The Happiness Hub Derby CIC Privacy Policy

1. Introduction

The Happiness Hub Derby CIC (“we”, “our”, “us”) is committed to protecting and respecting your privacy.

This Privacy Policy explains how we collect, use, store, share, and protect personal information when you:

• visit our website;

• contact us;

• sign up for courses, workshops, or community activities;

• complete referral forms;

• subscribe to newsletters;

• interact with us on social media;

• volunteer with us;

• or otherwise engage with our services.

We are committed to handling personal information fairly, transparently, securely, and in accordance with:

• UK General Data Protection Regulation (UK GDPR);

• Data Protection Act 2018;

• Privacy and Electronic Communications Regulations (PECR);

• and relevant safeguarding obligations.

2. Who We Are

Organisation Name: The Happiness Hub Derby CIC
Organisation Type: Community Interest Company (CIC)
Location: Derby, England, United Kingdom
Email: info@thehappinesshubderby.co.uk
Website: www.thehappinesshubderby.co.uk

For the purposes of UK data protection law, The Happiness Hub Derby CIC acts as the “Data Controller” for personal information processed through our services and website.

3. Information We Collect

We may collect and process the following types of personal information.

A. Identity Information

• Full name

• Date of birth

• Age range

• Gender (where voluntarily provided)

B. Contact Information

• Email address

• Telephone number

• Postal address

• Emergency contact details

C. Wellbeing and Support Information

Where appropriate and voluntarily provided, we may collect:

• wellbeing information;

• accessibility requirements;

• mental health or wellbeing related information;

• information relevant to safeguarding or participant safety;

• referral information;

• and support needs.

This information is treated as special category personal data and handled with additional care and confidentiality.

D. Participation Information

• Course registrations

• Attendance records

• Feedback forms

• Session participation records

• Volunteer records

• Referral information

E. Website Usage Information

When you use our website, we may automatically collect:

• IP address;

• browser type;

• device information;

• pages visited;

• referral sources;

• and website usage analytics.

F. Media and Photographs

With consent where appropriate, we may collect and use:

• photographs;

• videos;

• testimonials;

• and media content from sessions or events.

4. How We Collect Information

We collect personal information when:

• you complete forms on our website;

• you contact us directly;

• you sign up for courses or events;

• a professional referral is submitted;

• you subscribe to newsletters;

• you interact with us on social media;

• you volunteer with us;

• you attend sessions;

• or information is shared as part of safeguarding processes.

5. Lawful Bases for Processing

Under UK GDPR, we rely on the following lawful bases where appropriate.

Article 6 UK GDPR

• Article 6(1)(a) – Consent

• Article 6(1)(b) – Contract or service delivery

• Article 6(1)(c) – Legal obligation

• Article 6(1)(f) – Legitimate interests

Special Category Data

Where we process wellbeing or safeguarding related information, we may rely on:

• Article 9(2)(a) – Explicit consent

• Article 9(2)(g) – Substantial public interest

• Article 9(2)(h) – Health or social care support

We process safeguarding related information where necessary to protect children, adults at risk, participants, volunteers, and the wider community.

6. How We Use Personal Information

We may use personal information to:

• deliver wellbeing courses and community activities;

• manage registrations and attendance;

• communicate with participants;

• provide support and safeguarding responses;

• respond to enquiries;

• manage volunteers;

• improve our services;

• administer our website and social media;

• send newsletters or updates where appropriate;

• fulfil legal obligations;

• and maintain organisational records.

We will only use personal information where lawful and proportionate.

7. Marketing Communications

We may send newsletters, updates, or information about courses and events where:

• you have consented;

• you have requested information from us;

• or we otherwise have a lawful basis to contact you.

You may unsubscribe from marketing communications at any time by:

• clicking the unsubscribe link;

• or contacting us directly.

We do not sell personal information to third parties.

8. Cookies and Website Analytics

Our website may use cookies and analytics tools to improve user experience and understand website usage.

Cookies are small files stored on your device when visiting a website.

We may use:

• essential cookies;

• website analytics cookies;

• and social media integration tools.

Where legally required, we will request consent before placing non-essential cookies.

Users can manage cookie settings through their browser preferences.

9. Sharing Personal Information

We may share personal information where necessary with:

• safeguarding agencies;

• emergency services;

• healthcare professionals;

• referral partners;

• funding bodies (where anonymised or appropriate);

• website providers and IT services;

• professional advisers;

• insurers;

• or legal/regulatory authorities.

We only share information where lawful, proportionate, and necessary.

We do not sell personal information.

10. Safeguarding and Confidentiality

The Happiness Hub Derby CIC takes safeguarding seriously.

Where concerns arise relating to:

• safety;

• risk of harm;

• abuse;

• vulnerability;

• or wellbeing,

we may share relevant information with safeguarding agencies or authorities where necessary to protect individuals or comply with legal obligations.

Confidentiality may be limited where there is:

• a safeguarding concern;

• risk of serious harm;

• legal obligation;

• or overriding public interest.

11. How We Store and Protect Information

We take reasonable and proportionate technical and organisational measures to protect personal information.

This may include:

• password protected systems;

• restricted access;

• encrypted storage where appropriate;

• secure cloud platforms;

• staff and volunteer confidentiality obligations;

• safeguarding procedures;

• and secure document disposal.

While we take reasonable steps to protect information, no online transmission or storage method can be guaranteed completely secure.

12. Data Retention

We retain personal information only for as long as necessary for:

• service delivery;

• safeguarding;

• legal obligations;

• insurance purposes;

• organisational administration;

• and legitimate organisational needs.

Retention periods may vary depending on the nature of the information.

Information that is no longer required will be securely deleted or anonymised where appropriate.

13. Your Rights

Under UK GDPR, individuals may have rights including:

• the right to access personal data;

• the right to request correction of inaccurate information;

• the right to request erasure in certain circumstances;

• the right to restrict processing;

• the right to object to processing;

• the right to data portability;

• and rights relating to consent.

Some rights are subject to legal exemptions and safeguarding obligations.

Requests can be made by contacting us directly.

14. Subject Access Requests

Individuals may request access to their personal data under Article 15 UK GDPR.

Requests should be submitted in writing where possible.

We may request proof of identity before releasing personal information.

The organisation may apply lawful exemptions where disclosure would:

• adversely affect the rights and freedoms of others;

• disclose confidential safeguarding information;

• or otherwise fall within exemptions under the Data Protection Act 2018.

15. Children and Young People

Our services are primarily intended for adults aged 18+.

Where services involve children or young people, additional safeguarding and consent measures may apply.

Parents or guardians may be required to provide consent where appropriate.

16. External Links

Our website or social media may contain links to external websites.

We are not responsible for the privacy practices of third-party websites.

Users should review the privacy policies of external websites separately.

17. Complaints

If you have concerns about how we handle personal information, please contact us first so we can try to resolve the matter.

You also have the right to complain to the Information Commissioner’s Office (ICO).

ICO Website: https://ico.org.uk

18. Changes to This Policy

We may update this Privacy Policy from time to time.

Updated versions will be published on our website.

19. Contact Us

For privacy or data protection enquiries, please contact:

The Happiness Hub Derby CIC
Email: info@thehappinesshubderby.co.uk
Website: www.thehappinesshubderby.co.uk