OUR PROFESSIONAL REFERRAL PRIVACY NOTICE.

Last updated: 10.08.2026

1. WHO WE ARE.

THE PERCENTERS. is a registered charity in England and Wales supporting young adults through community events, activities and wellbeing opportunities.

Registered charity number: 1216850
Website:www.thepercenters.co.uk
Email:jake@thepercenters.co.uk
Telephone: 07594 411008

For data-protection purposes, THE PERCENTERS. is the data controller for the personal information we receive through our professional referral form. This means we are responsible for deciding how that information is used, stored and protected.

2. WHO THIS NOTICE APPLIES TO.

This notice applies to: Young adults who are referred to THE PERCENTERS. by a professional. Professionals who complete or contribute to a referral. Support workers, carers or trusted people whose details may be included in a referral. The referring professional should show or provide this notice to the young adult before submitting the referral. The professional’s organisation is responsible for ensuring it has an appropriate reason to hold and share the information. Once THE PERCENTERS. receives the referral, we are responsible for how we use and protect our copy.

3. INFORMATION WE MAY RECEIVE.

Information about the young adult

This may include: Full name and preferred name. Age. Area or first part of postcode. Mobile number and email address. Preferred contact method and the best time to contact them. What they would like support with.Events or activities they may be interested in. Accessibility or reasonable-adjustment requirements. Whether a support person may need to attend. Whether they are receiving or waiting for other support. Current information relevant to safeguarding, risk or safe participation. Any other relevant information included by the professional. The date and method through which consent was obtained. Whether they have agreed to us providing the professional with a basic referral outcome. Some information about health, disability, accessibility or wellbeing may be classed as special-category personal data and receives additional protection under data-protection law.

Information about the referring professional

This may include: Full name. Job title or professional role. Organisation or service.Work email address.Work telephone number. Information provided in correspondence about the referral. We ask professionals to provide only information that is relevant and necessary. Complete clinical records and information unrelated to the referral should not be submitted.

4. WHERE THE INFORMATION COMES FROM.

We normally receive the information from the professional or organisation making the referral.The professional must confirm that:The referral has been discussed with the young adult.The young adult has agreed to the referral.The young adult understands what information will be shared and why.The young adult has agreed that THE PERCENTERS. may contact them.Explicit consent has been obtained before sharing relevant health, disability, accessibility or wellbeing information.We will provide the young adult with access to this notice when we first contact them.

5. HOW WE USE THE INFORMATION.

We may use the information to: Receive and review the referral. Check that the person meets our referral criteria. Contact the young adult through their preferred contact method. Explain our events, activities and what to expect. Answer questions and help the young adult explore their options. Consider whether our community activities are currently suitable. Identify and plan reasonable adjustments. Discuss arrangements involving a support person. Support safe participation at our events. Contact the referring professional if information needs to be clarified. Keep an appropriate record of the referral, consent and outcome. Provide a basic outcome to the referring professional where the young adult has agreed. Respond to safeguarding concerns, complaints or serious incidents. Monitor and improve our referral process. Produce anonymous statistics for evaluation, funding and reporting. We will not: Use referral information for unrelated marketing. Sell or trade personal information. Make decisions using solely automated systems. Routinely share private conversations or personal disclosures with the referring professional. Treat a referral as permission for unrestricted information sharing. Submitting a referral does not automatically book an event or create an ongoing information-sharing arrangement.

6. OUR LAWFUL REASONS FOR USING THE INFORMATION.

Data-protection law requires us to identify a lawful reason for using personal information. Depending on the information and circumstances, we may rely on:

Consent

The young adult has agreed to the referral, contact from THE PERCENTERS. and the use of their information for these purposes.For health, disability, accessibility and other special-category information, we normally rely on the young adult’s explicit consent. Consent can be withdrawn at any time by contacting jake@thepercenters.co.uk. Withdrawing consent does not affect anything lawfully done before consent was withdrawn.

Legitimate interests

We may use limited personal information where necessary to: Administer and document the referral. Communicate with the referring professional. Maintain appropriate operational and security records. Prevent misuse of our referral system. Monitor and improve our referral process. Establish, exercise or defend legal claims. We will only rely on legitimate interests where we have considered the need for the processing, its effect on the person and whether their rights override our interests.

Legal obligations

We may use or retain information where we are required to do so by law, regulation or a lawful request from an appropriate authority.

Vital interests and safeguarding

In an exceptional situation involving a serious and immediate risk to someone’s life or safety, we may use or share necessary information to protect them or another person. Where special-category information must be used without consent for safeguarding purposes, we will only do this where a condition under data-protection law applies and the use is necessary and proportionate.

7. WHO WE MAY SHARE INFORMATION WITH.

Access within THE PERCENTERS. is restricted to authorised people who need the information for their role. This may include the charity’s safeguarding lead and team members responsible for reviewing referrals or supporting participation. Where necessary and lawful, limited information may also be shared with: The referring professional or service, where the young adult has agreed to a basic referral outcome. A support worker, carer or trusted person identified by the young adult. A delivery partner or event facilitator where specific information is necessary for an agreed adjustment or safe participation. Emergency services, the police, local-authority safeguarding services or another appropriate authority where there is a serious safeguarding concern or legal requirement. Our insurers, legal advisers or professional advisers where necessary.Organisations that provide our secure website, form, email and information-storage systems. Our main technology providers include Squarespace, which hosts our website and referral form, Google Workspace and HubSpot which provides our charity email system. We only share the minimum information necessary for the particular purpose. We do not share referral information with other organisations for their marketing.

8. HOW WE STORE AND PROTECT INFORMATION.

Professional referrals may be stored within: Our Squarespace form-submission system. Our protected THE PERCENTERS. email account Google Drive and HubSpot. Restricted charity records where continued storage is necessary. We use appropriate technical and organisational measures to protect information. These include restricting access to authorised people, protecting accounts and reviewing who requires access. Some of our technology providers may process information outside the United Kingdom. Where this happens, we rely on recognised data-protection safeguards, such as UK adequacy regulations or approved contractual protections.No online or email system can be guaranteed to be completely secure. We therefore ask professionals not to include complete clinical records or unnecessary personal information.

9. HOW LONG WE KEEP INFORMATION.

We keep identifiable information only for as long as it is reasonably needed.Our normal retention periods are:Referrals that do not progress: Up to six months after the referral is closed, declined or receives no response. Referrals that lead to participation: Relevant referral and participation information may be retained for up to three years after the young adult’s last meaningful contact or attendance. Safeguarding concerns, serious incidents or complaints: Records may be retained for longer where required by our safeguarding responsibilities, insurance requirements or the need to establish, exercise or defend legal claims. Information that is no longer required will be securely deleted or anonymised. Anonymous statistics that can no longer identify an individual may be retained for evaluation, funding and reporting purposes.

10. CHANGING YOUR MIND.

The young adult can: Tell the professional not to send the referral. Decline contact when we get in touch. Ask us to stop contacting them. Withdraw their consent. Decide not to attend any events. Ask us not to provide an outcome to the referring professional. Withdrawing consent will not affect any processing that has already lawfully taken place .We may retain a limited record where this is necessary to meet a legal or safeguarding responsibility, handle a complaint or establish, exercise or defend a legal claim. We will explain this if it applies.

11. YOUR DATA-PROTECTION RIGHTS.

Depending on the circumstances and lawful basis being used, the young adult and referring professional may have the right to: Ask for a copy of the personal information we hold about them. 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 at any time. Complain about how their information has been handled. These rights are not absolute and some exemptions may apply. We will explain our decision if we cannot fully comply with a request.

To make a request, email: jake@thepercenters.co.uk

We may need to confirm the person’s identity before providing information. We will normally respond within one month.

12. CONCERNS OR COMPLAINTS.

If you are concerned about how we have used personal information, please contact us first:

Email:jake@thepercenters.co.uk
Telephone: 07594 411008

You also have the right to complain to the Information Commissioner’s Office, the UK regulator for data protection:

Information Commissioner’s Office

Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AFTelephone: 0303 123 1113
Website:www.ico.org.uk/make-a-complaint

13. CHANGES TO THIS NOTICE.

We may update this notice if our referral process, technology providers or legal responsibilities change.

The current version will always be available on our website.

Where a change would significantly affect how we use existing referral information, we will take reasonable steps to inform the people affected.