We respect your privacy and are committed to protecting your personal data. This privacy notice sets out details of the data that we may collect from you and how we may use that information.
Hampton Trust’s Privacy Notice may change from time to time. Where we have made any changes to this privacy notice, we will make this clear on our website and contact you about any changes. This privacy notice also tells you about your privacy rights and how the law protects you. We have a legal duty under the Data Protection Act 2018 (“DPA 2018”) and the UK General Data Protection Regulation (“the UK GDPR”) to handle your information in certain ways.
Please take your time to read this privacy notice carefully.
This privacy notice was last updated on 31st March 2026, and historical versions can be obtained by contacting us. It is important that the personal data we hold about you is accurate and current. This is of particular importance if you are a service user. Please keep us informed if your personal data changes during your relationship with us.
In this Privacy Policy we use “we” or “us” or “our” to refer to Hampton Trust.
Hampton Trust is the data controller for the information we collect about you.
The Data Protection Officer (“DPO”) for Hampton Trust is the Governance and Compliance Manager. If you have any questions about this privacy notice, please contact the Data Protection Officer using the details set out below:
Email: [email protected]
Postal address: Hampton Trust, Chubut Suite, Ashurst Lodge, Southampton, SO40 7AA
We collect information from you in the following ways:
We collect details such as your name, date of birth, email address, postal address and telephone number. We will use this information:
If you are making a donation to us, we will process your credit/debit card details as well as information you provide in any communications between us. We process this data so that we can process your donation, verify any financial transactions, and to comply with the Charities Act 2022 and The Charity Commission, which require us to identify and verify the identity of supporters who make major gifts so we can assess any risks associated with accepting their donations. If you do not provide this information, we will not be able to process your donation or provide the services you have requested.
We may also use your personal information to contact you about our work and how you can support Hampton Trust if you provide explicit consent to receive marketing communications.
Special category data is personal data that needs more protection because it is sensitive. This includes data relating to race, ethnicity, political opinions, religious or philosophical beliefs, trade union membership, genetic data, data concerning health, data concerning a person’s sex life, or sexual orientation.
Article 10 of the UK GDPR gives extra protection to personal data relating to criminal convictions and offences or related security measures. This covers information about offenders or suspected offenders in the context of criminal activity, allegations, investigations and proceedings. Some examples of ‘related security measures’ that fall within the scope of Article 10 of the UK GDPR are police cautions, bail conditions, electronic tagging and restraining orders.
If you provide personal information to us about other individuals, you should inform the individual about the content of this privacy notice. We will process such information in accordance with this privacy notice.
The confidentiality of your information is of paramount importance to Hampton Trust. We therefore make every effort to prevent unauthorised access to and use of your personal data. In doing so, Hampton Trust complies with the DPA 2018 and the UK GDPR.
The following table explains the types of data we collect and the lawful basis for the processing as per current data protection legislation:
|
Purpose |
Data types |
Lawful Basis |
|
You are contacting Hampton Trust by email or phone |
Personal details such as name, email address and/or contact telephone number, family details, and social circumstances |
Article 6 (1) (a) – Consent |
|
You are making a general enquiry or complaint |
Name, email address and/or contact telephone number, contents of the enquiry or complaint |
Article 6 (1) (a) – Consent |
|
You are sending us a direct message or private message via social media |
Name, social media handle, contents of the message |
Article 6 (1) (a) – Consent |
|
You are referred by an external agency, such as the Police, local authority, or the Drive Partnership, to undertake our services. |
Personal details such as name and date of birth, address, family details, disability and/or reasonable adjustment needs, social circumstances, criminal offence information |
Article 6 (1) (f) – Legitimate Interests – it is necessary for us to process your enrolment onto our services and administer the service to you. Article 9 (2) (b) – Social Protection (applies to special category, non-criminal data) Article 9 (2) (g) – where the processing is necessary for reasons of substantial public interest Article 10 – processing of personal data relating to criminal offences DPA 2018 Schedule 1 (linked to GDPR Article 9 (2) (g): DPA 2018 Schedule 1, Part 2: (10) Preventing or detecting unlawful acts (18) Safeguarding of children and of individuals at risk (19) Safeguarding of economic well-being of certain individuals DPA 2018 Schedule 1, Part 3, 36 Extension of conditions in Part 2 of this Schedule referring to substantial public interest allows for criminal records to be processed in a Part 2 condition if valid. We have an Appropriate Policy Document in place to process criminal records data where we rely upon DPA 2018 Schedule 1, Part 2. |
|
You are completing a feedback form |
Demographic data, responses to the survey questions |
Article 6 (1) (a) – Consent |
|
You are making an information request to us |
The personal details you provide (this could be your name, telephone number, email address, proof of identification), the content of your request |
Article 6 (1) (a) – Consent Article 6 (1) (f) – Legitimate Interests – it is necessary for us to read and retain your message so that we can respond in the way that you would expect. |
|
You wish to attend, or have attended, a Hampton Trust training course (such as DARE). |
Name, email address, job title, employment details |
Article 6 (1) (a) – Consent |
|
You have made a donation to Hampton Trust or are making another financial transaction e.g. paying for training. |
Name, email address, payment information to process the transaction |
Donations – Article 6 (1) (c) – Legal obligation. This is because the processing is necessary for us to comply with the law. Paying for services such as training – Article 6 (1) (b) – Contract – contractual necessity for you to pay for the services, and for us to deliver those services. |
|
You have signed up to receive news and updates from Hampton Trust. |
Name, email address |
Article 6 (1) (a) – Consent |
|
You have signed up to receive marketing correspondence from Hampton Trust |
Name, email address |
Existing or previous delegates – Article 6 (1) (f) – Legitimate Interests, and Privacy & Electronic Communications Regulations (PECR) – soft opt-in applies. Prospective delegates – Article 6 (1) (a) – Consent and PECR – explicit opt-in required |
|
Recruitment – you have applied for a job with us. |
Name, address, email address, phone number, education information, criminal convictions information, DBS and vetting details, gender, age, racial and ethnic identity, first language, disability and reasonable adjustments, sexual orientation, religion. |
Personal information in your job application – Article 6 (1) (b) – Contract. This is because we process your personal data to take steps, at your request, prior to entering into an employment contract. Information around reasonable adjustments to be made under the Equality Act 2021 e.g. disability – Article 6 (1) (c) – Legal obligation. This is because the processing is necessary for us to comply with the law (not including contractual obligations). Information around gender, age, racial and ethnic identity, first language, disability, sexual orientation, religion – Article 9 (2) (b) – The lawful basis we rely on to process any information you provide as part of your application which is special category data, such as health, religious or ethnicity information is Article 9 (2) (b) of the UK GDPR, which relates to our obligations in employment and the safeguarding of your fundamental rights, in addition to Schedule 1 Part 1 paragraph 1 of the DPA18 which also relates to processing for employment purposes. We have an Appropriate Policy Document in place to support this processing. Information relating to criminal convictions, including DBS checks – owing to the nature and sensitivity of this data we rely on a range of lawful bases as defined by data protection legislation: Article 6 (1) (c) – Legal Obligation – we are legally obliged to ensure suitability for the role, and; DPA 2018 Schedule 1, Part 1, paragraph 1 – processing is necessary for the purposes of carrying out obligations or exercising specific rights in relation to employment, in respect of which the data controller is authorised by law to require the data. |
|
You are using our website |
Website activity collected through cookies – see the Cookies section of this privacy notice for further information |
Article 6 (1) (a) – Consent |
|
You are employed by Hampton Trust as an employee, consultant or casual worker. You are a trustee of Hampton Trust. |
Name, address, email address, phone number, education information, criminal convictions, gender, age, racial and ethnic identity, first language, disability and reasonable adjustments, sexual orientation, religion, terms & conditions of employment, payroll & remuneration information, bank details, NI & tax information, absence records, training records, employee details, disciplinary or grievance procedures, performance reviews, photographs. |
Payroll, contracts, annual leave entitlements – Article 6 (1) (b) Contract Right-to-work information, tax, pension information – Article 6 (1) (c) – Legal Obligation Sickness record, disability information – Article 6 (1) (b) Contract or Article 6 (1) (c) – Legal Obligation and Article 9 (2) (b). IT monitoring, internal communications – Article 6 (1) (f) – Legitimate Interests – Hampton Trust has a legitimate interest in safeguarding its IT systems and internal communications to protect business operations and ensure compliance with legal obligations. These interests outweigh any potential impact on privacy of employees, given that monitoring is conducted in a proportionate and transparent manner. Criminal convictions information – Article 6 (1) (c) – Legal Obligation and Schedule 1 DPA 2018 |
Whenever we process your personal data under the ‘legitimate interest’ lawful basis we make sure that we take into account your rights and interests and will not process your personal information if we feel that there is an imbalance.
The personal data we collect about you will be used by our staff and volunteers at Hampton Trust so that they can support you. We will never sell or share your personal data with organisations so that they can contact you for any marketing activities.
We may disclose your information if required to do so by law (for example, to comply with applicable laws, regulations and codes of practice or in response to a valid request from a competent authority); or, in order to enforce our conditions and other agreements.
We will always try and tell you when information is being shared unless it is not safe for you or your children, or if we are unable to contact you. If we have to share information in this situation, we will only share relevant information that will improve you and/or your child’s safety. We will talk this situation through with a senior member of the team and will write on your case file what we have shared, why, and who with.
We take looking after your information very seriously. We’ve implemented appropriate technical and organisational measures to protect the personal information we hold.
Unfortunately, the transmission of information using the internet is not completely secure. Although we do our best to protect your personal information sent to us this way, we cannot guarantee the security of data transmitted to our site.
Our websites may contain links to other sites. While we try to link only to sites that share our high standards and respect for data privacy, we are not responsible for content or privacy practices employed by other sites. Please be aware that advertisers or websites that have links on our site may collect personally identifiable information about you. This privacy statement does not cover the data processing practices of those websites or advertisers.
Any debit or credit card details which we receive on our website are passed securely to our payment processing partner.
We only keep personal data it as long as is necessary for the relevant processing activity. We maintain a Retention of Records Schedule which documents the data retention and destruction processes for different data processing activities within Hampton Trust.
You have various rights in respect of the personal data we hold about you; these are set out in more detail below. If you wish to exercise any of these rights or make a complaint, you can do so by contacting us via email, post or telephone:
[email protected]
Chubut Suite, Ashurst Lodge, Southampton SO40 7AA
Telephone 023 8000 1061
You can also make a complaint to the data protection supervisory authority, the Information Commissioner’s Office, https://ico.org.uk/concerns. We would however appreciate the chance to listen to your concerns before you approach the ICO, so please contact us in the first instance. Your feedback helps us to continue improving our services.
As a data controller, we are obliged to provide clear and transparent information about our data processing activities. This is provided by this privacy notice and any related communications we may send you.
You have the right to request access to a copy of the personal information that we hold about you, and details on what we use, why we use it, who we share it with, how long we keep it for and whether it has been used for any automated decision making. You can make a request (free of charge) in writing, providing us with evidence of your identity.
You have the right to object to our processing of your data under one of the following conditions:
If you believe we hold inaccurate or incomplete personal information about you, you may exercise your right to correct or complete this data. This may be used with the right to restrict processing to make sure that incorrect/incomplete information is not processed until it is corrected.
Where no overriding lawful basis or legitimate reason continues to exist for processing personal data, you may request that we delete the personal data. This includes personal data that may have been unlawfully processed. We will take all reasonable steps to ensure erasure.
You can ask us to provide you or a third party with some of the personal information that we hold about you in a structured, commonly used, electronic form, so it can be easily transferred. This right only applies when the lawful basis for processing is consent or the performance of a contract, and the processing is carried out by automated means.
Article 18 of the UK GDPR gives individuals the right to restrict the processing of their personal data in certain circumstances. This means that an individual can limit the way that an organisation uses their data. This is an alternative to requesting the erasure of their data. Individuals have the right to restrict the processing of their personal data where they have a particular reason for wanting the restriction. This may be because they have issues with the content of the information you hold or how you have processed their data. In most cases we will not be required to restrict an individual’s personal data indefinitely, but we will need to have the restriction in place for a certain period of time.
The UK GDPR has provisions on automated decision-making (making a decision solely by automated means without any human involvement) and profiling (automated processing of personal data to evaluate certain things about an individual). You have the right not to be subject to automated decisions that will create legal effects or have a similar significant impact on you, unless you have given us your consent, it is necessary for a contract between you and us or is otherwise permitted by law. You also have certain rights to challenge decisions made about you. We do not currently carry out any automated decision-making.
Please note, in accordance with the Data Protection Act 2018, we may not be able to uphold all of these rights in all circumstances.
‘Cookie’ is a name for a small file, usually of letters and numbers, which is downloaded onto your device, like your computer, mobile phone or tablet when you visit a website. They let websites recognise your device, so that the sites can work more effectively, and also gather information about how you use the site. A cookie, by itself, cannot be used to identify you.
We use cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you come to our website and also allows us to improve the user experience.
We use the categorisation set out by the International Chamber of Commerce in their UK Cookie Guide. We use all four categories of cookies:
You can opt out of all cookies on our website (except the strictly necessary ones). However, if you choose to refuse all cookies, our website may not function for you as we would like it to.
As part of our service improvement, we produce general statistics to help us to monitor our performance and inform research that will help us understand more about our interventions and the best ways to improve the lives of people in our services.
To allow us to evaluate and improve the service we offer we may share some of the information which you give us with external agencies such as universities, local authority and government funding bodies. Before we do this, any personal information which can identify you will be removed which means only anonymous information will be shared. When we share information in this way the identities of people in our services are never revealed and you cannot be identified from that information. We do not use this information to make decisions that produce legal or similarly significant effects about you.
Your communications with our teams (including by telephone or email) may be monitored and/or recorded for training, quality control and compliance purposes to ensure that we continuously improve our customer service standards.
In the unlikely event of a personal data breach, we have procedures in place to investigate, contain and mitigate any risks. Where required to do so under the UK GDPR, the Data Protection Act 2018 and the Privacy & Electronic Communications Regulations, as amended by the Data (Use and Access) Act 2025, we will notify the Information Commissioner’s Office and affected individuals without undue delay.
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