Privacy Notice

Who We Are

The Card & Wellbeing Community Hub is a community organisation based in Exeter.

We provide safe, inclusive wellbeing sessions and activities for young people and adults.

What Personal Data We Collect

We may collect the following information:

• Name
• Contact details, including email address and phone number
• Emergency contact information
• Age range
• Any access needs or relevant health information you choose to share
• Photos or videos, but only with consent
• Attendance records
• Feedback or survey responses

We only collect the minimum information needed to run our activities safely.

How We Use Your Data

We use your information to:

• Keep you safe during sessions
• Contact you about activities or changes
• Understand who is attending our sessions
• Improve our services
• Report anonymised statistics to funders
• Meet our safeguarding and legal responsibilities

We do not sell your data or share it for marketing.

Lawful Basis for Processing

We process your data under the following lawful bases:

You can withdraw your consent at any time by contacting us.

Who We Share Your Data With

We only share information when it is necessary, such as:

• With emergency services if someone is at risk
• With funders, but only in the form of anonymous statistics
• With safeguarding authorities when required by law

We never share personal details unless it is necessary or legally required.

How Long We Keep Your Data

We generally keep information for the following periods:

After the relevant retention period, information will be securely deleted or destroyed.

Your Rights

You have the right to:

• Access the personal data we hold about you
• Correct inaccurate or incomplete information
• Ask us to delete your data
• Withdraw your consent
• Object to how your data is being used
• Make a complaint to the Information Commissioner’s Office

We aim to respond to data requests within 30 days.

How We Store Your Data

We take reasonable steps to keep personal information safe, including:

• Password-protected systems
• Restricted access for trustees and session leaders
• Encrypted storage where possible
• Secure deletion when information is no longer required

We take data protection seriously and aim to follow applicable UK data protection requirements.

Updates to This Notice

We may update this Privacy Notice if our services, working practices or legal responsibilities change.

The latest version will be available on this website or can be provided on request.