Privacy Notice
Introduction
This Privacy Notice explains how we collect, use, and protect your personal data when you visit our website or contact us to find out about recruitment, volunteering, student placements, donations, or fundraising opportunities.
What Data We Collect
We may collect and process:
- Name, address, and contact details (such as email and telephone)
- Information shared in web contact forms (including job applications, volunteering, student placements, donations, or interest in fundraising)
- Communication preferences and marketing consent
- Details relevant to your enquiry or transaction, such as donation history or volunteering background
- Technical data (such as IP address, browser type, and website interactions via cookies)
How We Use Your Personal Data
We use your information:
- To respond to your queries or applications for jobs, volunteering and student placements
- To process donations and gift aid (if applicable), and contact you about fundraising and volunteering opportunities
- To send you updates about our work, but only with your consent or as allowed by law
- To keep a record of communications and relationships with supporters
- For website analytics to improve our site
Lawful Bases for Processing
We process your data according to the following lawful bases:
- Consent: If you subscribe to newsletters, updates, or express interest via contact forms, we ask for your consent
- Legitimate interests: When contacting you about services or events similar to those you’ve enquired about, provided this does not override your rights
- Legal obligation: When we must process your data for statutory reporting, financial records, or safeguarding
Who We Share Your Data With
Your personal information will only be shared:
- With staff and authorised volunteers who need it
- With secure third parties for payment processing (e.g., for donations), who comply with data protection law
- If required by law, such as for fraud prevention or safeguarding
- We do not sell or share your data for marketing by other organisations
Your Rights
You have the right to:
- Request access to the personal data we hold about you
- Ask for correction or deletion of your data
- Withdraw consent at any time (where consent is the basis for processing)
- Object to certain processing, or ask for processing restrictions
- Request a copy of your data in a portable format
Data Retention Periods
We only keep your data as long as needed:
- Recruitment and job application data, including volunteering and student placements kept for up to 6 months after the process ends, unless hiring, in which case records are kept up to 6 years after employment, volunteering or placement ends or per employment law requirements
- Donation and financial records: retained for 6 years after the financial year of the transaction (for accounting/legal compliance)
- Contact form queries not relating to recruitment, volunteering or donations: deleted 12 months after your last contact, unless a longer period is needed for risk or safeguarding
- You may request deletion sooner if legally permitted
How to complain and/or contact us
If you have any questions, wish to exercise your rights, or want to make a complaint, please contact:
Young Women’s Housing Project
PO Box 303
Sheffield
S1 1YD.
Tel: 0114 2680 580
Email: ywhp@ywhp.org.uk
You may also contact the Information Commissioner’s Office (ICO) if you are not satisfied with our response:
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint
Last updated: October 2025