1. About these terms

These terms apply to The Collective School Letter Swap campaign (the ‘Campaign’). By submitting a child's letter, the child's parent or legal guardian agrees to these terms (which may be amended from time to time) on their own behalf and confirms that they have authority to act for the child. 


2. Promoter and contact
 

The promoter is Epicurean Dairy (UK) Limited (company number 07614134), trading as The Collective, whose registered office is YVHQ, Rhodyate, Blagdon, Somerset, England BS40 7YE.  
 

Campaign questions: letterswap@thecollective.co.uk 
 

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3. Who can take part?

 

The Campaign is open to parents or guardians of children aged 4 to 8 years.

The child must be aged 4 to 8 on the date the letter is sent. 

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The Campaign is open only to legal residents of the UK (England, Scotland, Wales, and Northern Ireland).  

 

Every submission must be overseen and made by a parent or legal guardian aged 18 or over.

The adult must review the letter, the privacy information and these terms before submission.

A child must not submit independently. 

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No purchase is necessary. Access to the online route is free.

For the postal route, no postage stamp is required, the sender must only provide an envelope. 

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4. Campaign period

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The Campaign opens at 9am on 24 August 2026 and closes at 11:59pm on 24 September 2026 (GMT).

 

Postal and online submissions must be received during this period.

 

Postal submissions via Freepost arrive in 3 days. A postmark before the closing date is not sufficient if the letter is received after the closing date.

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5. How to take part

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A parent or legal guardian may submit one letter per child in either of these ways: 

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• By post: place the child's letter in an envelope, write Freepost THE COLLECTIVE (in capitals) clearly on the front. Do not include any other address details on the front of the envelope, as this may prevent it from being delivered. Include the child’s return address inside the envelope, as instructed, and place it in a Royal Mail postbox. No stamp is required.  

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• Online: use the designated form on The Collective's Campaign website, complete the adult verification and consent steps, and upload or enter the letter as instructed. 

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The Collective will only send one response per child, whether sent by post or digitally.

Duplicate, incomplete, late, illegible, inappropriate, automated, fraudulent or otherwise invalid submissions may be declined. A valid submission must contain enough accurate information to identify the child's first name and deliver a reply, and must include the required parent or guardian confirmation.

 

Do not include the child's surname, date of birth, school name or address, passwords, medical information, religious or ethnic information, or other private or sensitive details that are not needed for the Campaign. We would suggests Parents urge Children to keep their submission positive.

 

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6. Postal-response limit and additional digital replies 

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We commit to providing 1,500 personalised response letters sent by post across both submission routes. Postal responses will be allocated to the first 1,500 valid submissions received during the Campaign period, on a first received, first served basis.

 

We will endeavour to make clear via the Campaign page and submission journey if 1,500 letters have been received and therefore, if postal responses are no longer available, as soon as reasonably possible. 

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The Campaign includes one personalised response, sent either by post or to the participating adult's verified email address. The response will use psychologist-approved wording and templates and may vary in length, format, degree of personalisation, handwriting or signature style, character voice and presentation depending on the letter received and the Campaign team's capacity. No particular wording, delivery format or outcome is promised. 

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Submitting after the 1,500 postal-response limit has been reached does not create an entitlement to a postal or digital response, gift, refund or compensation. 

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7. Response timing and delivery 

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The Collective will aim to send responses within approximately two weeks after receiving a valid submission. This is an estimate, not a guarantee. Timings may be affected by submission volumes, safeguarding review, team capacity, postal or email disruption, or circumstances outside The Collective's reasonable control. 

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If more than one month has passed since submission and no response has arrived, the parent or guardian may email letterswap@thecollective.co.uk 

 

They should also check their junk or spam folder as a digital reply may apply. Contacting us does not guarantee that a response or replacement is available. 

The Collective will take reasonable steps to address and send eligible replies correctly.

 

To the fullest extent permitted by law, The Collective is not responsible for letters, emails or replies that are lost, delayed, damaged, filtered, misdirected or not received because of incorrect information, postal or email services, technical failure or other circumstances outside its reasonable control. 

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8. Complimentary items 

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Some postal response packages may include one or more small complimentary items. The written response itself is the only guaranteed Campaign item; any additional item is discretionary, limited in number, subject to availability and may vary.

 

Digital replies do not include complimentary items. No particular item is guaranteed. Complimentary items have no cash value and cannot be sold back to The Collective, transferred, exchanged or substituted for cash or another item. Complimentary items may include:  
 

• A pencil case

• A set of stickers  

• A Ruler 

• A magnet

• A handwritten response  

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We will ensure any complimentary item is age appropriate before inclusion. 
Complimentary items may vary in colour, design, style, or packaging depending on availability.  

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Coupon for parents and guardians 
 

Postal response packs may also include a no-purchase-necessary coupon entitling the child’s parent or guardian to one free pack of The Collective Suckies Blueberry & Oats or Suckies Berries & Cherries.

 

The coupon is provided for use by an adult, and its inclusion is not dependent on the content, quality or nature of the child’s letter. Redemption is subject to the separate terms and conditions printed on the coupon. There are 1,500 coupons available.  

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9. Child-appropriate content and safeguarding 

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The Campaign is a parent-supervised creative activity focused on school-related excitement. It is not a counselling, therapy, crisis or confidential support service. The Collective do not provide professional advice, cannot respond to worries or concerns, and cannot promise secrecy or ongoing support. 

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A small, trained Campaign team will read letters to prepare replies. If a letter suggests that a child or another person may be unsafe, at risk of harm or in need of help, The Collective may pause the usual reply process and share relevant information with its safeguarding advisers, emergency services, local authorities or another appropriate organisation where this is considered necessary and lawful in line with The Collective’s internal escalation process. The Collective will use only the information needed for that purpose. 

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The Collective will not respond any content in the submitted letters it reasonably considers offensive, threatening, discriminatory, unlawful, unsafe, exploitative or otherwise unsuitable. 

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10. Privacy and use of submitted content 

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The Collective uses Campaign personal information to receive and administer submissions, personalise and send responses, handle questions or complaints, keep the Campaign safe, and meet legal obligations. It does not use Campaign details for marketing.

  

The Collective will not publish or use a child's letter, drawing, name, image or other identifying information in marketing or publicity without consent. 

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More information is  available in the Adult Campaign Privacy Policy and the Children's Privacy Policy supplied alongside these terms. 

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11. Changes, suspension or cancellation 

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The Collective may amend, suspend, extend or withdraw the Campaign where reasonably necessary because of circumstances outside its control, such as exceptional demand, safeguarding concerns, operational difficulties, postal disruption or technical failure. Where possible, important changes will be communicated promptly and will not disadvantage people who have already submitted valid letters. Statutory rights will not be affected. 

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12. Liability 

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Nothing in these terms excludes or limits liability where it would be unlawful to do so, including liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation. Subject to that, and to the fullest extent permitted by law, The Collective is not responsible for loss or damage caused by circumstances outside its reasonable control. 

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13. Governing law 

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These terms and any dispute or claim arising out of or in connection with them or its subject matter or formation shall be governed by and construed in accordance with the law of England and Wales. Participants retain any mandatory rights they have under the laws applying in the part of the United Kingdom where they live. ​​​​​​​