Privacy and your information

Ubuntu Pledge C.I.C. is responsible for the personal information it collects to run its services and manage its team. For privacy questions, use our existing contact page and choose “Privacy / data rights request”. You can also use the contact details in the footer.

• Enquiries and applications: your name, contact details, requested support and answers, to respond and manage your application.
• Participants: registration, attendance, learning goals, evaluations, referrals and relevant case notes, to provide and review support.
• About you answers: age bands, gender, ethnicity, employment, language and disability answers for equality monitoring and reporting. “Prefer not to say” is available; do not infer someone’s answers.
• Volunteers and staff: recruitment, references, emergency contacts, role, goals, reviews and necessary employment/payment records. Relevant identity and right-to-work evidence belongs in restricted personnel records, not public pages.
• Payments and bookings: contact, booking and transaction information needed to arrange services and keep financial records. Payment processing is handled through our payment provider.
• Photos, videos and stories: publication needs an appropriate permission and privacy review; a registration agreement is not blanket permission to publish.

Health, ethnicity and some case information can be especially sensitive. Tell us only what is necessary for the support you need. Referee and emergency-contact information should be supplied with those people’s knowledge.

UK GDPR requires a lawful basis for each use of personal information. Sensitive information also needs a separate legal condition, and criminal-offence information requires additional safeguards. The appropriate basis depends on the purpose: a form agreement alone does not settle this for every use.

Where processing relies on consent, you may withdraw it by contacting us; withdrawal does not undo lawful processing before withdrawal. Photography and learning/access support remain optional. Optional website analytics are off unless you choose to allow them.

Access should be limited to authorised people who need information for their work. Relevant information may need to be shared with a referral partner, a service provider or an authority for a defined purpose, including safeguarding or a legal requirement. Identifiable information must not be shared simply because an organisation funds a programme. Reports should use anonymous totals wherever possible.

The platform uses hosted services for records and private files, and connected services where enabled, such as payments, email, scheduling and AI-assisted writing. Staff must not put identity documents, bank details or unnecessary sensitive case information into AI prompts. We must confirm processor contracts, recipients and any international-transfer safeguards; you may ask us about those arrangements.

Information must not be kept indefinitely. Retention depends on the purpose, statutory duties, safeguarding needs and any relevant funding or legal requirements. Ubuntu Pledge must confirm and document a schedule for each category; we cannot yet publish approved periods for all records.

Staff use individual accounts and restricted record access. Private documents must not be published or shared through public links. A deletion request needs review of linked records and any legal retention requirements; do not assume that deleting one record removes every copy or backup.

You can ask to access your information, correct it, erase it, restrict processing or object to its use. Portability applies in certain circumstances. Rights have legal limits, and we will explain when a request cannot be fully met. You do not need to use special wording or this website form.

We may need proportionate information to verify identity before disclosing or changing records. Please do not send a passport or National Insurance document with an initial request. Requests normally require a response within one calendar month; lawful extensions or identity/clarification requirements will be explained where applicable.

Raise a concern with Ubuntu Pledge through our contact page. You can also complain to the UK Information Commissioner’s Office at ico.org.uk/make-a-complaint.

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