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Privacy Policy

1. Who we are

The Basement Project is a charity providing activities and support for children and young people.

The Basement Project is the data controller for personal information collected through this website. This means that we are responsible for deciding how that information is used and protected.

Registered charity number: 1168677
Address: Station Road, Benton NE12 9NQ
Email: office@stbartholomews.org.uk

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2. Information we collect

We collect personal information when you send us a message through the contact form on our website.

This may include:

  • your name;

  • your email address;

  • your telephone number, if you provide it;

  • the subject of your enquiry;

  • any information you include in your message.

Please provide only the information that we need to understand and respond to your enquiry.

We do not use contact-form information to add you to a mailing list or send you marketing messages.

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3. How we use your information

We may use the information you send us to:

  • respond to your question or request;

  • provide information about the Basement Project;

  • contact you about an activity or service you have asked about;

  • arrange appropriate follow-up;

  • keep a limited record of our correspondence;

  • respond to a safeguarding concern;

  • comply with our legal responsibilities.

We will not use your information for an unrelated purpose without a lawful reason.

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4. Our lawful basis

For ordinary questions and contact-form messages, we normally rely on our legitimate interests. It is in the legitimate interests of the Basement Project to receive enquiries, respond to people and administer its charitable activities.

We consider the effect that using the information may have on the person concerned, particularly when that person is a child or young person.

Where a message raises a safeguarding concern, we may rely on another lawful basis, including:

  • compliance with a legal obligation;

  • protecting somebody’s vital interests; or

  • the recognised legitimate interest of safeguarding a child or another person at risk.

Where safeguarding information includes particularly sensitive personal information, we will use it only where an additional legal condition allows us to do so, including where processing is necessary to safeguard children or individuals at risk.

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5. Children and young people

The Basement Project works with children and young people. We therefore recognise that somebody under the age of 18 may contact us through this website.

We aim to explain clearly how we use the information you give us.

You may ask a parent, carer or another trusted adult to help you contact us. You do not have to involve an adult when you are seeking help or telling us that you or somebody else may be unsafe.

Please do not include more personal information than is necessary.

When a message suggests that a child, young person or another person may be at risk of harm, we may need to share relevant information with our safeguarding lead, the emergency services, the local authority or another appropriate organisation. We will share only the information reasonably needed to help protect the person concerned.

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6. Who we share information with

Contact-form messages may be seen by authorised Basement Project staff, trustees or volunteers who are responsible for:

  • responding to enquiries;

  • administering the website or email account;

  • managing the charity; or

  • safeguarding.

Our website, contact-form and email providers may process information on our behalf in order to deliver these services.

Website provider: [INSERT PROVIDER]
Email provider: [INSERT PROVIDER]

We require service providers to protect personal information and to use it only for the service they provide to us.

We do not sell, rent or trade personal information.

We may share information where:

  • you have asked us to do so;

  • it is necessary to respond to your enquiry;

  • we are legally required to disclose it; or

  • it is reasonably necessary to protect somebody from harm.

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7. How long we keep your information

We normally delete contact-form messages within 12 months of the enquiry being closed.

We may keep information for longer where:

  • further contact or support is continuing;

  • the information forms part of a safeguarding record;

  • we are required to keep it by law;

  • it is needed in connection with a complaint, insurance claim or legal proceedings.

Safeguarding information will be kept in accordance with the Basement Project’s safeguarding and records-retention procedures.

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8. Keeping information secure

We take reasonable steps to protect personal information against loss, misuse, unauthorised access or disclosure.

Access is limited to people who need the information in order to carry out their role. Staff, trustees and volunteers who have access to personal information are expected to handle it confidentially and securely.

Please remember that information sent over the internet can never be guaranteed to be completely secure.

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9. Information stored outside the United Kingdom

Some of our service providers may process information outside the United Kingdom. Where this happens, we take reasonable steps to ensure that an appropriate legal safeguard is in place.

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10. Cookies

We do not use analytics, advertising or marketing cookies.

Our website provider may use cookies or similar technologies that are strictly necessary to operate the website, protect it from misuse and allow the contact form to work.

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11. Your rights

Depending on the circumstances, you may have the right to:

  • ask for a copy of the personal information we hold about you;

  • ask us to correct information that is inaccurate or incomplete;

  • ask us to delete your information;

  • ask us to restrict how we use your information;

  • object to our use of your information.

These rights are not absolute and may not apply in every situation. For example, we may need to keep certain information to comply with the law or to protect somebody from harm.

To exercise one of these rights, contact us using the details at the beginning of this policy.

You will not normally have to pay a fee.

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12. Complaints

Please contact us first if you have a question or concern about how we have used your personal information. We will take your concern seriously and try to resolve it.

You also have the right to complain to the Information Commissioner’s Office:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Telephone: 0303 123 1113

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13. Other websites

Our website may contain links to websites operated by other organisations.

The Basement Project is not responsible for how those organisations collect or use personal information. You should read the privacy policy of any other website you visit.

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14. Changes to this policy

We may update this privacy policy when our website, services or legal responsibilities change.

The date at the top of this page shows when the policy was most recently updated.

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