Hope For Families ("we", "us", "our") is committed to protecting your privacy. This policy explains how we collect, use and look after your personal information when you interact with our website, attend our programmes or contact us.
1. Who We Are
Hope For Families is a Scottish Charitable Incorporated Organisation (SCIO) registered with the Office of the Scottish Charity Regulator (OSCR) under charity number SC053715. We are based in Dundee, Scotland and are the data controller for the personal data we hold about you.
For data protection enquiries, contact us at:kelechioliora@gmail.com
2. Information We Collect
Information you give us directly
- Contact information — name, email address, phone number when you contact us, register for an event or sign up to our newsletter.
- Participation information — details about your family, children's ages, medical needs or additional requirements when joining a programme.
- Donation information — if you donate through our website or via JustGiving, we may receive your name and, with your permission, Gift Aid declaration details.
- Volunteer information — your skills, availability and references when you apply to volunteer.
Information we collect automatically
- Website usage data — pages visited, time spent, referring website. This is collected anonymously via cookies. See our Cookie Policy.
We do not collect sensitive personal data (such as ethnicity, health or religion) unless you choose to share it with us and we have a clear reason for processing it.
3. How We Use Your Information
| Purpose | Legal Basis |
|---|---|
| Running our programmes and events | Legitimate interests / Contract |
| Keeping you informed about our work (newsletter) | Consent |
| Processing volunteer applications | Legitimate interests |
| Safeguarding children and vulnerable adults | Legal obligation / Vital interests |
| Financial management and Gift Aid claims | Legal obligation |
| Improving our website and services | Legitimate interests |
4. Sharing Your Information
We do not sell or rent personal data. We may share your information with:
- Statutory agencies (e.g., Dundee City Council, Police Scotland) where required to fulfil our safeguarding or legal obligations.
- Funders and commissioners — anonymised or aggregated data only, to report on the impact of funded activities.
- Service providers who help us operate (e.g., email platforms, website hosting) — only those bound by confidentiality agreements and UK GDPR obligations.
- HMRC — Gift Aid declarations where you have authorised us to make a claim.
5. How Long We Keep Your Information
- Programme participation records: Duration of participation + 3 years.
- Safeguarding records: As required by the Dundee Child Protection Committee — typically until a child's 25th birthday.
- Financial records: 7 years from the end of the financial year, as required by HMRC.
- Newsletter subscribers: Until you unsubscribe.
- General correspondence: 2 years from the last contact.
6. Your Rights
Under UK GDPR you have the right to:
- Access a copy of the personal data we hold about you.
- Correct inaccurate or incomplete information.
- Erase your data (the "right to be forgotten") where we no longer have a legal basis to hold it.
- Restrict how we use your data while a complaint is being investigated.
- Object to processing based on legitimate interests.
- Withdraw consent at any time, where consent is the legal basis we rely on.
- Data portability — receive your data in a machine-readable format.
To exercise any of these rights, contact us at kelechioliora@gmail.com. We will respond within one calendar month.
You also have the right to lodge a complaint with the UK's data protection regulator, theInformation Commissioner's Office (ICO), at ico.org.uk.
7. Security
We take appropriate technical and organisational measures to keep your personal data secure, including encrypted data storage, restricted staff access and regular security reviews. In the event of a data breach that is likely to cause harm to individuals, we will notify the ICO within 72 hours and affected individuals without undue delay.
8. Changes to This Policy
We may update this policy from time to time. Any changes will be posted on this page with an updated review date. Where changes are significant, we will notify you by email if you are a registered participant or newsletter subscriber.
9. Contact Us
For any questions about this policy or how we handle your personal data:
Hope For Families
Dundee, Scotland
Charity number: SC053715
Email: kelechioliora@gmail.com