1. Who can take part?

The campaign is open to children living in the United Kingdom. All submissions must be made with the knowledge and permission of a parent or legal guardian aged 18 or over. No purchase is necessary to take part.


2. Campaign period

The campaign opens on 17 August 2026 and closes on 30th September 2026. Letters must be received during this campaign period to be eligible for consideration for a reply. Letters received before or after these dates may not receive a response.

 

3. How to take part 

 

Children can submit a letter in one of two ways: 

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1. By post, by writing FREEPOST THE COLLECTIVE clearly on the front of the envelope and placing it in       a Royal Mail postbox. No stamp or payment is required from the sender,

 

or 

 

2. Digitally, through the designated submission form on The Collective's campaign website. 

 

Only one reply per child may be issued. The Collective reserves the right to decline duplicate, incomplete, inappropriate or otherwise invalid submissions. ​

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4. Availability of replies 

 

The Collective intends to provide up to 2,000 handwritten and personalised replies, which will be allocated on a first come, first served basis, subject to receipt of a valid submission and the availability of the campaign team. 

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The Collective may, at its sole discretion, choose to respond to additional letters beyond the initial 2,000. However, this is not guaranteed. 

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Submitting a letter does not guarantee or create an entitlement to receive a response, gift or any other benefit from The Collective. 

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Replies are offered free of charge as part of this campaign and have no cash value. They cannot be sold, exchanged, transferred, substituted for cash or redeemed for any monetary equivalent or other form of compensation. 

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5. Reply timings 

 

The Collective aims to send replies within approximately 2 weeks of receiving a valid letter. However, this is an estimate only and may vary depending on the volume of submissions received, team capacity, postal delays and other circumstances outside The Collective's reasonable control. 

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If more than one month has passed and a reply has not been received, parents or guardians can contact letterswap@thecollective.co.uk. 

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Contacting The Collective does not guarantee that a reply will be available or that a replacement can be provided.

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6. Gifts 

 

Some reply packages may include a small complimentary gift from The Collective to help children start the school year with a little extra fun. 

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Gifts are subject to availability, may vary throughout the campaign period and are not guaranteed. The nature, design and contents of any gift may change without notice. 

 

No cash or monetary alternative is available. Gifts cannot be exchanged, transferred, sold or substituted for any other item. 

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7. Postal services and delivery

 

The Collective will take reasonable steps to send eligible replies to the postal address provided. 

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However, postal services are operated by third parties, including Royal Mail, and are outside The Collective's direct control. To the fullest extent permitted by law, The Collective cannot accept responsibility for letters or replies that are lost, delayed, damaged, misdirected, incorrectly addressed or not received as a result of postal services or other circumstances outside its reasonable control. 

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The Collective cannot guarantee that any letter sent to us will arrive safely, or that any reply dispatched by The Collective will be successfully delivered or received. 

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8. Information needed to send a reply

 

To provide a personalised response, The Collective may need to collect limited personal information, which may include: 

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- The child's first name.

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- The child's age or age range, where requested.

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- The name and contact details of their parent or legal guardian. 

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- A home or postal address for delivery of a physical reply.

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- An email address where required for digital submissions or campaign communications. 

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Parents and guardians should not include unnecessary sensitive or special-category personal information in a child's letter, including medical or health information, details about ethnicity or religion, the child's school name or address, or any other sensitive information that is not necessary for participation in the campaign. 

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9. Privacy and personal data

 

The Collective will process personal information submitted as part of this campaign only where there is a valid lawful basis for doing so and in accordance with applicable UK data-protection legislation, including the UK General Data Protection Regulation and the Data Protection Act 2018. 

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Personal information collected for the campaign will be used only where necessary to: 

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- Administer the School Letter Swap campaign; 

 

- Process and manage submissions; 

 

- Personalise a child's response; 

 

- Send a reply to the postal or email address provided; 

 

- Respond to questions about the campaign; and 

 

- Meet any applicable legal or regulatory requirements. 

 

Personal information provided for the purposes of this campaign will not be used for marketing purposes unless separate, specific consent has been obtained where required. 

 

Personal information will not be retained for longer than is necessary for the purposes for which it was collected. Following the close of the campaign and completion of all outstanding replies and enquiries, personal information collected specifically for the administration of the campaign- including children's names, postal addresses, parent or guardian contact details and email addresses- will be securely deleted or anonymised by 31st October 2026, except where retention is required by law or necessary for the establishment, exercise or defence of legal claims. 

 

Further information about how personal data is collected, used, stored and protected can be found in The Collective's Privacy Policy. 

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10. Children's letters and submitted content

 

By submitting a letter, the parent or legal guardian confirms that they have given permission for the child to participate in the campaign and for The Collective to receive and process the contents of the letter for the purposes of administering the campaign and preparing a response.

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Letters should not contain offensive, threatening, discriminatory, unlawful or otherwise inappropriate content. The Collective reserves the right not to respond to any submission that it reasonably considers unsuitable. 

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The Collective will not publicly reproduce, publish or use a child's letter, name, image or other identifiable personal information for marketing or promotional purposes without obtaining any additional consent required by applicable law. 

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11. Changes, suspension or cancellation

 

The Collective reserves the right to amend, suspend, extend or withdraw the campaign where reasonably necessary due to circumstances outside its control, including exceptionally high submission volumes, operational difficulties, postal disruption, technical issues or other unforeseen circumstances. 

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Any such action will not affect participants' statutory rights.

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12. Liability

 

Nothing in these Terms & Conditions 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. 

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Subject to the above and to the fullest extent permitted by law, The Collective will not be responsible for loss or damage arising from circumstances outside its reasonable control, including postal delays, lost or damaged mail, incorrect delivery details supplied by a participant or technical failures affecting digital submissions. 

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13. Governing law

 

These Terms & Conditions are governed by the laws of England and Wales. Participants retain any mandatory rights they may have under the laws applicable in the part of the United Kingdom in which they live. 

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14. Promoter

 

The promoter is: 

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Epicurean Dairy Ltd. (The Collective) 

17-19 Foley St., Fitzrovia, London, W1W 6DW  

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For questions relating to the School Letter Swap campaign, please contact letterswap@thecollective.co.uk.