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PRIVACY POLICY

Beat4Autism Privacy Policy

Name: Lizeta Fellows
Address: 6 Wellington Street, Torpoint, Cornwall, PL11 2DE
Phone Number: 07414 060807
E-mail: beat4autism@gmail.com
Date: 21/08/2025

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1. Introduction

Beat4Autism C.I.C (“we”, “our”, “us”) is committed to protecting your personal data and respecting your privacy. This policy explains what personal information we collect, how we use it, your rights under UK data protection law, and how you can contact us.

We process personal data in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

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2. The Personal Information We Collect

We may collect and process the following categories of personal information:

  • Personal identifiers and contact details (e.g., name, address, phone number, email).

  • Children’s names and ages (where relevant for events or safeguarding).

  • Information about disabilities or access needs (to support inclusion).

We only collect information that is adequate, relevant, and limited to what is necessary for the purposes set out below.

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3. How We Collect Personal Information

We collect information directly from you when you:

  • Register or book for an event or activity.

  • Contact us by email, phone, or in person.

  • Apply to volunteer or work with us.

In limited circumstances, we may also receive information from third parties (e.g., local authorities) where necessary for safeguarding or compliance with legal obligations.

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4. How We Use Personal Information

We use personal data to:

  • Process event bookings and manage attendance.

  • Report anonymised data to funders or grant providers.

  • Meet safeguarding requirements.

  • Keep in touch with you about events, activities, or opportunities (only with your consent where required).

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5. Lawful Basis for Processing

We rely on the following lawful bases under UK GDPR:

  • Consent – for example, when you sign up to receive marketing updates. You can withdraw consent at any time.

  • Contract – where processing is necessary to provide a service or event you have requested.

  • Legal obligation – where we must process data for safeguarding or reporting purposes.

  • Legitimate interests – where processing is necessary to operate our organisation, provided your rights are not overridden (e.g., reporting anonymised statistics to funders).

We do not rely on the “public task” basis, as this applies only to public authorities.

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6. How Long We Keep Your Information

We retain personal information only for as long as necessary for the purposes collected.

  • Event and booking records: up to 3 years.

  • Safeguarding and child records: up to 7 years after the child turns 18 (or longer if legally required).

  • Volunteer and staff records: up to 6 years after involvement ends.

  • Financial records linked to donations/grants: up to 7 years (per HMRC requirements).

After these periods, information is securely deleted from our systems or shredded if held on paper.

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7. How We Store and Protect Your Information

We use appropriate technical and organisational measures to keep your information safe, including:

  • Locked filing cabinets for paper records.

  • Password-protected and encrypted systems for electronic records.

  • Restricted access so only authorised staff and volunteers can view personal data.

We regularly review our security measures to ensure they remain appropriate.

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8. Your Data Protection Rights

Under data protection law, you have the following rights:

  • Access – to request a copy of the personal data we hold about you.

  • Rectification – to have inaccurate or incomplete data corrected.

  • Erasure – to request deletion of your data, where applicable.

  • Restriction – to ask us to limit the way we use your data.

  • Objection – to object to certain types of processing, including direct marketing.

  • Portability – to request your data be transferred to another organisation or to you.

We will respond to all requests within one month.

To exercise your rights, please contact: beat4autism@gmail.com.

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9. Sharing Your Information

We do not sell or trade your information. We may share it with:

  • Local authorities or safeguarding bodies, where legally required.

  • Funders, but only in anonymised or aggregated form.

  • Service providers who support our IT or events, under strict confidentiality agreements.

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10. How to Complain

If you have concerns about how we use your personal information, please contact us first:

  • Email: beat4autism@gmail.com

  • Phone: 07414 060807

  • Address: 6 Wellington Street, Torpoint, Cornwall, PL11 2DE

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If you remain unhappy, you can contact the Information Commissioner’s Office (ICO):
Information Commissioner’s Office
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Helpline: 0303 123 1113
Website: www.ico.org.uk

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