Privacy Policy

Last updated: 01/07/2026

YMCA Wellington and District is committed to protecting your privacy and handling your personal information responsibly, lawfully and transparently.

This Privacy Policy explains what personal information we may collect, how we use it, how we keep it safe, and what rights you have in relation to your information.

Who we are

YMCA Wellington and District provides accommodation, support, wellbeing services and community-based projects for young people and customers in our local area.

For the purposes of data protection law, YMCA Wellington and District is the data controller for the personal information we collect and use.

What information we collect

The information we collect depends on how you interact with us. This may include:

• Your name, address, email address and telephone number.
• Information you provide when contacting us through our website, by email, by phone or in person.
• Information provided when making a referral, enquiry, donation or fundraising request.
• Information needed to provide support, housing, counselling, wellbeing activities or other services.
• Emergency contact details, professional contact details or referral information where relevant.
• Website usage information, such as cookie preferences and basic analytics data.

In some circumstances, we may collect sensitive personal information, such as information relating to health, wellbeing, safeguarding, support needs or personal circumstances. We only collect this where it is necessary, appropriate and lawful to do so.

How we collect your information

We may collect information directly from you when you:

• Complete a form on our website.
• Contact us by phone, email or post.
• Make a donation or fundraising enquiry.
• Access one of our services or projects.
• Are referred to us by another organisation or professional.

We may also receive information from referral partners, local authorities, health professionals, schools, colleges, charities, support agencies, emergency services or other organisations where this is necessary to provide support or meet safeguarding responsibilities.

How we use your information

We may use your personal information to:

• Respond to enquiries and requests for information.
• Provide support, accommodation, counselling, wellbeing activities or other services.
• Process donations and fundraising enquiries.
• Manage referrals and assess eligibility for services.
• Keep appropriate records of our work with customers and service users.
• Meet safeguarding, legal, regulatory, contractual or funding obligations.
• Improve our website, services and communications.
• Keep our website secure and functioning correctly.

Our lawful basis for using your information

We only use personal information where we have a lawful basis to do so. Depending on the situation, this may include:

• Consent: where you have clearly agreed that we can use your information for a specific purpose.
• Contract: where we need to use your information to provide a service or take steps before providing a service.
• Legal obligation: where we need to use your information to comply with the law.
• Vital interests: where information is needed to protect someone’s life or safety.
• Public task: where we are carrying out work in the public interest or under official authority.
• Legitimate interests: where we have a reasonable and lawful reason to use your information, and this does not override your rights.

Where we use sensitive personal information, we will only do so where an additional lawful condition applies, such as providing support services, safeguarding individuals, protecting vital interests, or complying with legal obligations.

Safeguarding and confidentiality

We take confidentiality seriously and only share personal information where there is a valid reason to do so.

There may be circumstances where we need to share information with appropriate organisations or authorities, particularly where there is a safeguarding concern, a risk of harm, a legal requirement, or a serious concern about someone’s wellbeing or safety.

Who we share information with

We may share information with trusted organisations where necessary and appropriate. This may include:

• Local authorities and statutory services.
• Health, wellbeing, counselling or support professionals.
• Safeguarding teams and emergency services.
• Funders, commissioners or regulators, where required.
• IT, website, email, hosting, payment or administration providers who support our work.
• Professional advisers, auditors or insurers where needed.

We do not sell your personal information.

Donations and fundraising

If you make a donation or contact us about fundraising, we may use your information to process your donation, respond to your enquiry, keep financial records, thank you for your support, and meet any legal or accounting requirements.

We will only contact you with further fundraising or marketing communications where we are allowed to do so and where you have not opted out.

Website forms and email enquiries

If you complete a form on our website or contact us by email, we will use the information you provide to respond to your enquiry and deal with your request.

Please avoid sending highly sensitive information through website forms unless it is necessary. If you need urgent support or there is an immediate risk of harm, please contact the emergency services or an appropriate support service directly.

Cookies and analytics

Our website uses cookies to help it function correctly and to understand how visitors use the site.

Essential cookies are required for the website to work. Analytics cookies help us understand how the website is used so we can improve it. You can manage your cookie preferences through our cookie settings where available.

For more information, please see our Cookies page.

How long we keep your information

We only keep personal information for as long as necessary for the purpose it was collected, including to meet legal, safeguarding, contractual, accounting, reporting or regulatory requirements.

Different types of information may be kept for different periods depending on the nature of the service, the reason the information was collected, and any legal or safeguarding obligations that apply.

How we keep your information safe

We use appropriate technical and organisational measures to protect personal information from loss, misuse, unauthorised access, disclosure, alteration or destruction.

Access to personal information is limited to people who need it for their role, and we expect staff, volunteers, contractors and service providers to handle information responsibly and confidentially.

Your rights

Under data protection law, you may have the right to:

• Ask for a copy of the personal information we hold about you.
• Ask us to correct inaccurate or incomplete information.
• Ask us to delete your information in certain circumstances.
• Ask us to restrict how we use your information.
• Object to how we use your information in certain circumstances.
• Withdraw consent where we rely on consent to use your information.
• Ask for your information to be transferred where applicable.

These rights may not apply in every situation, particularly where we need to keep or use information for legal, safeguarding or service-related reasons.

To exercise your rights, please contact us using the details above.

Complaints

If you are unhappy with how we have handled your personal information, please contact us first so we can try to resolve your concern.

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

Information Commissioner’s Office
Website: ico.org.uk
Telephone: 0303 123 1113

Changes to this Privacy Policy

We may update this Privacy Policy from time to time. Any changes will be published on this page with an updated date.