1. Introduction

At Passion 4 Social CIC, we respect and value your privacy, and we want to engage with you in a fair and open manner. Therefore, we have created this privacy notice in order to demonstrate our firm commitment to your privacy.

Our privacy notice, as stated below, discloses our practices regarding information collection and usage solely for the website located at https://passion4social.com (the ‘website’). Our privacy notice does not apply to any other websites or services.

2. Who we are

• Organisation name: Passion 4 Social CIC
• Email: enquiries@passion4social.com
• Phone: 01506 353625

3. Definitions

• Personal data – any information relating to an identified or identifiable natural person.
• Processing – any operation performed on personal data, such as collection, storage, use, or disclosure.
• You/your – The individual whose personal data we collect and process.
• We/us – Passion 4 Social CIC.

4. Data protection principles

We follow the UK GDPR data protection principles, which means that we ensure that personal data is:

• Processed lawfully, fairly, and transparently.
• Collected only for specified, explicit, and legitimate purposes.
• Adequate, relevant, and limited to what is necessary for those purposes.
• Accurate and kept up to date.
• Retained only as long as necessary for the purposes for which it was collected.
• Protected with appropriate technical and organisational security measures.

5. What personal data do we collect

We may collect and process the following types of personal data:

Information you give us directly

• Name and email address
• Organisation or employer details, URL (if relevant)
• Any messages or content you send to us via website forms, email, or other communications
• Other information you choose to provide (for example, when you sign up for a newsletter)

Information we collect automatically when you use our Website

• IP address
• Technical data about your device and browser (e.g., browser type and version, operating system)
• Information about how you use the Website (pages visited, time spent, referring website, path through the site)
• Cookies and similar tracking technologies (see chapter 14. ‘Cookies and Tracking Technologies’ below)

6. Why we use your personal data (purposes of processing)

We process personal data for the following purposes:

• Responding to enquiries and feedback: To handle questions, applications, or comments you send via contact forms, email, or other communication channels.
• Providing information and services: To deliver newsletters, resources, or other services you request.
• Website maintenance and improvement: To maintain and improve our Website, including analytics, security, debugging, and user experience.
• Compliance with legal obligations: To meet statutory or regulatory requirements, including accounting, reporting, and safeguarding
• Communication about our work: To keep you informed about our campaigns, events, or opportunities where you have opted in or where another lawful basis applies.
• Internal administration and record-keeping: For auditing, record maintenance, and administrative purposes, ensuring the smooth operation of our organisation.

7. Lawful basis for processing

Under UK GDPR, we rely on one or more of the following lawful bases to process your personal data:

• Consent: for example, when you sign up for our newsletter, events, or other communications, or when non-essential cookies are used for website analytics. You can withdraw consent at any time.
• Contract / Performance of Services: where you have asked us to provide services (for example, registering for an event or making a donation).
• Legal Obligation: to comply with statutory or regulatory requirements.

8. Sharing / Disclosure of Your Data

We may share your personal data with:

• Regulatory or legal authorities, if required by law or to protect our legal rights.
• Affiliate or group organisations, where relevant, are always in compliance with data protection principles.
• Service providers and data processors are third parties who help us operate our Website and provide our services. This includes website hosting and technical support, email and communication platform, analytics tools (e.g., Google Analytics), security tools (e.g., Google reCAPTCHA), and customer relationship management (CRM) systems (e.g., Zoho CRM), which store and manage enquiries submitted through our contact forms.

We do not sell your personal data.

9. International Transfers

Some of the personal data we collect, including information submitted via our contact forms (stored in our CRM system, e.g., Zoho CRM) and data collected via Google Analytics, may be transferred outside the United Kingdom.

Where transfers occur, we seek to ensure that appropriate safeguards are in place, in accordance with UK data protection law. This includes using data processing agreements, Standard Contractual Clauses (SCCs), or the UK International Data Transfer Agreement (IDTA) with our service providers.

Please note that, in the case of services like Google Analytics, we cannot fully control where the data is stored or processed.

For services like Zoho CRM, safeguards are in place through their EU/UK data centres and contractual protections, and we take additional internal measures to protect your personal data.

For event registrations processed through Humanitix, personal data collected may be stored and processed outside the United Kingdom, including in Australia or other countries.

Humanitix has implemented appropriate safeguards, including the use of Standard Contractual Clauses and contractual protections required under UK data protection law, to protect personal data when it is transferred internationally in this way.

10. Data Retention

We will only keep your personal data for as long as is necessary for the purposes for which it was collected, including satisfying any legal, accounting, or reporting requirements. For example:

• Contact information for newsletter recipients may be retained until you unsubscribe.
• Enquiry correspondence – up to 24 months, unless needed longer to resolve the enquiry
• Records of enquiries may be kept for 2 years
• Website analytics data, such as information collected via Google Analytics, is retained for 14 months, aggregated where possible, and used to improve the Website.

After retention periods end, data is securely deleted or anonymised.

11. Your Rights

Under UK GDPR, you have a number of rights in relation to your personal data:

• Right to access the personal data we hold about you (“subject access request”)
• Right to rectification if the data is inaccurate or incomplete
• Right to erasure (in certain circumstances) (“right to be forgotten”)
• Right to restrict processing in certain situations
• Right to data portability, where applicable
• Right to object to certain processing (for example, direct marketing)
• Right to withdraw consent (where the lawful basis is consent)
• Right to lodge a complaint with a supervisory authority (in the UK, the Information Commissioner’s Office – ICO) if you believe we are processing your data unlawfully

To exercise any of these rights, please contact us at support@sharedlivesgm.info. We may need to verify your identity before responding.

12. Security of Your Data

We take appropriate technical and organisational measures to protect your personal data against unauthorised or unlawful processing, accidental loss, destruction or damage, including:

• Secure servers and encrypted data transfers (HTTPS)
• Password protection and limiting access to personal data
• Staff training

13. Children and Young People

We do not knowingly collect personal data from children and young people under 16. If we become aware that we have collected such data without consent from a parent/guardian, we will delete it.

14. Cookies and Tracking Technologies

Our Website uses cookies (which are text files placed on your computer) and similar tracking technologies to:

• Ensure the website works properly
• Collect anonymised statistics through analytics
• Remember your preferences
• Improve your experience on the site

Types of cookies we use:

• Strictly necessary cookies: Essential for the website to function. These do not require your consent.
• Analytics cookies: Help us understand how visitors use the site. Consent will be requested before these are placed.
• Marketing cookies: Used to deliver personalised advertising or track user behaviour across this website and other websites. Examples include Meta/Facebook and Google AdSense. They are only placed with your consent.

If the cookies are not strictly necessary (e.g. analytics or marketing), we will ask for your consent (in line with PECR / ICO guidance) before placing them.

You can withdraw consent at any time by adjusting your browser settings or cookie preferences.

15. Changes to Our Privacy Policy

We may update this Privacy Policy from time to time, for example, when we change our services or legal obligations. Whenever we make significant changes, we will post a prominent notice on our Website and, where appropriate, notify you by email.

We encourage you to review this page periodically to stay informed about how we are protecting your personal data.

16. Contact details

If you have any questions, requests, or concerns about how we use your personal data, or if you wish to exercise your data protection rights, please contact us at enquiries@passion4social.com.

If you’re unhappy with our response or believe we are missing something, you also have the right to contact the UK Information Commissioner’s Office (ICO) at www.ico.org.uk .

Last updated: 18/02/2026