Privacy Policy
Participate Projects privacy notice
This privacy notice tells you what to expect us to do with your personal information.
- Contact details
- What information we collect, use, and why
- Lawful bases and data protection rights
- Where we get personal information from
- How long we keep information
- Who we share information with
- How to complain
Contact details
Participate Projects, Carr Lane, Shipley, West Yorkshire, BD18 2NQ
What information we collect, use, and why
We collect or use the following information to provide services and goods, including delivery and third party referrals:
- Names and contact details
- Gender
- Addresses
- Photographs or video recordings
- Service use history
- Dietary information (including allergies and health conditions)
- Information about support requirements
- Criminal offence data
- Records of meetings and decisions
- Website user information (including user journeys and cookie tracking)
- Information relating to compliments or complaints
We also collect or use the following special category information to provide services and goods, including delivery and third party referrals. This information is subject to additional protection due to its sensitive nature:
- Racial or ethnic origin
- Health information
- Sexual orientation information
We collect or use the following information to receive donations or funding and organise fundraising activities:
- Names and contact details
- Addresses
- Donation history
- Visitors to our stores and website
We collect or use the following personal information for service updates or marketing purposes:
- Names and contact details
- Addresses
- Marketing preferences
- Recorded images, such as photos or videos
- Records of consent, where appropriate
We collect or use the following personal information for research or archiving purposes:
- Names and contact details
- Addresses
- Recorded images, such as photos or videos
- Records of consent, where appropriate
We also collect or use the following special category information for research or archiving purposes. This information is subject to additional protection due to its sensitive nature:
- Racial or ethnic origin
- Health information
- Sexual orientation information
We collect or use the following personal information to comply with legal requirements:
- Name
- Contact information
- Identification documents
- Any other personal information required to comply with legal obligations
- Health and safety information
- Safeguarding information
- Criminal offence data
We collect or use the following personal information for recruitment purposes:
- Contact details (eg name, address, telephone number or personal email address)
- Date of birth
- National Insurance number
- Copies of passports or other photo ID
- Employment history (eg job application, employment references or secondary employment)
- Education history (eg qualifications)
- Right to work information
- Details of any criminal convictions (eg Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks )
We also collect or use the following special category information for recruitment purposes. This information is subject to additional protection due to its sensitive nature:
- Health information
We collect or use the following personal information for dealing with queries, complaints or claims:
- Names and contact details
- Address
- Purchase or service history
- Information relating to health and safety (including incident investigation details and reports and accident book records)
- Correspondence
We also collect or use the following special category information for dealing with queries, complaints or claims. This information is subject to additional protection due to its sensitive nature:
Lawful bases and data protection rights
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.
Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:
- Your right of access – You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.
- Your right to rectification – You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
- Your right to erasure – You have the right to ask us to delete your personal information. Read more about the right to erasure.
- Your right to restriction of processing – You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.
- Your right to object to processing – You have the right to object to the processing of your personal data. Read more about the right to object to processing.
- Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.
- Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.
If you make a request, we must respond to you without undue delay and in any event within one month.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
Our lawful bases for the collection and use of your data
Our lawful bases for collecting or using personal information to provide services and goods, including delivery and third party referrals are:
- Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
- Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
- Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Our lawful bases for collecting or using personal information to receive donations or funding and organise fundraising activities are:
- Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
- Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Our lawful bases for collecting or using personal information for service updates or marketing purposes are:
- Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Our lawful bases for collecting or using personal information for research or archiving purposes are:
- Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Our lawful bases for collecting or using personal information to comply with legal requirements are:
- Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Our lawful bases for collecting or using personal information for recruitment purposes are:
- Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
- Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:
- Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
- Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Where we get personal information from
- Directly from you
- Charities or voluntary sector organisations
- Schools, colleges, universities or other education organisations
- Councils and other public sector organisations
- Previous employers
How long we keep information
| Case Work / Client Work | 2 Years (unless otherwise agreed in writing due to contract requirements) |
| Financial Information | 10 Years |
| Employment Records | 7 years |
| Donors | 6 Years |
| Marketing | 6 Years since last interaction (with opt out) |
| Insurance | 40 Years |
| Contracts | 6 Years |
For more information on how long we store your personal information or the criteria we use to determine this please contact us using the details provided above.
Who we share information with
Others we share personal information with
- Insurance companies, brokers and other intermediaries
- Charities and voluntary organisations
- Organisations we need to share information with for safeguarding reasons
- Emergency services
- Local authorities or councils
- Relevant regulatory authorities
- Organisations we’re legally obliged to share personal information with
How to complain
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow
Cheshire, SK9 5AF // Helpline number: 0303 123 1113 // Website: https://www.ico.org.uk/make-a-complaint