Last updated 18th May, 2026

The Hub, Beeding (“The Hub”, “we”, “us”) is committed to protecting your personal information and respecting your privacy. This notice explains how we collect, use, store and protect your data in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

  1. Who we are

The Hub is a charity based at:

19 Church Lane, Upper Beeding, Steyning, West Sussex BN44 3HP.

Registered in England and Wales charity number 1173420.

ICO registration ZA064548.

We are the data controller for the personal information we process.

You can contact our Data Protection Lead at: hello@thehubbeeding.org

  1. What personal data we collect

We collect different types of information depending on how you interact with us. This may include:

Basic contact details

  • Name
  • Postal address
  • Email address
  • Telephone number

Additional information (where relevant)

  • Date of birth
  • Gender
  • Emergency contact details
  • Donation and Gift Aid information
  • Volunteer records
  • Safeguarding information (where required)
  • Pastoral or support‑related information
  • Health information needed to provide community services (e.g., beFriend, Hub Café)

Website and digital information

  • Cookies and analytics data
  • IP address
  • Browsing behaviour on our website

We only collect what we need to provide our services, run our activities, and meet our legal obligations.

  1. How we collect your information

We collect information when you:

  • Contact us or make an enquiry
  • Sign up for events, newsletters or activities
  • Volunteer with us
  • Use one of our community services
  • Make a donation or complete a Gift Aid form
  • Visit our website
  • Are referred to us by another organisation (where appropriate)
  1. Our lawful bases for processing

We process your personal data under the following lawful bases:

Contract

To provide services you have requested or signed up for.

Legal obligation

To meet requirements such as:

  • Gift Aid
  • Safeguarding
  • Employment law
  • Charity Commission obligations

Legitimate interests

For activities such as:

  • Managing events and community programmes
  • Communicating with members and volunteers
  • Ensuring the security and smooth running of our operations

Consent

For:

  • Email newsletters
  • Optional communications
  • Use of photographs (where applicable)

You can withdraw consent at any time.

Vital interests

Where necessary to protect someone’s life or wellbeing.

Special category data (e.g., health information)

Processed under:

  • Explicit consent, or
  • Substantial public interest (safeguarding), or
  • Provision of social care/support services

We only collect sensitive data when it is essential.

  1. How we use your information

We use your information to:

  • Provide community services (e.g., beFriend, Hub Café)
  • Support volunteers and service users
  • Administer donations and Gift Aid
  • Communicate about events, activities and services
  • Maintain safeguarding records
  • Manage membership lists and directories (with opt‑out)
  • Improve our website and digital services

We never sell your data.

  1. Sharing your information

We may share your data with:

  • Trusted third‑party service providers (e.g., email platforms, cloud storage, website hosting)
  • Partner organisations involved in delivering a service you have requested
  • Regulators or authorities where legally required (e.g., safeguarding, HMRC)

All third‑party processors are required to keep your data secure and use it only for the purpose we specify.

Some providers may store data outside the UK. Where this happens, we ensure appropriate safeguards are in place.

  1. International transfers

Some of the third‑party services we use to store or process data operate outside the United Kingdom. This means that your personal information may be transferred to, or stored in, countries that do not have the same data protection laws as the UK.

Whenever we transfer your data internationally, we ensure that appropriate safeguards are in place. These may include:

  • UK adequacy regulations
  • Standard Contractual Clauses (SCCs)
  • Additional technical and organisational measures required by UK GDPR

We only use reputable providers who demonstrate strong privacy and security standards.

Services we use that may involve international transfers

  • Google Workspace – email, document storage and collaboration
  • Donorfy – donor management and Gift Aid administration
  • myFundAccounting – financial administration
  • Mailchimp – email newsletters
  • WhatsApp – communication with volunteers and service users
  • Facebook – community engagement and messaging
  • ChurchSuite – church and community administration

These services may process data in the EU, the United States, or other jurisdictions, with appropriate safeguards in place.

If you would like more information about international transfers or the safeguards we use, please contact us at hello@thehubbeeding.org.

  1. How long we keep your information

We keep your data only for as long as necessary for the purpose it was collected. Typical retention periods include:

  • Gift Aid records: 6 years
  • Safeguarding records: in line with statutory guidance
  • Volunteer records: duration of involvement + 3 years
  • General enquiries: up to 12 months
  • Mailing list data: until you unsubscribe

Full retention details are available on request.

  1. Your rights

You have the following rights over your personal data:

  • Access – to request a copy of your data
  • Rectification – to correct inaccurate information
  • Erasure – to request deletion (in certain circumstances)
  • Restriction – to limit how your data is used
  • Objection – to certain types of processing
  • Data portability – to request transfer to another provider
  • Withdraw consent – where consent is the lawful basis

To exercise any of these rights, contact: hello@thehubbeeding.org

You also have the right to complain to the Information Commissioner’s Office (ICO) if you are unhappy with how we handle your data.

  1. Cookies and website data

Our website uses cookies to:

  • Make the site function properly
  • Understand how visitors use the site
  • Improve user experience

Where cookies are not essential, we will ask for your consent.
 You can manage your cookie settings through your browser.

  1. Changes to this notice

We may update this Privacy Notice from time to time. The latest version will always be available on our website.