Privacy Policy

Last updated: 13 October 2025

1NCLU5IVE SANDBACH is committed to protecting your privacy and personal data. This policy explains how we collect, use, and safeguard your information in compliance with UK GDPR.

1. Who We Are

1NCLU5IVE SANDBACH is a Charitable Incorporated Organisation registered with the Charity Commission for England and Wales (Charity No. 1171679).

Data Controller: 1NCLU5IVE SANDBACH
Contact: privacy@1nclu5ivesandbach.org.uk

2. What Information We Collect

We may collect the following types of personal data:

Information You Provide Directly

• Contact details: Name, email address, phone number, postal address
• Demographic information: Age, postcode (to verify you're in our service area)
• Accessibility needs: Information about mobility, sensory, or communication needs to ensure we provide appropriate support
• Health information: Only if you choose to share it (e.g., for peer support sessions or safeguarding purposes). This is "special category" data under UK GDPR and requires your explicit consent.
• Volunteering details: Skills, availability, DBS check status (where required)
• Donation information: Name, amount, payment method (processed securely via PayPal/Stripe – we do not store payment card details)

Information Collected Automatically

• Website analytics: IP address, browser type, pages visited, time on site (via privacy-respecting analytics)
• Cookies: See Section 8 below

3. How We Use Your Information

We use personal data for the following purposes:

• Service delivery: To provide activities, peer support, and advocacy services
• Communication: To respond to enquiries, send event updates, and share newsletters (with your consent)
• Accessibility: To ensure venues and activities meet your needs
• Safeguarding: To protect the wellbeing of community members (legal obligation)
• Volunteer management: To coordinate roles, provide training, and reimburse expenses
• Fundraising: To process donations and thank supporters (legitimate interest)
• Compliance: To meet legal and regulatory obligations (e.g., charity reporting)
• Improvement: To evaluate and improve our services

4. Legal Basis for Processing

Under UK GDPR, we must have a lawful basis for processing your data:

• Consent: You've given clear permission (e.g., newsletter signup, sharing health information)
• Contractual necessity: To deliver services you've requested
• Legal obligation: Safeguarding duties, charity reporting requirements
• Legitimate interests: Running our charity effectively, improving services, thanking donors – balanced against your rights and freedoms

5. Who We Share Your Data With

We do not sell or rent your personal data. We may share information with:

• Service providers: Email platforms (Mailchimp), payment processors (PayPal/Stripe), website hosting – under strict data processing agreements
• Regulatory bodies: Charity Commission, HMRC (for Gift Aid), ICO (if required)
• Safeguarding authorities: Police, local authority safeguarding teams – only when necessary to protect someone from harm
• Professional advisors: Lawyers, accountants (under confidentiality obligations)

We will never share your data with third parties for marketing purposes without your explicit consent.

6. How Long We Keep Your Data

We retain personal data only as long as necessary:

• Event participants: Contact details kept for 12 months after last attendance (unless you request deletion sooner)
• Volunteers: Records kept for 6 years after you stop volunteering (charity best practice)
• Donors: Financial records kept for 7 years (legal requirement); contact details until you opt out
• Safeguarding records: Retained indefinitely where required by law or safeguarding duty
• Website analytics: Aggregated data retained indefinitely; identifiable data deleted after 26 months

7. Your Rights

Under UK GDPR, you have the following rights:

• Access: Request a copy of the personal data we hold about you
• Rectification: Ask us to correct inaccurate or incomplete data
• Erasure: Request deletion of your data (subject to legal/safeguarding obligations)
• Restriction: Limit how we use your data in certain circumstances
• Portability: Receive your data in a machine-readable format
• Object: Opt out of processing based on legitimate interests or direct marketing
• Withdraw consent: If we're relying on consent, you can withdraw it at any time

To exercise any of these rights, email privacy@1nclu5ivesandbach.org.uk. We'll respond within 30 days.

You also have the right to complain to the ICO (Information Commissioner's Office) if you're unhappy with how we've handled your data: ico.org.uk

8. Cookies

Our website uses minimal cookies:

• Essential cookies: Required for the site to function (e.g., form submissions, session management)
• Analytics cookies: Help us understand how visitors use the site (we use privacy-focused analytics that anonymise IP addresses)

We do not use cookies for advertising or tracking across other websites. You can disable cookies in your browser settings, though some features may not work properly.

9. Security

We take data security seriously:

• Secure (HTTPS) website with SSL encryption
• Password-protected databases and encrypted backups
• Access controls – only authorised staff/volunteers can view personal data
• Regular software updates and security patches
• Volunteer training on data protection and confidentiality

While we implement robust safeguards, no system is 100% secure. If we experience a data breach that poses a risk to your rights, we'll notify you and the ICO as required by law.

10. Third-Party Links

Our website contains links to external sites (e.g., Facebook, Charity Commission). We're not responsible for their privacy practices – please review their policies before sharing personal data.

11. Children's Privacy

Our services are designed for adults (18+). We do not knowingly collect data from children. If you believe we've inadvertently collected a child's data, please contact us immediately.

12. Changes to This Policy

We may update this policy to reflect changes in law or our practices. The "last updated" date at the top shows when changes were made. Significant changes will be highlighted on our homepage and communicated to active participants/volunteers.

13. Contact Us

Questions, concerns, or requests about your data?
Email: privacy@1nclu5ivesandbach.org.uk
Or use our contact form.