Privacy Policy

Last updated: 22 July 2025

This privacy policy explains how Young Harrow Foundation ("we", "us", "our") collects, uses, stores, and protects your data in line with the UK General Data Protection Regulation (GDPR). By using our website or services, you agree to the terms in this policy. This policy applies to all personal data collected through our website, forms, and interactions with our team.

We may update this policy occasionally, and any major changes will be communicated on our website. Contact us if you have any questions.

Who we are

Young Harrow Foundation is a registered charity (No. 1163589) supporting voluntary sector organisations in Harrow that work with children and young people. Our website connects families, young people, and professionals with local services, training opportunities, events and resources.

Legal basis for processing

We process your data as follows:

  • Article 6(1)(a) – Consent
  • Article 6(1)(b) – Contractual necessity
  • Article 6(1)(f) – Legitimate interests
  • Article 9(2)(g) – Substantial public interest (if we handle special category data, such as health or safeguarding information)

How we collect information

We collect personal data when:

  • You or your organisation create an online account on our website
  • You submit an enquiry about a project or service listed on our website.
  • You contact us for support or information
  • You submit our membership form
  • You attend one of our events, training sessions, or webinars (either online or in person)

What information we collect

We only collect what is necessary and relevant. We may collect the following:

  • Full Name
  • Email address
  • Telephone number
  • Home address
  • Date of birth
  • Name of school
  • Organisation details (e.g. charity number, website, address, social media links, etc.)
  • Information relating to support needs (e.g. dietary, additional needs, medical conditions, etc.) Some of this information (e.g. health or additional needs) is only collected where necessary to provide a safe and inclusive service, and only with your consent.
  • Information on your participation in our events, projects, or services.

How we use your information

We use your information to:

  • Respond to your enquiries
  • Connect you with local services and organisations
  • Provide relevant updates about services (with your consent)
  • Improve our website and services
  • Manage grants, event registrations, or partnerships (where applicable)

We never use your information for automated decision-making or profiling.

Who we share your information with

  • When you fill out the enquiry form about a project or service listed on our website, the information is sent directly to the organisation you have enquired with. Young Harrow Foundation does not store the information you have provided.
  • When you fill out the enquiry form about a HAF project, the information is stored on our website for a maximum of 90 days. Only the Young Harrow Foundation and the organisations organising the project or service will have access to your data.
  • We may share data with trusted processors (e.g. cloud hosting, email platforms) under a strict data processing agreement.

We will ensure your details are kept safe, and we’ll never sell or swap your information with any other organisation beyond what is stated above. We may disclose personal information if required to do so by law or if we believe that such action is necessary to protect and defend the rights, property or personal safety of partners, our websites or our visitors and for other lawful purposes.

If you register on our portal, your data is not shared without your consent.

If data is transferred outside the UK or EEA, we ensure appropriate safeguards (e.g. Standard Contractual Clauses or adequacy decisions) are in place.

How we keep your information safe

We have robust physical, digital, and procedural safeguards to protect your data:

  • Encrypted website connections. We make sure that appropriate physical, technical and human controls are in place to ensure we take good care of your information. However, internet data transmission is never 100% secure. While we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk. Once we receive your data, we make every effort to ensure its security both on our systems and while in transit between our systems and our partners who work on our behalf.
  • Restricted data access for staff and volunteers. All staff and volunteers who have access to your data understand the importance of keeping your information safe and secure at all times.
  • Secure systems and two-factor authentication
  • Regular security reviews and staff training. We ensure that additional controls are in place for financial, sensitive and special categories of information, meeting regulatory and legal requirements for managing these types of information.

We cannot be responsible for the privacy policies and practices of other websites, even if you access them using links from our websites and we recommend that you check the policy of each site you visit.

How long we keep your information

  • When you create an account on our website and/or submit our membership form, we will hold your personal information on our systems for as long as is necessary and meet any legal or regulatory requirement. This is so that we can provide the services, products or information you have requested, to administer your relationship with us, to ensure we don’t communicate with you if you’ve asked us not to and to comply with the law.
  • When you submit a booking request for any HAF activity, we will keep your data on our servers for up to 90 days.

Data is securely deleted or anonymised once no longer needed.

Your rights

You have the right to:

  • Access the personal data we hold about you
  • Correct inaccurate or incomplete data
  • Ask us to delete your data (in certain cases)
  • Object to or restrict our processing
  • Withdraw consent (where applicable)
  • Request data transfer (data portability)

To exercise your rights, contact us with proof of identity. You can lodge a complaint with the UK Information Commissioner's Office.

Contact preferences

Contact us if you can update how you hear from us or change your contact details.

Children and young people

If you are under 13, you cannot submit an enquiry form via our website. Please ask a trusted adult to do so on your behalf. Iin case of concerns, please contact us.

Cookies

Cookies are files saved on your phone, tablet or computer when you visit a website. You can delete or disable cookies at any time through your browser settings. Please note that some features of the site may not work without cookies.

We use 2 types of cookies:

  • Cookies that measure website use. We use Google Analytics to measure how you use the website so we can improve it based on user needs. We do not allow Google to use or share the data about how you use this site. All data we capture using Google Analytics is anonymised so while we know what pages and projects were visited, we don’t know who visited them.
  • Strictly necessary cookies

These essential cookies do things like enable you to log in and vote on projects. Check our Cookie Policy.

Changes to this policy

We may change this policy from time to time. If we make significant changes, we’ll notify users via our homepage and/or email (where applicable).