A purple and green privacy notice sign on a white background.

What personal information do we collect?


To be able to deal with most queries and to let you know about future opportunities, we will collect:


  • Your name
  • 
  • Your phone number or email address

For other projects and services, we may also need to collect:


To be able to deal with most queries and to let you know about future opportunities, we will collect:


  • Your postal address and postcode
  • 
  • Your date of birth

  • Sensitive information such as your ethnicity, gender, trans status, religion, sexual orientation and whether you have a disability or long-term health condition

Where do we get the information from?


  • To sign you up to the Community Grocers waiting list and to let you know when a slot becomes available, we will ask you verbally for your name and either a phone number or an email address

  • When you sign up to join the Community Grocers, a Learning Store activity, workshops, or we will ask you to complete a registration form. This will include your name, contact number or email address, postal address, date of birth and sensitive information

  • When we complete a referral into another service or organisation, we will ask you to provide the information needed for the referral form.

  • When you sign up to hire room (s) in the building, we ask you for your name, phone number and email address.

  • We also take photographs and videos of activities taking place.

What do we do with the information?


  • We use your name and phone number or email address to keep in touch with you and to let you know when a service or project becomes available for you to join

  • We use your date of birth and sensitive information to understand how services and projects are meeting the needs and ambitions of the local community and to make improvements

  • We share anonymised data with our funders and partners for the purposes of monitoring, evaluation and to secure further funding

  • Occasionally, we are required to share your personal and sensitive information with partner organisations are funders for the purposes of properly administering a course or project. This only happens when necessary and required by the funder or partner

  • We share your personal and sensitive information with other organisations for the purposes of completing referrals only when you have consented to that information being shared with that organisation or service. The exception to this is where we need to complete a safeguarding referral because we believe that you or another person is at risk of harm. We do not need your consent to complete a safeguarding referral

  • When you sign up to hire room (s) in the building, we use your name, phone number or email address to contact you for the purposes of booking the room hire and confirming the booking with you. This data is not shared with any other organisation or service outside of HMHC

  • We use photographs and videos of activities in marketing publications and promotional material including on social media, in print and in reports to funders and partners.

What is the lawful basis for collecting and processing this information?


  • The lawful basis is legitimate interest. We consider the legitimate interests to be the correct and proper functioning of the organisation, delivery of services and projects which are of benefit to the community and the public including improving health, wellbeing and community engagement

  • When we collect and process your information to refer you to another service, the lawful basis is consent. The exception to this is where we need to complete a safeguarding referral because we believe that you or another person is at risk of harm

  • We do not need your consent to complete a safeguarding referral. The lawful basis for collecting and processing information for a safeguarding referral is performing a task in the public interest

  • The lawful basis for collecting and processing photographs and videos is consent.

How do we store your information?


  • We store your information on a password protected online system which can only be accessed by HMHC staff

  • Information on paper forms is stored in locked cabinets which can only be accessed by HMHC staff

  • Information on the paper forms is transferred to our online system as soon as practicable and the paper forms are disposed of securely

  • To meet the needs of some funders, in some instances we are required to keep original paper copies of registration forms. These are stored securely in locked cabinets which can only be accessed by HMHC staff

  • We keep your information for the duration of your engagement with HMHC. In some instances, we are required by funders or partners to keep information for longer

  • We will securely destroy information we no longer need

Your data protection rights


Under data protection law, you have rights including:


  • Your right of access - You have the right to ask us for copies of your personal information

  • Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete

  • Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances

  • Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances

  • Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances

  • Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances

  • You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.