This policy explains how we protect and manage any personal data you share with us and that we hold about you, including how we collect, process, protect and share that data. Your personal data means any information that may be used to identify you, including, but not limited to, a first and last name, a home or other physical address and an email address or other contact information.


How we obtain your personal data

Information provided by you
You provide us with personal data though several ways that may include a registration form, by telephone, electronic communication and face to face conversations.

Information from other sources
​We have a two-way data sharing agreement with Oxfordshire County Council for the purpose of supporting young people aged 16-18, (or up to 25 with an Education and Health Care Plan) into continuing education or training.

How we use your personal data.
We collect and use your personal information only for the purpose of communicating with you. Our reasons for contacting you may include letting you know about activities for 0-5 years-olds, information and guidance for training and employment, cancellation of a session or appointment, or in case of emergency. We undertake at all times to protect your personal data including any health and financial information that you choose to share with us, in a manner which is consistent with our Confidentiality and Information-sharing Statement, and Safeguarding policy, and the requirements of the General Data Protection Regulation (GDPR) concerning data protection.
Our Confidentiality and Information-Sharing Statement, and Safeguarding Policy are available to view at:


Sharing information

People who use our services
Any information that you choose to give us may only be shared between employees of The Berin Centre, including temporary, cover, or volunteer staff. We will not share your personal information with other individuals or organisations without your expressed consent. Data may be anonymised and shared for the purposes of monitoring and applying for funding so that The Berin Centre can continue to provide a service for the community.

Employees and trustees (including temporary and cover staff, and designated volunteers)
The Berin Centre is required to hold personal information about individual employees and trustees including all temporary, cover and designated volunteer staff. as a legal entity. Personal information may only be shared with the manager and deputy manager unless the individual concerned has expressed consent for specified wider sharing. A ‘designated volunteer’ is a named person who has been appointed by the manager for a specified volunteering role, who has therefore signed our Confidentiality and Information-Sharing Statement.

Individual, corporate and private donors, supporters and friends.
The names, contact details and details of donations / grants etc from public sector entities are in the public domain.
The names, contact details and details of donations / grants from donors who are individual, corporate, private, supporters or friends,are only shared with employees and trustees (including temporary and cover staff, and designated volunteers), unless the donor has given expressed permission for wider sharing.


How long do we keep this information about you?

We keep the information that you share with us for up to seven years, in line with financial best practice for our accounting purposes.


Your rights

Subject access requests
The General Data Protection Regulation (GDPR) grants you the right to access personal data that we hold about you. This is referred to as a subject access request. We shall respond with one month to all requests, and our response shall include:

  • Where the information came from;
  • The purpose of processing the information;
  • Who we share it with.

Right to Rectification
You have the right to obtain from us without undue delay the rectification of inaccurate personal data which includes the completion of any incomplete data.

Right to erasure
You have the right to obtain from us erasure of personal data concerning you, without undue delay.

Right to restriction of processing
Subject to exemptions you have the right to obtain from us restriction of processing where one of the following applies:

  • You are contesting the accuracy of the data we hold about you;
  • The processing is unlawful, and you oppose the erasure of data, and instead request restriction in its use;
  • We no longer need to process your data, but it is required by you for the establishment, exercise of defence of legal claims.
  • You object to us processing your data, pending the outcome of whether there are legitimate grounds to override your objections.

Notification obligation regarding rectification or erasure of personal data or restriction of processing
We shall communicate any rectification or erasure of personal data or restriction of processing as described above to anyone which whom we have shared your data, and provide you with information about the recipients if you request it.

Right to data portability
You have the right to receive from us the personal data that you have provided in a structured, commonly used and machine-readable format and have the right to transmit this data to another controller, without hindrance from us.

Right to Object
You have the right to object to the processing of personal data concerning you.


Important Information

Questions and queries
Please contact us if you have any questions or queries that are not answered in this Privacy Policy.

Policy changes
This Policy is regularly reviewed, and we reserve the right to update of amend it at any time.

If you have a complaint
If you have a complaint regarding our use of your personal data or sensitive information please contact us in the first instance as we may be able to address your concerns through our response to your Rights, as detailed above. If you are not satisfied with our response you can report your concerns to the Information Commissioners Office by telephoning their helpline on 0303123113, or accessing their live chat facility on the website at

Share This