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Privacy Policy

Effective Date: 09-Mar-2024 

Last Updated: 06-July-2025

This privacy policy for Hatfield Gateway – Registered Charity Number: 1050189 (“We”, “Us” or “Our”) tells you how we may collect, use and share your information when you visit our website hatfield-gateway.org.

We appreciate your decision to use our website hatfield-gateway.org and to trust us with your valuable personal information. In this document, we seek to explain in the clearest terms possible our privacy practices. We strongly encourage you to read this document (and any other related documents) carefully before using the website. If there are any terms or conditions in this document that you do not agree with, please do not use the website, or in case you are already using it, please discontinue the use immediately. By using the website, you are accepting and consenting to the practices described in this Privacy Policy.

What information do we collect about you?

When we collect information, we do so to ensure that you get to experience our service seamlessly. For that, we collect the following information. Some are your personal information and some are your sensitive personal information.

The personal information that we collect about you are the following:

  • Name
  • Address
  • Email address
  • Identification ID number
  • Location data

Sometimes, we also collect sensitive personal information from you, which includes the following:

  • Health information

How do we collect such information?

We may use any of the following three ways to get information about you.

  1. The information that you give us
  2. The information that we automatically collect from you
  3. Information that we collect from third parties

Before going into the reasons why we collect the information that we do, we want you to understand what the above three terms mean.

a. The information that you give us

When you sign up for a membership, or to be a volunteer or to use our services we will ask you certain questions like your name or email address. These are the information that you give us. This may not be limited to what we have mentioned and can change according to the nature of the services that we provide.

b. The information that we automatically collect from you

When you access our service from a device, we may automatically collect information from your device, such as through the use of cookies. You will know more about automatic collection of personal information in the next section.

c. Information that we collect from third parties

These third parties can be data aggregators, online directories, data marketplaces or exchanges, etc from where we may collect information about you.

Analytics
Google Analytics 4 (GA4)

We use Google Analytics 4 to understand website traffic trends and user engagement. This service is provided by Google Ireland Limited.
 
  • Data Collected: We collect anonymized technical data such as browser type, device type, approximate geographic location (country/city only), and page interactions. We do not collect Personally Identifiable Information (PII) like names, emails, or exact IP addresses.
  • IP Anonymization: Your IP address is masked by default and is never logged or stored by Google.
  • Data Retention: User-level event data is automatically permanently deleted from Google’s servers after 2 months.
  • International Transfers: Google may process data on servers in the United States. We rely on the UK Extension to the EU-US Data Privacy Framework to ensure your data is protected to UK standards.
  • Opt-Out: You can opt out of tracking via our Cookie Banner or by installing the Google Analytics Opt-out Browser Add-on.

Cookies and similar technologies

Cookies are small packets of information that are placed on your device, so that we can retrieve the information about you, such as your login information, your choices on our websites and other information.

For more information about cookies and similar technologies, please visit our cookie policy.

Do not track requests

We respond to “do not track” requests in the following manner:

We believe in respecting your choice to browse the web privately. Our website utilizes the CookieYes Consent Management Platform, which is built to automatically detect and honour the Global Privacy Control (GPC) signal. If you have GPC enabled on your browser, our website will automatically interpret this as a request to opt out of all non-essential tracking, analytics, and marketing cookies. Older browser mechanisms like Do Not Track (DNT) are treated as voluntary requests and may not automatically alter your cookie banner settings. If you are in any doubt about your browser’s settings, please choose to “Reject All” but necessary cookies via our cookie banner, or click the small cookie icon at the bottom of the page to manually update your preferences and ensure no tracking information is retained.

Why do we collect information about you?

We collect information about you for a variety of reasons. It helps us, among other things, to serve you better. The following are the ways in which we use the information that we collect about you.

  • To provide and maintain service
  • To evaluate and improve our products/services
  • To examine the usage trends
  • To contact the user

How long do we retain your information?

We will only keep your personal information for as long as it is necessary, unless a longer retention period is required or permitted by law (such as tax, accounting, or other legal requirements). We will retain your personal information for the duration of your membership. Following the end of your membership, we will hold your data only for a reasonable period necessary to fulfil our legal obligations, resolve disputes, and maintain accurate charity archives.

When we have no ongoing legitimate need to process your personal information, we will either delete or anonymise such information, or, if this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing until deletion is possible.

Do we share your information?

We may share your information with third parties in the following ways:

  1. Sharing with your consent: When you give consent, we may share your information with third parties for the purposes that are mentioned in the consent notification.
  2. Legal Obligations: We may disclose information where we are legally required to do so in order to comply with applicable law, governmental requests, a judicial proceeding, court order, or legal process, such as in response to a court order or a subpoena (including in response to public authorities to meet national security or law enforcement requirements).

Sale/sharing of information

We do not sell or share the information we collect from our users.

Disclosure of personally sensitive information

We do not disclose personally sensitive information for purposes other than the following:

  1. To perform services or deliver goods.
  2. To prevent, detect, and investigate security incidents that compromise the availability, authenticity, integrity, or confidentiality of stored or transmitted personal information.
  3. To resist malicious, deceptive, fraudulent, or illegal actions directed at the charity and to prosecute those responsible for those actions.
  4. To ensure safety of natural persons.
  5. For short-term, transient use, including, but not limited to, non personalised advertising shown as part of a consumer’s current interaction with the business.
  6. To perform services on behalf of the charity
  7. To verify or maintain the quality or safety of a product, service, or device and to improve or upgrade them.
  8. To collect or process sensitive personal information where such collection or processing is not for the purpose of inferring characteristics about a consumer.

GDPR Disclosures

Automatic processing of data

We use automated processing of the personal information we collect to personalise our services for you and others.

Legal basis for the collection

The General Data Protection Regulation requires us to identify and set out the legal basis, or in other words, the legal justification, for processing your personal information. The following are the legal bases on which we process your personal data.

Consent: We may process your personal information for the purposes described in this Privacy Policy with your consent.

Legal obligations: We may disclose information where we are legally required to do so to comply with applicable laws, governmental requests, judicial proceedings, court orders, or legal processes, such as responding to a court order or a subpoena (including requests from public authorities to meet national security or law enforcement requirements).

Vital interests: We may disclose your information where it is necessary to investigate, prevent, or take action regarding potential violations of our policies, suspected fraud, situations involving potential threats to the safety of any person, and illegal activities, or to use as evidence in litigation in which we are involved.

Your rights

In accordance with Articles 12 to 23 of the General Data Protection Regulation, the data subject, that is you, has the following rights.

  1. Right to object to the processing of personal data in certain circumstances. See here for details.
  2. Right to request access to the data we have collected about you and to receive a copy of it in an accessible format.
  3. Right to restrict the processing of your personal data for a limited period, under certain circumstances. See here for details.
  4. Right to rectify or modify personal information that you consider obsolete, incomplete, or inaccurate.
  5. Right to opt out of automated processing of your personal data.
  6. Right to erasure of your personal information, also known as the right to be forgotten.

To exercise any of the rights mentioned above, you may use the contact details provided in this Privacy Policy.

Consequences of non-consent

We require your consent to collect information in order to provide our services to you seamlessly. However, you may refuse consent. Please note that refusing consent may have consequences, including limited access to our services and reduced features on the website.

Privacy of children

We do not knowingly provide our services to children. If you are a parent or legal guardian and believe that your child has provided us with information without your consent, please contact us. Upon verification that we have collected such information without parental consent, we will remove the information from our database.

Security of your personal information

We take reasonable measures to ensure that the information we collect from you is stored securely and protected to the best extent possible. However, no method of internet transmission or digital storage is completely secure, and we cannot guarantee absolute security. While we use commercially reasonable and appropriate security measures to protect your information, we cannot promise that it will be 100% secure.

Links to other websites or apps

On our website, we may provide links to external websites, apps, or services. These are not operated by us and therefore are not governed by our Privacy Policy or practices. We strongly recommend that you review the privacy policies of such websites or services before engaging with them to ensure that you do not provide personal information that you do not wish to share.

Changes to this privacy policy

We may update this Privacy Policy from time to time to reflect changes in the law or our privacy practices. We recommend that you review this privacy policy periodically to ensure it remains in line with your expectations.

The privacy policy will be effective from the date it is posted on this page.

Contact us

For any questions or concerns regarding your privacy, or to exercise any of your rights, you may contact us using the following details:

DPO: For all relevant enquiries you can reach our data controller at – safeguarding@hatfield-gateway.org

Controller/representative: For all relevant enquiries you can reach our data controller at – safeguarding@hatfield-gateway.org

Address: Hatfield Gateway Jim McDonald Centre, Hatfield AL10 8HR

Email address: safeguarding@hatfield-gateway.org

Link to our contact page: https://hatfield-gateway.org/contact-us/

Privacy Policy generated by CookieYes – Privacy Policy Generator