PRIVACY NOTICE

Organisation: HEADGUARD C.I.C.
Company number: 16212678
Responsible person: Catherine Brown – Director
Version: 1.0
Effective date: 4 August 2026
Review date: 4 August 2027, or sooner if our activities, systems or legal responsibilities change

1. Who we are

HEADGUARD C.I.C. is a community interest company registered in England and Wales. It is not a registered charity.

HEADGUARD C.I.C. is the data controller for personal information collected through this website and through its programmes, events, fundraising, communications and other activities.

HEADGUARD C.I.C. is legally separate from Boxology Limited and from any separate HEADGUARD CIO that may be registered in the future. Personal information is not automatically shared between these organisations.

2. Information we collect

Depending on how you interact with us, we may collect:

  • your name and contact details;

  • donation, purchase, booking and payment records;

  • event, programme, volunteer or partnership information;

  • enquiries, correspondence and mailing-list preferences;

  • health, accessibility or safeguarding information where necessary;

  • photographs, films, interviews or personal stories where appropriate permission has been obtained; and

  • website, device and cookie information.

We normally receive information directly from you. We may also receive it from a parent, guardian, referral organisation, programme partner, event platform or payment provider.

Payment-card details are normally processed by our payment provider and are not retained by HEADGUARD C.I.C.

3. How and why we use information

We may use personal information to:

  • respond to enquiries;

  • process donations, purchases and event bookings;

  • manage supporters, volunteers and partners;

  • deliver programmes, workshops and events;

  • maintain appropriate safety and safeguarding records;

  • send updates where you have agreed to receive them;

  • manage photography, filming and storytelling permissions;

  • maintain financial, insurance and legal records; and

  • operate, secure and improve our website and activities.

Depending on the purpose, we rely on consent, contract, legal obligation, legitimate interests or vital interests as our lawful basis.

Our legitimate interests include operating HEADGUARD responsibly, maintaining accurate records, protecting our systems, communicating with supporters and improving our work. We consider the effect on individuals before relying on legitimate interests.

We do not use solely automated decision-making that has legal or similarly significant effects.

4. Children and sensitive information

Our work may involve children, young people and people who have experienced abuse, exploitation, trauma or other disadvantage.

We collect only the information reasonably necessary to deliver activities safely and appropriately. We do not require people to disclose personal experiences of trauma or abuse unnecessarily.

Health, safeguarding and other sensitive information receives additional protection and is only processed where both a lawful basis and an additional legal condition apply.

Safeguarding information may be shared without consent where necessary to protect a child or another person from harm.

Information about children will be handled with particular care, using age-appropriate information and appropriate involvement from parents, guardians or responsible partner organisations.

5. Sharing information

We do not sell personal information.

Where necessary and lawful, information may be shared with:

  • website, email, payment, ticketing and cloud-service providers;

  • event venues and programme-delivery partners;

  • accountants, insurers and professional advisers;

  • emergency services, safeguarding authorities or the police; and

  • regulators, courts or other organisations where disclosure is legally required.

Only information reasonably necessary for the particular purpose will be shared.

Some technology providers may process information outside the United Kingdom. Where this occurs, we use providers and arrangements intended to provide the safeguards required by UK data-protection law.

6. Marketing, photography and filming

We will only send marketing or supporter updates where we have an appropriate lawful basis. You may unsubscribe at any time by using the link in an email or contacting us.

Attendance at an event or programme does not automatically provide permission for promotional photography, filming or storytelling.

Where appropriate, we will explain:

  • what will be recorded;

  • how it may be used;

  • which organisation is responsible; and

  • how permission may be withdrawn for future use.

Particular care will be taken with children, safe-house locations and stories involving abuse, trafficking or other sensitive experiences.

7. Security and retention

We use reasonable organisational and technical measures to protect personal information against loss, misuse, unauthorised access or disclosure.

Information is retained only for as long as reasonably necessary. In general:

  • financial and transaction records are normally retained for six years;

  • mailing-list details are retained until you unsubscribe or the list is no longer used;

  • routine enquiries are normally retained for up to two years; and

  • safeguarding, insurance, incident and legal records may be retained longer where necessary.

Information is securely deleted or anonymised when it is no longer required.

8. Your rights

Depending on the circumstances, you may have the right to:

  • access your personal information;

  • correct inaccurate or incomplete information;

  • request deletion or restriction;

  • object to certain uses;

  • withdraw consent;

  • receive certain information in a portable format; and

  • challenge qualifying automated decisions.

Requests should be sent to contact@headguard.info. We will normally respond without undue delay and within one calendar month.

Your right to object

You may object to the use of your information where we rely on legitimate interests.

You may object to direct marketing at any time. Where you do so, we will stop using your information for direct marketing.

9. Data-protection complaints

To complain about how HEADGUARD C.I.C. has collected, used, stored or shared your personal information, contact:

contact@headguard.info

Please explain what concerns you and the outcome you are seeking.

We will:

  • provide a clear way to submit the complaint;

  • acknowledge it within 30 days;

  • investigate it appropriately;

  • keep you informed where necessary; and

  • explain the outcome without undue delay.

You may also complain to the Information Commissioner’s Office if you remain dissatisfied.

10. Cookies

Our website uses cookies and similar technologies. Further information is provided in our separate Cookie Notice.

11. Contact

HEADGUARD C.I.C.
Company number 16212678
Brook Cottage
High Street
Paulerspury
Towcester
England
NN12 7NR

Email: contact@headguard.info