Privacy policy

1. Who we are

The Trauma Healing Collective CIC (“TTHC”, “we”, “us” or “our”) is committed to protecting your privacy and handling your personal information responsibly.

This Privacy Policy explains how we collect, use, store and share personal information when you visit our website, contact us, register for our events or newsletters, make a referral, apply for our services or participate in our programmes.

The Trauma Healing Collective CIC is the organisation responsible for deciding how and why your personal information is processed. Under data protection law, this means we act as the data controller for the information we process for our own purposes.

Our contact details

Organisation

The Trauma Healing Collective CIC

Email

amatullah.salmon@traumahealingcollective.co.uk

Registered office address

2nd Floor, Victory House, Chobham St, Luton LU1 3BS

Company registration number

13121324

If you have any questions about this policy or how we handle your personal information, please contact us using the email address above.

2. What personal information we collect

The information we collect depends on how you interact with us.

Information collected through our website

When you contact us, register for a newsletter or use a website form, we may collect:

• Your name.
• Your email address and other contact details you choose to provide.
• The information you include in your message or enquiry.
• Your communication preferences and newsletter subscription status.
• Information about your interactions with our website, where applicable.

Our website is hosted on Wix. Wix and any other providers involved in operating our website may process certain technical information as part of providing their services. We will identify relevant providers and the information they process where required.

Information collected through referrals and our services

When you are referred to us, apply for support or participate in our programmes, we may collect information such as:

• Your name, contact details and relevant personal circumstances.
• Referral information supplied by you or another person or organisation.
• Information relating to your support needs and participation in our services.
• Attendance and programme participation records.
• Information relevant to safeguarding and the safe delivery of our services.
• Relevant communications, notes and records relating to the support provided.

Depending on the circumstances, this information may include sensitive personal information, such as details of domestic abuse, trauma, physical or mental health, family circumstances or safeguarding concerns.

We aim to collect only the information that is necessary for the relevant purpose.

3. How we collect personal information

We may collect personal information:

• Directly from you through our website, contact forms, emails, telephone calls or other communications.
• When you register for a newsletter, event or programme.
• When you apply for or participate in our services.
• From a professional, referral partner or another organisation that refers you to us.
• Through website technologies, such as cookies and analytics tools, where these are in use and lawfully enabled.

If we receive your information from another person or organisation, we will provide the required privacy information in accordance with applicable data protection law, unless an appropriate legal exception applies.

4. How and why we use your information

We use personal information only where we have an appropriate lawful basis and for specified purposes.

These purposes may include:

• Responding to enquiries, requests and complaints.
• Providing information about our organisation and services.
• Assessing referrals and applications for support.
• Arranging, delivering and administering our programmes, workshops and events.
• Communicating with participants about their registration, attendance or participation.
• Maintaining appropriate service, attendance and safeguarding records.
• Sending newsletters and updates to people who have signed up to receive them.
• Managing our website and understanding how visitors use it.
• Improving our services and evaluating their effectiveness.
• Meeting applicable legal, regulatory, insurance and accountability requirements.
• Protecting the safety of individuals and responding to safeguarding concerns where appropriate.
• Preventing or investigating suspected fraud, misuse or security incidents where necessary.

We will not use your personal information for unrelated purposes without identifying an appropriate lawful basis and providing any additional information required by law.

5. Our lawful bases for processing

UK data protection law requires us to identify a lawful basis for each purpose for which we process personal information.

Depending on the circumstances, we may rely on one or more of the following lawful bases:

• Consent: Where you have freely agreed to a specific use of your information, such as receiving a newsletter where consent is the appropriate basis, or where we rely on your explicit consent for certain sensitive information.
• Legitimate interests: Where processing is necessary for our legitimate interests, or those of a third party, and those interests are not overridden by your rights and interests. We will assess and document these interests where we rely on this basis.
• Contract: Where processing is necessary to enter into or perform a contract with you, where applicable.
• Legal obligation: Where we need to process information to comply with a legal obligation.
• Vital interests: Where processing is necessary to protect someone's life or other vital interests in circumstances permitted by law.
• Public task: Where processing is necessary for a task carried out in the public interest or under official authority, where applicable.

We will determine and document the appropriate lawful basis for each activity. We will not rely on every basis listed above for every activity.

6. Sensitive and special category information

Because of the nature of our work, we may need to process special category personal data, including information about physical or mental health. Depending on the circumstances, records may also contain information about other protected categories of personal data.

We recognise that this information requires additional protection.

Where we process special category data, we will identify both an appropriate lawful basis under Article 6 of the UK GDPR and a separate condition under Article 9. Where required, we will also meet any additional conditions and safeguards under the Data Protection Act 2018.

We will only collect and use sensitive information where it is necessary and lawful to do so. Access will be restricted to authorised people who need the information for their role.

7. Newsletters and other communications

If you sign up to receive our newsletters or updates, we will use the contact details you provide to send the communications you have requested.

Where consent is our lawful basis, you can withdraw it at any time. You can unsubscribe by using the unsubscribe link in the email, where available, or by contacting us at amatullah.salmon@traumahealingcollective.co.uk.

We may also send administrative messages relating to an event, programme or service you have registered for or are using. These messages are different from promotional communications.

We will not assume that registering for a service automatically means you have agreed to receive marketing emails.

8. When we share personal information

We do not sell your personal information.

We may share information where necessary and lawful with:

• Website hosting and technology providers, including Wix where relevant.
• Email and newsletter service providers.
• Providers supporting event registration and administration.
• Staff, directors and authorised representatives who need access to perform their responsibilities.
• Referral partners or other organisations involved in arranging or delivering support, where appropriate.
• Relevant statutory services or authorities where necessary for safeguarding, to comply with the law or to protect someone from harm.
• Professional advisers, insurers or regulators where necessary and lawful.

We will only share information that is relevant and necessary for the purpose. Where a third party processes personal information on our behalf, we will put appropriate data protection arrangements in place.

In some circumstances, we may be legally required or otherwise permitted to share information without your consent. Where appropriate and lawful, we will explain this to you.

We handle information confidentially, but confidentiality is not absolute. For example, safeguarding concerns or legal obligations may require information to be shared in certain circumstances.

9. Where personal information is stored and processed

We take appropriate steps to protect the personal information we hold against unauthorised access, loss, misuse, alteration or disclosure.

We use administrative, technical and organisational measures appropriate to the nature of the information and the risks involved.

Some of our service providers may store or process personal information outside the United Kingdom. Where this occurs, we will ensure that any international transfer complies with applicable data protection requirements.

Information submitted through our website forms may be stored and managed through the Wix platform, including Wix Contacts and Wix Forms & Submissions. We may also receive email notifications containing details of your submission.

Wix processes personal information on our behalf to provide website hosting and related services. Wix uses data centres in different locations, including the United States and Ireland, and personal information may be processed in other countries where necessary. Appropriate safeguards may apply to international transfers of personal information.

We take reasonable steps to protect the personal information we hold and restrict access to those who need it for legitimate business purposes.

10. How long we keep personal information

We keep personal information only for as long as necessary for the purposes for which it was collected, taking account of legal obligations, safeguarding, accountability and other legitimate requirements.

Different types of information may need to be retained for different periods. For example, website enquiries, newsletter subscriptions, event registrations, referral records and programme or safeguarding records may each require different retention periods.

When information is no longer required, we will securely delete it or anonymise it where appropriate, subject to any applicable legal requirements or other lawful reasons for retention.

11. Cookies and website analytics

Our website is hosted on Wix. Websites may use cookies and similar technologies to provide essential functions, remember preferences, understand website usage and support other features.

If we use non-essential analytics or tracking technologies that require consent, we will provide an appropriate consent mechanism so visitors can make an informed choice before those technologies are used. Where required, visitors will be able to change or withdraw their preferences.

You can also manage cookies through your browser settings. However, disabling cookies through your browser may affect some website functions and does not replace any consent mechanism required by law.

For further information, please refer to our cookie settings or cookie notice, where available.

12. Links to other websites

Our website may contain links to other websites or services. If you follow an external link, that website will have its own privacy policy and terms.

We are not responsible for the privacy practices or content of websites that we do not control. We recommend reviewing the relevant privacy information before providing personal information to another organisation.

13. Your data protection rights

Under data protection law, you may have the right to:

• Be informed: Understand how your personal information is collected and used.
• Access: Request a copy of the personal information we hold about you.
• Rectification: Ask us to correct inaccurate information or complete incomplete information.
• Erasure: Request deletion of your personal information in certain circumstances.
• Restriction: Ask us to restrict how we use your information in certain circumstances.
• Data portability: Request the transfer of certain information to you or another organisation in certain circumstances.
• Object: Object to certain types of processing, including processing based on legitimate interests and processing for direct marketing.
• Rights relating to automated decision-making: Receive the protections provided by law in relation to certain decisions made solely by automated means.

These rights are subject to conditions and exceptions. Not every right applies in every situation.

Where we rely on consent, you can withdraw it at any time. Withdrawing consent does not affect the lawfulness of processing carried out before the withdrawal.

To exercise your rights, please contact us at amatullah.salmon@traumahealingcollective.co.uk. We may need to verify your identity before responding.

We will normally respond to a valid request within one month, subject to any lawful extension or other applicable requirements. We will not charge for ordinary requests unless the law permits a fee in exceptional circumstances.

14. How to complain

If you have concerns about how we use your personal information, please contact us first at: amatullah.salmon@traumahealingcollective.co.uk

We will consider your concern and respond appropriately.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK's independent data protection regulator.

Website: https://ico.org.uk/
Telephone: 0303 123 1113

You can find the ICO's current contact details and guidance on its website.

15. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our services, the way we handle personal information or applicable legal requirements.

The latest version will be published on our website, with the date of the most recent update shown at the beginning of the policy.

If a significant change affects how we use personal information, we will provide additional information where required by law.