This Privacy Policy explains how Respire Homes (“we,” “us,” or “our”) collects, uses, stores, and discloses personal data gathered through our website or services. It applies to all users, visitors, clients, volunteers, and staff.

At Respire Homes, we value your privacy and are committed to protecting your personal data. This policy explains how we collect, use, store, and share your personal information in compliance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable laws.

 Who We Are

Respire Homes (“we,” “us,” or “our”) is the data controller responsible for your personal data.

ICO Registration Number: ZC009691

Contact details:
Email: Support@respirehomes.org
Address: 19 High Street, West Bromwich B70 6PJ

If you have any questions about this policy or how we handle your data, please contact us at the above address.

What Data We Collect 

We may collect and process the following types of personal information:

• Contact details – name, email address, phone number, postal address
• Communication data – messages or information you send through contact forms or email
• Usage data – IP address, browser type, device information, and pages visited
• Donation or application data – information you provide when supporting us or applying to volunteer
• Cookies and analytics data – collected through our website for performance and usability

We only collect the information necessary for our legitimate purposes and do not collect more data than we need.

How We Collect Your Data

We collect personal data in the following ways:

• When you contact us through our website, email, or social media
• When you apply to volunteer or request support
• When you make a donation or sign up to our newsletter
• Automatically, through cookies or analytics tools (see our [Cookie Policy])

How We Use Your Data

We use your personal data to:

• Respond to enquiries and provide information about our services
• Manage volunteer applications and supporter relationships
• Process donations and maintain financial records (as required by law)
• Send newsletters or updates you’ve opted in to receive
• Improve our website and services through analytics
• Comply with our legal and safeguarding obligations

We will never sell your data or use it for unrelated purposes.

Our Legal Bases For Processing

We process personal data under the following lawful bases:

• Consent (Article 6(1)(a)) – when you subscribe to communications or provide explicit consent
• Contract (Article 6(1)(b)) – when we need to provide a service or respond to your request
• Legal obligation (Article 6(1)(c)) – to comply with laws, such as financial or safeguarding regulations
• Legitimate interests (Article 6(1)(f)) – for day-to-day operations, such as responding to general enquiries or improving our services

If we rely on consent, you can withdraw it at any time by contacting us.

Sharing & Disclosure

We only share data when necessary and with trusted third parties who help us operate effectively. These may include:

• Website hosting and email service providers
• Cloud storage or IT support providers
• Mailing list and communication platforms
• Regulatory or legal authorities, if required by law

All third-party service providers are bound by contracts that ensure your information is kept secure and used only for specified purposes.

Data Retention & Security 

We keep personal data only as long as necessary for the purposes listed.

• Enquiry emails – up to 12 months
• Volunteer or supporter records – as long as the relationship is active
• Financial and donation records – 6 years (as required by HMRC)

When data is no longer needed, it is securely deleted or anonymised.

We implement industry-standard security (encryption, access controls) to protect your data.

If there is a data breach, we will notify affected users and authorities per legal requirements.

Data Security 

We use appropriate technical and organizational measures to safeguard your personal data, including:

• Secure servers and SSL encryption (HTTPS)
• Password-protected systems with limited access
• Staff and volunteer confidentiality agreements
• Regular review of security procedures

While we strive to protect your data, no online transmission is completely secure. You share data at your own risk, but we take all reasonable precautions to protect it.

Your Data Protection Rights 

Under the UK GDPR, you have the right to:

• Access your personal data we hold
• Rectify inaccurate or incomplete data
• Erase your data (“right to be forgotten”)
• Restrict how we process your data
• Object to certain types of processing (e.g. marketing)
• Data portability – receive your data in a structured, electronic format
• Withdraw consent where processing is based on consent

To exercise these rights, please email us at support@respirehomes.org

 We will respond within one month as required by law.

Cookies & Tracking

We use cookies and similar technologies to enhance user experience, analyze traffic, and for marketing purposes. You can set your browser to reject cookies, but parts of the site may not function fully.

Your Right To Complain

If you are unhappy with how we handle your data, please contact us first so we can resolve the issue.

If you are not satisfied, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO):
Website: www.ico.org.uk
Helpline: 0303 123 1113

Changes To This Policy 

We may update this Privacy Policy from time to time. Any updates will be posted on this page, with the revised date shown

By continuing to use our website or services, you agree to the updated policy.

Last Updated 17th October 2025