Your Information

Your right to privacy is very important to us and we recognise that, when we collect your personal information, you should be able to trust us to act in a responsible manner. This notice tells you what you can expect when we hold your information and what your rights are.

The type of personal information that we collect

We currently collect and process the following information

• Name and title
• Contact address
• Email address
• Demographic information such as postcode
• Other information relevant to the relationship held with the individual
• Financial information, such as staff bank details and whether you are a tax payer (for people who have opted to participate in our Gift Aid Scheme)
• Your association with the organization e.g. staff, volunteer, member, carer, donor. This list is not exhaustive.
  
  

When a person applies for a paid job or volunteer role at Our Space, we request information regarding previous/current employment, education, criminal convictions and personal demographic data.

 

Why do we collect this information? 

Information is collected for a variety of reasons:

The information we hold about you allows us to keep you informed about events at Our Space, for example about our sessions, events and fundraising campaigns

Also, for families with children and young people who attend Our Space sessions and playschemes, gathering specific information about children’s medical needs, likes and dislikes ensures that staff can deliver the best possible care. We also need to ensure that we know who to contact in the event of an emergency.

For staff members and volunteers, information is collected during the recruitment process and for staff, bank account details, national insurance numbers and addresses are shared with VAST, Voluntary Access Stoke-on-Trent as they provide our payroll.

Information is also collected and used where we have a statutory duty to do so. We have a legal obligation to process safeguarding related data about our members should we have concerns about their welfare, this includes sharing such concerns with relevant agencies.

How we collect information

Your information may be collected in various ways including:

• Verbally
• Paper form
• Telephone
• Email
• Via the website/internet.

There will be many reasons why we may collect your information such as if you are:

• supporting and/or making a donation to Our Space
• Registering for an event or campaign
• Enquiring about our services and accessing our sessions
• Applying for a volunteer role or job
• Working or volunteering at Our Space
• Submitting a general enquiry
• Participating in our Gift Aid Scheme
• Making a complaint.

Independent event organisers, such as fundraising sites like Just Giving, may pass your information to us. They will only do so when you have indicated that you wish to support Our Space, and with your consent.

We may process your personal information for our legimate business needs. We collect your personal information because we need it to help us to fulfil your requests, provide sessions for our members and to keep in touch with you.

This will include things such as:

• to help us to modify and improve our services and communications for the benefit of our supporters
• to provide information that you have requested.
• To process financial transactions such as donations or processing Gift Aid with HMRC.
• Keeping a record of emails or phone calls between us.
• Contacting members, supporters and new businesses about our fundraising campaigns, events and appeals for volunteers or for items such as raffle prizes.
• Responding to complaints or queries and dealing with any legal claims.

Information may be collected directly from you or information about you may be gathered from other sources with your permission.

Information that we obtain will be stored in our system for the purpose(s) specified.

Managing personal data

We are responsible for managing the information we hold and we recognise that this information is important to you. We take our responsibilities seriously and use personal information fairly, correctly and safely in line with the legal requirements set out by the General Data Protection Regulations (GDPR).

How we use your personal data

We will use your personal information for a limited number of purposes and always in line with our responsibilities, where there is a legal basis to do so and in line with your rights under the GDPR. When we collect personal data from you, we will only use it to provide services you have requested or require. We will not collect any personal data from you that we do not need.

We will use the information you provide in order to:

• Deliver our services and understand your needs
• Maintain and update your personal records or contact details
• Contact you where necessary
• Obtain your opinion and feedback about the services we provide
• Ensure we fulfil our legal obligations

How do we store your information?

Your information is stored securely and is only viewed by Our Space Management, and other Staff only on a ‘need to know’ basis. We would never share any information about you or your child without your permission unless required by law to do so.

The amount of time information is kept before being disposed of will vary depending on why it was collected, how it is used and in line with any applicable UK laws.

Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:

(a) Your consent. You are able to remove your consent at any time. You can do this by contacting our Head of Charity at [email protected]

(b) We have a contractual obligation.

(c) We have a legal obligation.

(d) We have a vital interest.

(e) We need it to perform a public task.

(f) We have a legitimate interest. Legitimate interest means the interest of Our Space in the way we carry out our work to enable us to give you the best service/products and the best and most secure experience.

Your rights 

Under the GDPR you have the right to:

• Access the information we hold about you. This information is usually provided free of charge but we may charge depending on the administrative costs of providing the information. You have the right to request this in machine-readable form so that it can, if required, be transferred to a third party.
• Request that we rectify any information about you that is incorrect. Simple inaccuracies such as address changes will be made. Depending on the purpose for processing, records (including statements and opinions) may not be changed. However, there may be the option for you to provide a supplementary statement which can be added to our records.
• Request that records we hold about you are erased.
• Restrict processing of the information we hold about you if you have an objection to that processing whilst your objection is investigated.
• Request that any information you have provided to us is given back to you in a format that you can give to another service provider if required.
• Make a complaint to a supervisory authority if you are not satisfied with how the information held about you has been handled.

How to contact us

Please contact us if you have any questions about our privacy policy, information we hold about you, or have a complaint about privacy or misuse of personal data.

Email [email protected] 

Post to:

Jane Smith

Head of Charity

Our Space (Staffs) Ltd

The Brook Centre

Stanier Street

Newcastle

Staffs
ST5 2SU

We hope that you enjoy receiving information from Our Space and that you will continue to do so, however, if you do wish us to remove your contact details, then you can let us know at any time. If you would like to see a copy of the information that we hold about you and/or your child, or you would like to see our data protection policy, please ask and we can provide this.

We will only send you information if you have agreed for us to do so. You can opt out of this at any time by emailing [email protected] 

This policy was adopted on 04 June 2018

It was last reviewed on 12 March 2025

It is due for review no later than 12 March 2026