OUR PRIVACY POLICY.
Last updated: 11 August 2026
1. WHO WE ARE.
THE PERCENTERS. is a registered charity in England and Wales supporting young adults through community events, activities, resources and wellbeing opportunities.
Registered charity number: 1216850Website: www.thepercenters.co.ukEmail: jake@thepercenters.co.ukTelephone: 07594 411008
For data-protection purposes, THE PERCENTERS. is the data controller. This means we are responsible for deciding how personal information is used and protected.
This general policy applies to our website, communications, events, bookings, supporters, volunteers, donations and merchandise. Professional referrals are also covered by our separate Professional Referral Privacy Notice.
2. INFORMATION WE MAY COLLECT.
Depending on how someone interacts with us, we may collect:
Name and preferred name.
Age or confirmation that a person is within an event's age range.
Contact details, including email address and telephone number.
Area or partial postcode.
Event bookings, attendance and participation history.
Communication and marketing preferences.
Enquiries, messages, feedback and complaints.
Accessibility, communication and reasonable-adjustment information.
Emergency-contact details where necessary.
Photography or video consent and approved images or recordings.
Volunteering applications, availability, experience and training records.
Donation, purchase, delivery and transaction information. We do not normally receive full payment-card details.
Information supplied by a professional through our referral process.
Safeguarding, risk or incident information where relevant and necessary.
Technical website information, including IP address, browser information and cookie or analytics data.
Information about health, disability, ethnicity, religion, sexual orientation or other protected information may be special-category personal data. We only collect or use this where it is necessary and an additional legal condition applies.
3. HOW WE RECEIVE INFORMATION.
We may receive information:
Directly from the person when they contact us, make a booking, attend an event, complete a form, donate, buy merchandise, volunteer or give feedback.
From a professional who submits a referral with the young adult's knowledge and agreement.
From a support worker, carer or trusted person where the individual has agreed or another lawful reason applies.
From our website, booking, payment and communications providers.
From public social-media interactions where someone contacts, tags or messages us.
From an appropriate authority or partner where information sharing is necessary and lawful.
If we receive personal information from someone else, we will provide relevant privacy information within a reasonable period and normally when we first contact the person.
4. HOW WE USE INFORMATION.
We may use personal information to:
Provide information about our events and activities.
Manage bookings, waiting lists, reminders, changes and cancellations.
Support safe and accessible participation.
Respond to enquiries, feedback or complaints.
Receive, assess and manage professional referrals.
Communicate with volunteers and manage volunteer involvement.
Process donations, merchandise orders, delivery, refunds and financial records.
Send newsletters or updates where the person has chosen to receive them.
Manage photography and video permissions.
Safeguard participants, volunteers, team members and the public.
Manage incidents, insurance matters and legal responsibilities.
Prevent spam, fraud, misuse and security incidents.
Evaluate and improve our activities.
Produce anonymous impact, funding and charity reports.
Meet legal, financial and regulatory responsibilities.
We do not sell personal information. We do not make decisions that have legal or similarly significant effects using solely automated processing.
5. OUR LAWFUL REASONS FOR USING INFORMATION.
Depending on the purpose, we may rely on:
Consent: For optional marketing, photography, professional referrals and other activities where we ask for a clear choice. Explicit consent is normally used for health or other special-category information included in a referral.
Contract or steps requested before a contract: For merchandise orders, paid transactions and related customer service.
Legitimate interests: To administer events and enquiries, communicate essential information, manage volunteers, maintain proportionate records, improve our work, protect our systems and support our charitable purposes where this does not override a person's rights.
Legal obligation: Where the law requires us to retain, use or disclose information, including relevant financial, regulatory and safeguarding obligations.
Vital interests: In a rare emergency where processing is necessary to protect someone's life or physical safety.
Substantial public interest: In limited safeguarding circumstances where UK law permits the necessary and proportionate use of special-category information without consent.
Where consent is used, it can be withdrawn at any time. Withdrawal does not affect processing that has already lawfully taken place.
6. PROFESSIONAL REFERRALS AND SENSITIVE INFORMATION.
Professional referrals may include wellbeing, health, disability, accessibility or safeguarding information. Professionals must discuss the referral with the young adult, show them our Professional Referral Privacy Notice and obtain explicit agreement before sharing this information.
Professional referral data is handled separately from marketing information. We may use restricted Google Drive and HubSpot referral records for authorised referral administration, contact status and follow-up. Referral information will not be added to a marketing list, used for unrelated marketing or routed through an additional automation provider unless our privacy information and internal assessment are reviewed first.
Please read our Professional Referral Privacy Notice for the complete referral-specific information.
7. MARKETING AND UPDATES.
We send optional newsletters, event updates and supporter communications only where we have an appropriate legal basis and have provided a clear way to opt out.
Where we ask for consent, the person can unsubscribe at any time by:
Using the unsubscribe link in an email.
Changing their communication preferences where available.
Emailing jake@thepercenters.co.uk.
Withdrawing from marketing does not stop essential messages about an event, booking, order or active enquiry.
We do not use professional referral or special-category information to target marketing.
7.1 WHATSAPP CHANNEL COMMUNICATIONS.
Where you separately opt in, we will use your name, mobile telephone number and consent record to send you an invitation to follow THE PERCENTERS. WhatsApp Channel.
The Channel is used to share event information, community news, opportunities and wellbeing updates. Following the Channel is optional and is not required to book or attend our activities.
Our lawful basis for using your information for this purpose is your consent. You may withdraw your consent at any time by unfollowing the Channel or contacting jake@thepercenters.co.uk. Withdrawing consent does not affect processing that took place before it was withdrawn.
WhatsApp is operated by WhatsApp LLC, part of Meta. WhatsApp processes account, device and interaction information under its own privacy policy and may process information outside the United Kingdom using the safeguards described in that policy.
Other Channel followers cannot see your telephone number or profile details through the Channel. Channel administrators may see limited information, such as your profile name and, depending on your privacy settings and interactions, your profile photograph, reactions or poll responses.
Please do not use the Channel to send confidential health, clinical or safeguarding information. Contact us privately if you need to discuss something sensitive.
8. PHOTOGRAPHY, VIDEO AND SOCIAL MEDIA.
We may take photographs or recordings at events only under our applicable photography and consent arrangements. We will explain how an image may be used and provide an appropriate choice.
Where consent is the basis, it can be withdrawn for future use. We will take reasonable steps to remove material we control, although we may not be able to retrieve material that has already been lawfully printed, shared or copied by others.
When someone interacts with us through Instagram, YouTube, Discord or another platform, that platform may separately process their information under its own privacy terms.
9. WHO WE MAY SHARE INFORMATION WITH.
We only share information where it is necessary and lawful. Recipients may include:
Authorised members of THE PERCENTERS. team.
Event facilitators, venues or delivery partners where limited information is needed for delivery, an agreed adjustment or safety.
A referring professional where the young adult has agreed to a basic outcome.
Emergency services, police, local-authority safeguarding services or another appropriate authority where necessary.
Insurers, legal advisers, accountants, auditors and professional advisers.
Website, form, booking, email, customer-management and automation providers used for the relevant activity, including Squarespace, Acuity Scheduling, Google Workspace, HubSpot and Zapier and WhatsApp/Meta.
Payment, donation and delivery providers displayed during the relevant transaction.
Providers acting for us are expected to protect information and use it only for authorised purposes. Some platforms, such as social networks, payment providers or booking services, may also act as separate data controllers for their own activities.
We do not share personal information with other organisations for their unrelated marketing.
10. INTERNATIONAL PROCESSING.
Some technology providers may process information outside the United Kingdom. Where required, we use providers and arrangements that offer recognised safeguards, such as UK adequacy regulations or approved contractual protections.
11. SECURITY.
We use proportionate technical and organisational measures to protect personal information, including:
Restricted access based on role and need.
Protected organisational accounts.
Periodic access reviews.
Secure website connections.
Data-minimisation and retention procedures.
Procedures for responding to incidents and personal-data breaches.
No online system can be guaranteed to be completely secure. People should not send complete clinical records or unnecessary sensitive information through general email or website contact forms.
12. HOW LONG WE KEEP INFORMATION.
We retain identifiable information only for as long as it is needed for its purpose, legal requirements, safeguarding, insurance or the handling of a complaint or claim.
Our normal periods include:
General enquiries that do not progress: Up to 12 months after the last contact.
Event booking and attendance information: Up to three years after the last meaningful contact or attendance.
Professional referrals that do not progress: Up to six months after closure, decline or no response.
Professional referrals that lead to participation: Up to three years after the last meaningful contact or attendance.
Marketing preferences: While the person remains subscribed, with inactive records reviewed at least every two years. A minimal suppression record may be kept to respect an opt-out.
Merchandise, donation and financial records: Normally six years after the end of the relevant financial year where required for accounting, tax, Gift Aid or legal purposes.
Unsuccessful volunteer applications: Normally six months after the decision.
Active volunteer records: For the involvement period and normally up to three years afterwards, unless a longer period is justified.
Safeguarding concerns, serious incidents and formal complaints: Normally six years after closure, followed by review. Some records may be kept longer where the nature of the matter, law, safeguarding guidance or insurance requirements justify this.
Photography and recordings: For the stated purpose while consent or another lawful basis remains valid, subject to periodic review.
We review retained records at least annually. Information that is no longer required is securely deleted or anonymised. Anonymous statistics may be kept for longer because they no longer identify an individual.
13. YOUR DATA-PROTECTION RIGHTS.
Depending on the circumstances and lawful basis, a person may have the right to:
Ask for a copy of their personal information.
Ask us to correct inaccurate or incomplete information.
Ask us to delete information.
Ask us to restrict how information is used.
Object to certain uses of information.
Receive certain information in a portable format.
Withdraw consent.
Complain about how information has been handled.
These rights are not absolute and exemptions may apply. We will explain our decision if we cannot fully comply with a request.
To exercise a right, email jake@thepercenters.co.uk. We may need to confirm identity before releasing information and will normally respond within one month.
14. COOKIES AND WEBSITE ANALYTICS.
Our Squarespace website uses cookies and similar technologies. Necessary cookies support essential functions such as security, navigation, forms and purchases. Optional analytics or performance cookies help us understand how the website is used.
Where consent is required, optional cookies should not be used until the visitor has made a choice through our cookie banner. Visitors can also change browser settings and clear stored cookies.
You can review and manage non-essential cookies through the cookie banner and cookie settings available on our website.
15. YOUNGER USERS.
Our general events and professional referral route are designed primarily for young adults aged 18-26. We do not knowingly accept an under-18 referral through this route unless this has first been discussed and an appropriate lawful process is in place.
If we learn that information about a child has been submitted inappropriately, we will assess what must be retained for safeguarding or legal reasons and delete information that is not required.
16. CONCERNS OR COMPLAINTS.
Please contact us first if you are concerned about how we use personal information:
Email: jake@thepercenters.co.ukTelephone: 07594 411008
You also have the right to complain to:
Information Commissioner's OfficeWycliffe HouseWater LaneWilmslowCheshireSK9 5AF
Telephone: 0303 123 1113Website: www.ico.org.uk/make-a-complaint
17. CHANGES TO THIS POLICY.
We review this policy at least annually and whenever our activities, systems or legal responsibilities change.
The current version will be published on our website. Where a change would significantly affect how we use existing information, we will take reasonable steps to inform the people affected before the new use begins.