. Why we use data and our legal bases

Where we rely on consent, you can withdraw it at any time. Withdrawing consent does not affect processing that happened before withdrawal.

5. Marketing and service updates

Activity updates and reminders are app-only. These include booking confirmations and decisions, trial reminders, provider schedule changes and cancellations, waitlist offers and review prompts. Recent updates keeps your activity history and read/unread status even when phone alerts are off. Shared announcements use one message with an individual account reference; private booking updates remain access-controlled. Push delivery requires a registered device, the relevant app preference and phone permission. We do not send these activity messages by email. Sign-in, security, subscription and provider business emails are separate.

“Nearby activities, events & offers”, alerts when favourites join, and reminder-match alerts are optional and off until you choose them. The nearby choice includes local trial offers. Older discovery consent is not silently expanded into promotional consent. An existing email preference is not treated as permission for app alerts. Area matching uses your chosen postcode district, or town when no district is supplied. It does not use a child’s private name or age. Change or turn off these choices in Notifications. Turning off nearby activities and offers removes the chosen alert area from the current alert preference; historical updates remain available until account deletion. Connecting a reminder to a class also requires your choice; you can turn its provider updates off later.

6. Who we share data with

We do not sell your personal data.

We share personal data only where needed:

• with activity providers when you book their activity: the adult account and booking details needed to manage attendance, excluding your private participant labels and birth details;
• with payment providers such as Stripe and Apple for subscriptions where available; activity-booking payments and payouts are not currently enabled;
• with hosting, storage, email, app distribution and technical service providers who help run the service under contract;
• with Cloudflare where needed to deliver and protect the website and perform human verification on public write forms;
• with professional advisers, insurers, regulators, authorities, courts or law enforcement where required or reasonably necessary;
• with a buyer, successor or reorganised business if Activity Atlas is sold or reorganised, subject to appropriate safeguards.

Providers receive only the booking/attendance information they need for the activity. We do not give providers your contact details for their own marketing in V1. Provider service messages and any opted-in local news or promotions are sent through Activity Atlas. If you connect a planner item to a provider's activity, the provider sees only aggregate numbers (for example, how many families are connected or were notified about a cancellation) — never which families, and never names or contact details.

7. Where data is stored and international transfers

Hosting, email and backup suppliers

• netcup GmbH hosts our application and databases in Germany, processing the account, planner, communication and other service records described here.
• Amazon Web Services (Amazon SES) delivers sign-in emails and opted-in provider operational emails through its London service region. It processes recipient addresses, email content and delivery information. Private-message notifications use generic wording rather than conversation excerpts.
• Apple iCloud Mail receives correspondence sent to our support mailbox, including your email address, message and attachments you choose to send. Avoid sending unnecessary sensitive information; contact support for an appropriate route when a case needs private evidence.
• Remote app notifications use Expo Push Service and the applicable Apple APNs or Google FCM delivery service. They process device/push identifiers and delivery data. Private-message alerts use generic wording; device-local reminders do not need a remote push delivery service.
• Hetzner Online GmbH is our selected supplier for separate backup storage in Germany. Initial database and recovery-configuration backups have been encrypted before upload. Scheduled backup operation and real recovery verification are being completed.

This supplier information is available through this Privacy Policy on the website and from the app's About/Privacy link. Our supplier processing agreements are company records; users do not need to accept those contracts.

Our main application and database are hosted in Germany, in the European Economic Area, using netcup GmbH. UK to EEA transfers are covered by the UK's adequacy recognition of the EEA.

Some third-party services, such as payment platforms, app-store platforms, email services or storage providers, may process data in other countries. Where personal data is transferred outside the UK or EEA, we rely on an appropriate transfer mechanism such as adequacy regulations, standard contractual clauses, the UK International Data Transfer Addendum, or equivalent safeguards.

8. How long we keep data

We keep personal data only as long as needed for the purposes in this policy.

Event conversations and shared schedule history normally remain available while the event is active and for 30 days after a finite event ends or its source is removed. Pending and inactive guest requests and processed delivery records are normally removed after 30 days. A repeating event with no end date remains active until ended or removed. When you delete your account we remove your membership, redact messages you authored and disable your invitations. Other adults' messages can remain during the short event-history period; their own copies elsewhere are outside our control. Selected safety reports have a separate restricted case copy, normally retained for up to two years after receipt, with a documented extension where a particular legal, safeguarding or dispute need requires it. Extensions have a basis, review date and end date; we do not retain every chat for a possible future police request.

Guest provider drafts expire from browser storage after 30 days. Private trial-person labels remain on that device until its local data is removed. Clearing them does not reset the one-trial-per-person rule. Recent updates lets you load older activity updates and keeps read/unread state. Its account delivery records and your offer passes are removed on account deletion, subject to the limited legal/security retention described above. My offers displays the latest 100 passes; your data export includes all passes and your provider promotion payment summaries. Aggregate claim totals do not identify the people who used an offer.

Shared event records can remain necessary for other approved participants after one person leaves, cancels or removes their own planner entry. A cancelled card or read-only conversation is not erased merely by removing that entry. Requests for erasure are considered under the data-rights process; we retain only what remains justified, including limited evidence needed for legal claims or safety. Relevant preservation holds are scoped and reviewed. We do not retain all messages or locations indefinitely simply for possible future law-enforcement requests. Ask support about records not included in the current self-service export; the right of access also covers relevant records outside that tool, subject to lawful limits protecting other people.

9. How we protect data

We use technical and organisational measures designed for a small production service, including:

• HTTPS/TLS for public website and app connections;
• private server and database access;
• role-based access controls and least-privilege staff access;
• rate limiting and abuse prevention;
• audit logging for important account/provider actions;
• minimisation of child and participant data;
• local device/browser labels for participant names;
• rejection of names and birth details in current trial booking requests;
• generic private-message push alerts without conversation excerpts or device-private child labels;
• reminder alarms scheduled and stored on your device, with an on-device record of which account set them; they are switched off on that device when you sign out, switch account or lose access to an item, while the activities you planned stay in your account.

No internet service can be guaranteed perfectly secure, but we work to prevent, detect and respond to security issues.

10. Your rights

Under UK data protection law, you may have the right to:

• access a copy of your personal data;
• correct inaccurate data;
• delete data;
• restrict or object to some processing;
• receive certain data in a portable format;
• withdraw consent where we rely on consent;
• complain to the ICO.

You can export a copy of account data and delete your account from the product settings where those features are available. You can also contact us at support@activityatlas.co.uk. We normally respond to rights requests within one month.

You can complain to the ICO at ico.org.uk, although we would appreciate the chance to help first.

Privacy complaints

Use our contact form or email support@activityatlas.co.uk and say that your concern is about personal data. Tell us what happened and the outcome you want, without sending unnecessary sensitive information. We acknowledge a data-protection complaint within 30 days of receipt, make appropriate enquiries, keep you informed and give an outcome without undue delay. We may ask for enough information to identify the issue or verify authority to act. You can raise an unresolved concern with the ICO; you do not have to give up that right to use our process.

14. Device transfers and bin calendars

Participant labels and optional birth details normally stay on your device. If you choose the app-to-browser label-transfer tool, an encrypted, short-lived transfer is carried in a URL fragment to the browser you pair. The receiving browser decrypts and stores the selected labels locally. Activity Atlas's server does not receive that fragment or a label upload through this tool. Treat the transfer link as private, use only a browser you control and clear it on shared devices. This is a specific label-transfer tool, not end-to-end encryption of planner records or chat.

The optional bin-calendar feature opens UK Bin Day inside an app browser. The postcode or address you enter there is sent directly to that separate service, which is responsible for its own processing. Your device stores the household reference, calendar-feed address, collection dates and reminder choices and fetches updates directly. Activity Atlas does not upload your bin-calendar address, household reference or feed to your account. The external site receives normal web connection information and may use its own cookies or storage. Review its information before entering an address. Remove the bin calendar in the app to remove the local setup.

15. Reporting and private notification content

Use Report or block beside a private message or contact us for safety help. A report sends the selected message, sender reference and relevant conversation context, including a shared event pin/time where relevant, to authorised safety staff. Access to the safety evidence console and decisions is logged. We may restrict messaging and review appeals through our support process. Blocking stops new direct account/provider messages; inside an event it hides messages and message alerts between the blocked accounts. It does not remove the person from the group or hide meeting details from them: leave or remove membership for that. You can manage your blocks separately. Other members may still see messages.

Private message text is available after you open the authenticated service. External push alerts and opted-in provider message emails use generic wording; delivery services still receive the necessary device/email address and routing metadata. Public provider announcements may contain their published text. Local reminders are generated on your own device and may show your chosen local label according to your phone's lock-screen settings.

11. Automated decision-making

We do not make decisions about you that have legal or similarly significant effects using solely automated processing. We do not profile children for marketing.

When a provider joins Activity Atlas and lists an activity you already have in your planner, we may match on the venue and activity type to suggest connecting the two. The suggestion is only a prompt: nothing changes unless you accept it, the matching never uses your child's details, and providers are not told who matched.

12. Cookies

Our Cookie Policy explains how we use cookies, local storage and similar technologies.

13. Changes

We may update this policy. If we make material changes, we will notify users in a reasonable way, for example in the app, on the website, by email, or by asking for renewed acceptance where appropriate.