BuddyHub C.I.C.
Privacy Notice
Our Privacy Notice sets out how we will use your information.
If your details change, please update us so we can continue giving you our best service.
1. Introduction
We are BuddyHub C.I.C (referred to as “we”, “us”, “our” and “BuddyHub”), a social enterprise, and our mission is to alleviate the problem of loneliness and isolation for adults through community connectivity.
In providing this support, we collect elements of information about you when you engage with you. We only use this information in the context of providing our services, all of which are related to alleviating loneliness and isolation and supporting adults. We respect your privacy and are committed to protecting your personal data. Personal data, or personal information, means any information about an individual from which that person can be identified.
This notice explains how we will process your personal information when you engage with BuddyHub, and provides you with additional information regarding your privacy rights. It is important that you read this Privacy Notice so that you are fully aware of how and why we use your personal data in the context of the services we provide.
Our Privacy Notice is designed to be as clear and informative as possible, but do not hesitate to let us know if you have any questions about the ways in which we use your personal information. We may amend this Privacy Notice from time to time, and will update you of any material changes.
We do not collect personal data about persons under the age of 18.
2. Who is primarily responsible for your personal information?
BuddyHub (company number 09332306, registered in England) is primarily responsible for the personal information we collect about you when you engage with BuddyHub. We are therefore termed the ‘controller’ under the General Data Protection Regulation (GDPR).
Our registered office address is Better Space, 127 Farringdon Road, London, EC1R 3DA. You can also contact us via telephone on 07714 118916 or via email at hello@buddyhub.co.uk.
3. How is your personal data collected?
We collect personal information directly from you. When you apply to join our community, or engage with us to provide or receive services, you provide us with certain categories of personal information, including your name and contact details. In some cases we obtain data from third-party information providers – for instance, employment checks.
4. How we use your personal information if you are a member of BuddyHub
This section of the Privacy Notice applies to you if you join our community and become a member.
We will only use your personal data when the law allows it and only to the extent necessary in order to fulfil the purpose for which we need to collect it. Below we set out these purposes, the lawful basis we rely on in order to do so, and how long we keep your personal information for.
| Purpose for which we use your personal data | What types of personal data are we using? | What lawful basis do we rely on to use your personal data? |
|---|---|---|
| To coordinate your community related activities with us, including responding to any queries you may have as a member. To process your application for membership and to match a member to you where they may have special requests for who they are matched with. |
Name Email address Contact telephone number Your professional title Special Category Data - ethnicity, race, sexuality, gender Any personal information you provide to us when filling out your member profile form/s to help us find the best friendship matches for you. |
It is in our legitimate interests to use the personal data you share with us to coordinate your member activities to provide our services. Our legitimate interest is the proper provision of friendship services by BuddyHub to alleviate the loneliness and isolation of adults. |
| To contact you in emergencies. | Name Email address Contact telephone number |
It is in our legitimate interests to be able to contact you in an emergency. |
| To share your information with third parties we are collaborating with in providing our services, when necessary to coordinate your community activities with us. | Name Email address Contact telephone number |
It is in our legitimate interests to share your information with such third parties in order to be able to provide the services we offer. Our legitimate interest is the proper provision of support services by BuddyHub to alleviate the loneliness and isolation of adults. |
| To use photographs or video footage featuring you in your function as a community member in material on the BuddyHub website. | Photographs or video footage of you in your function as a BuddyHub community member. | It is in our legitimate interests to use photographs or video footage of BuddyHub community members or to highlight the services BuddyHub provides. Our legitimate interest is publicising the services that BuddyHub provides. We will always give you the option of opting out of any video footage or photographs that we take for promotional purposes. |
We will only retain your personal data while it is necessary for the purpose we collected it for. Typically, this means we will delete your personal data after one year once you cease being a member of our community. We may need to keep your personal data for longer than this where it is necessary (i) to establish, bring or defend legal proceedings or to comply with a legal or regulatory requirement; or (ii) to preserve records to be able to carry out external or internal audits.
5. How we use the information of members of our community.
This section of the Privacy Notice applies to you if you are a member receiving services from us.
We will only use your personal data when the law allows it and only to the extent necessary in order to fulfil the purpose for which we need to collect it. Below we set out these purposes, the lawful basis we rely on in order to do so, and how long we keep your personal information for.
| Purpose for which we use your personal data | What types of personal data are we using? | What lawful basis do we rely on to use your personal data? |
|---|---|---|
| To process your application for membership and match you to another member where you may have special requests for who you are matched with. | Name Professional email address Job title Postal address Contact telephone number Special Category Data - ethnicity, race, sexuality, gender |
It is in our legitimate interests to process your application and to match you to other members as appropriate in line with the services we provide to members. Our legitimate interest is the proper provision of friendship services by BuddyHub to alleviate the loneliness and isolation of adults. |
| To use photographs or video footage featuring you in your function as a Member in material on the BuddyHub website. | Photographs or video footage of you in your function as a BuddyHub member. | It is in our legitimate interests to use photographs or video footage of BuddyHub Members to highlight the services BuddyHub provides. Our legitimate interest is publicising the services that BuddyHub provides. We will always give you the option of opting out of any video footage or photographs that we take for promotional purposes. |
| To respond to any query that you have asked us. | Name Any information that you provide to us in submitting your query through our contact form |
It is in our legitimate interests to respond to your query and to ensure that our services operate as effectively as possible. Our legitimate interest is the proper provision of support by BuddyHub to adults. |
| To contact you in emergencies. | Name Email address Contact telephone number |
It is in our legitimate interests to be able to contact you in an emergency. |
We will only retain your personal data while it is necessary for the purpose we collected it for and while it remains necessary (i) to establish, bring or defend legal proceedings or to comply with a legal or regulatory requirement; or (ii) to preserve records to be able to deal with external or internal audits; or (iii) to keep track of the services we are providing.
6. How we use your personal information if you are employed by or are a volunteer member of staff with BuddyHub
This section of the Privacy Notice applies to you if you are an employee or a voluntary member of staff of BuddyHub.
We will only use your personal data when the law allows it and only to the extent necessary in order to fulfil the purpose for which we need to collect it. Below we set out these purposes, the lawful basis we rely on in order to do so, and how long we keep your personal information for.
| Purpose for which we use your personal data | What types of personal data are we using? | What lawful basis do we rely on to use your personal data? |
|---|---|---|
| In order to pay you/reimburse expenses. | Name Email address Postal address NI Number Tax Code Bank Account Details Working Hours Salary |
It is in our legitimate interests to facilitate payroll. |
| To be able to contact you if you are working offsite or to communicate issues related to your employment | Name | It is in our legitimate interests to be able to contact a member of staff in connection with your employment. |
| To contact you in emergencies. | Name Email address Contact telephone number |
It is in our legitimate interests to be able to contact you in an emergency. |
| To provide you with an employment contract and be able to send it to you. | Name Postal Address Email Address Salary Working Hours |
It is in our legitimate interests to provide you with an employment contract so that we have a contractual relationship with you as your employer. |
| To record sick days, sick notices, holidays and performance appraisals, disciplinaries etc. | Name Dates of Illness Dates of Holiday Info re Disciplinary |
It is in our legitimate interests to record data related sick days, holidays and performance appraisals, disciplinary proceedings etc. |
We will only retain your personal data while it is necessary for the purpose we collected it for. Typically, this means we will delete your personal data once you cease being a volunteer member of staff. We may need to keep your personal data for longer than this where it is necessary (i) to establish, bring or defend legal proceedings or to comply with a legal or regulatory requirement; or (ii) to preserve records to be able to carry out external or internal audits.
7. How we use your personal information if you are a BuddyHub Director or Advisor
This section of the Privacy Notice applies to you if you act as a Director for BuddyHub.
we will only use your personal data when the law allows it and only to the extent necessary in order to fulfil the purpose for which we need to collect it. Below we set out these purposes, the lawful basis we rely on in order to do so, and how long we keep your personal information for.
| Purpose for which we use your personal data | What types of personal data are we using? | What lawful basis do we rely on to use your personal data? |
|---|---|---|
| To engage with you in your role as Director or Advisor, by inviting you to meetings, sending you email correspondence, and answering any queries you may have. | Name Email address Contact telephone number |
It is in our legitimate interests to use the personal data you share with us in your function as a Director or Advisor of BuddyHub to benefit from your support, and ensure that BuddyHub operates properly and is governed lawfully. Our legitimate interest is the proper functioning of BuddyHub. |
| To contact you in emergencies. | Name Email address Contact telephone number |
It is in our legitimate interests to be able to contact you in an emergency. |
We will only retain your personal data while it is necessary for the purpose we collected it for. Typically, this means we will delete your personal data once you cease to be a Director or Advisor, unless you remain involved with BuddyHub in another capacity (in which case data will be retained in line with that other purpose). We may need to keep your personal data for longer than this where it is necessary (i) to establish, bring or defend legal proceedings or to comply with a legal or regulatory requirement; or (ii) to preserve records to be able to carry out external or internal audits.
8. How we use your personal information if you provide funding to BuddyHub.
This section of the Privacy Notice applies to individuals who provide funding to BuddyHub.
We will only use your personal data when the law allows it and only to the extent necessary in order to fulfil the purpose for which we need to collect it. Below we set out these purposes, the lawful basis we rely on in order to do so, and how long we keep your personal information for.
| Purpose for which we use your personal data | What types of personal data are we using? | What lawful basis do we rely on to use your personal data? |
|---|---|---|
| To enable us to receive income from you through our donation/payment channels in order to support the delivery of our charitable objectives. | Name Postal Address |
We rely on our legitimate interest in receiving any funding you choose to gift to us which enables us to properly provide the services and support to adults. Our legitimate interest is the proper provision of BuddyHub services. |
We will only retain your personal data while it is necessary for the purpose we collected it for and while it remains necessary (i) to establish, bring or defend legal proceedings or to comply with a legal or regulatory requirement; or (ii) to preserve records to be able to deal with external or internal audits; or (iii) to keep track of the services we are providing.
9. Change of purpose
We will only use your personal data for the purposes for which it was collected, unless we reasonably consider that we need to use it for another reason, and that reason is compatible with the original purpose.
If we need to use your personal data for an unrelated purpose, we will notify you and explain the legal basis which allows us to do so. However, we may process your personal data without your knowledge or consent where this is required or permitted by law.
10. Right to opt-out
If you wish to opt-out of any of our services you may do so by contacting us. You have the right to ask us to stop processing your data by contacting us via email at hello@buddyhub.co.uk or telephone at 0203 642 6871.
11. Other parties who will have access to your data
Your personal data may be disclosed by us to the following third parties:
- third parties which provide technical and banking services to us;
- other service providers including IT suppliers, administration services providers;
- public bodies, including regulatory bodies, where we are obliged or permitted by law to do so (this may include the Information Commissioner’s Office);
- and our professional advisors including lawyers and auditors.
We may also disclose your personal data to third parties to whom we choose to sell, transfer, or merge parts of our organisation or our assets. Alternatively, we may seek to obtain or merge with other organisations. If a change happens to our organisation, then our new owners may use your personal data in the same way as set out in this Privacy Notice.
We require (and insist) all third parties to respect the security of your personal data and to treat it in accordance with the law.
12. Transferring your personal information overseas.
Your personal data will in limited circumstances be transferred outside the UK. We will only share personal data with others outside the UK when we are legally permitted to do so, namely where:
- the UK government has decided that the relevant country has adequate protective rules in relation to data protection in place (an “adequacy decision”);
- we have entered into the relevant “standard contractual clauses” with the recipient of your personal data (these are a set of obligations about how your data is protected and used); or
- we can rely on another basis under the law such as that we have to share the personal data because this is necessary for the purpose of a court case, investigation or to protect our legal rights.
13. Cookies
We use cookies on our website. For more information on cookies, please see our Cookie Notice.
14. Data security
We have put in place appropriate security measures to prevent your personal data from being lost, used, accessed, altered or disclosed in an accidental or unauthorised way.
We are committed to ensuring that all reasonable and appropriate steps have been taken to protect your personal data which includes, where appropriate, utilising encryption measures.
We have also put in place procedures to deal with any suspected personal data breach and will notify you and any relevant regulator of a breach where we are legally required to do so.
15. Your data protection rights
Under certain circumstances, you have a number of rights under the UK data protection laws with regard to the personal data we use about you. These are described below. To exercise any of your rights in relation to BuddyHub, please contact us by email at hello@buddyhub.co.uk or by telephone on 0203 642 6871.
Right of access to personal data – You have a right to request a copy of the personal data we hold about you.
Right to rectification – If you believe the personal data we hold about you is incorrect, you can contact us to request for any incomplete or inaccurate data that we hold about you to be corrected. However, we may need to verify the accuracy of the new information you provide to us.
Right to erasure – You have the right to request the deletion or removal of personal data we hold about you where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to us holding your information, where we may have processed your information unlawfully or where we are required to erase your personal data to comply with law. Although we will consider every request for erasure on its merits, we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at that time of your request.
Right to object to processing – You have a right to object to the processing of your personal data where we are using it for the purpose of our legitimate interests. If we agree that your objection is justified we will stop using your information for those purposes. Alternatively, we will explain why we still need to use your information.
Right to restrict processing of your personal data – You have a right to request us to suspend the processing of your personal data in the following situations:
- for the period it takes us to rectify any inaccurate data about you;
- where our use of the data is unlawful but you do not want us to erase it;
- where you want to prevent us from deleting your data at the end of the retention period in the event that you need it to establish, exercise or defend a legal claim;
- where you have objected to our use of your data, but we need to verify whether we (or a third party) have overriding legitimate grounds to use it.
Right to request the transfer of your personal data to you or to a third party – You have the right to ask us to transfer certain information we hold about you to a third party you have chosen, or directly to you. Where your request is valid, we will provide you with your personal data in a structured, commonly used, machine-readable format.
16. Right to lodge a complaint
If you have any complaints about how we handle your personal data, please contact us by email at hello hello@buddyhub.co.uk or by telephone on 0203 642 6871and we will do our best to assist.
You also have a right to make a complaint to the supervisory authority in your country of residence or employment or place of the alleged infringement. The Information Commissioner’s Office (“ICO”) is the UK supervisory authority for data protection issues. You can contact the ICO:
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF