PRIVACY POLICY

PRIVACY NOTICE

Who we are?
“We” and “us” means Saathi House. We are a charity with registered charity no. 1114219 and
a registered company with Company No. 05664245. For the purposes of UK Data Protection
law, we are registered data controllers with the ICO under reference ZB695925.
Your privacy matters

At Saathi House, we are committed to keeping your personal data safe and secure. 
This notice sets out in detail the purposes for which we process information about you, who
we share it with, what rights you have in relation to that information and everything else we
think it’s important for you to know.
 
If you have any questions about the processing of your personal information, or you would like to exercise any of your rights, please reach out to us with the details mentioned below: 
Email us: info@saathihouse.org Tel 0121 3280013

Please read this privacy notice carefully. This privacy notice applies to our service
users and website visitors.

​How we process your information: 
To understand how we process your personal information and to understand your rights,
please visit the relevant appendix below:

Appendix 1: Service Users
Appendix 2: Website Users
Appendix 3: Events, Donations, Fundraising and Marketing  
Appendix 4: General Information (Complaints Procedure, Your rights) 

Changes to this Privacy Notice 
We aim to keep this privacy notice regularly updated. This privacy notice is kept under regular review.  If we make any significant changes to the way in which we process your information, we will let you know by either reaching out to you or posting a banner on the website.  This was last updated in July 2025.

Appendix 1: Service Users
 
How and when do we collect information about you?  
We collect your personal information directly from you, when you engage with us to use or
enquire about our services. When you register to sign up for our services and/or activities,
including classes, advice, wellbeing sessions and coffee mornings you directly provide this
information to us to enable effective service provision. 

We may also collect several pieces of information in this process through different channels,
such as the ‘contact us’ form on the website, consent forms, case studies and any
safeguarding information we record. 

The information we collect includes the following: your name, email address, details about
your circumstances (including health information, gender, age and race, ethnicity, religion).
During the service, you may disclose information of other individuals (e.g. Individuals you are
a carer for), which would also be recorded.

How is the information used?  
We use this information to: 
1. Effectively provide our services or programs to you 
2. Address any safeguarding concerns 
3. Facilitate your enquiries and help you use services 
4. Carry out internal evaluation and monitoring  
 
What is our lawful basis for processing this information? 
1. To process your information when you use our services, or when we receive a referral
from a professional, we rely on legitimate interest, read with substantial public interest
and conditions from the Data Protection Act 2018 (DPA). 
2. Any information about any third parties that is shared with us when you use our
services is processed on the basis of legitimate interest, read with substantial public
interest and conditions from the DPA. 
3. For any safeguarding information that we record, we rely on legitimate or vital interest,
read with substantial public interest and conditions from the DPA. 
4. For any case studies, and photography that we circulate, we rely on legitimate interest,
and for surveys, we rely on your explicit consent (if they are not anonymous). 
 
Who do we share your data with? 
1. We may use legitimate interest to share your personal data with public services when
you participate with them e.g. adult social care. Each organisation acts as an individual
data controller of your personal information.
2. Personal data is not shared with funders. Information shared with funders is shared
only anonymously.  
3. To comply with our duty of care and safeguarding, we may need to pass some
information raising safeguarding concern with the authorities. In such circumstances,
we apply vital interest and legitimate interest as our lawful basis. Data subjects’ rights
and other UK GDPR provisions may be restricted when concerning personal data
processed in these circumstances. Exceptions and exemptions are applied on a case-
by-case basis.  
 
How do we store your information and for how long? 
We retain the personal data of all service users for a period in line with our retention periods. If
you would like to know more about this, please contact us at info@saathihouse.org Tel 0121
3280013

​

Appendix 2: Website Users
How and when do we collect information about you?
We may collect the following Data, which includes personal Data, from you:

Name, contact Information such as email addresses and telephone numbers;
in each case, in accordance with this privacy notice. We collect this data in the following ways:

1. data is given to us by you; and
2. data is collected automatically.

Saathi House will collect your Data in a number of ways, for example:

1. when you register with us as a service user or contact us through the Website,
by telephone, post, e-mail or through any other means;

such as contact form;
in each case, in accordance with this privacy notice. 
Data that is collected automatically
​
1. To the extent that you access the Website, we will collect your Data automatically, for
example:
1. we automatically collect some information about your visit to the Website. This
information helps us to make improvements to Website content and navigation,
and includes your IP address, the date, times and frequency with which you
access the Website and the way you use and interact with its content
2. we will collect your Data automatically via cookies, in line with the cookie
settings on your browser. For more information about cookies, and how we use
them on the Website, see the section below, headed “Cookies”.

​

OUR USE OF DATA
​
1. Any or all of the above Data may be required by us from time to time in order to provide
you with the best possible service and experience when using our services.
Specifically, Data may be used by us for the following reasons:
1. internal record keeping;
2. Reporting impact of our work to our funders
in each case, in accordance with this privacy notice.
1. We may use your Data for the above purposes if we deem it necessary to do so for our
legitimate interests. If you are not satisfied with this, you have the right to object in
certain circumstances (see the section headed “Your rights” below).

WHO WE SHARE DATA WITH
​
1. We may share your Data with the following groups of people for the following reasons:
1. our employees, agents and/or professional advisors – so that Saathi House can
respond back to the users enquiry;
in each case, in accordance with this privacy notice.

​

KEEPING DATA SECURE
​
1. We will use technical and organisational measures to safeguard your Data, for
example: we store your Data in a secure CRM system on secure servers.
2. Technical and organisational measures include measures to deal with any suspected
data breach. If you suspect any misuse or loss or unauthorised access to your Data,
please let us know immediately by contacting us via this e-mail address:
info@saathihouse.org.
3. If you want detailed information from Get Safe Online on how to protect your
information and your computers and devices against fraud, identity theft, viruses and
many other online problems, please visit www.getsafeonline.org. Get Safe Online is
supported by HM Government and leading businesses.

DATA RETENTION
​
1. Unless a longer retention period is required or permitted by law, we will only hold your
Data on our systems for the period necessary to fulfil the purposes outlined in this
privacy policy or until you request that the Data be deleted.
2. Even if we delete your Data, it may persist on backup or archival media for legal, tax or
regulatory purposes. 

COOKIES
​
1. This Website may place and access certain Cookies on your computer. Saathi House
uses Cookies to improve your experience of using the Website. Saathi House has
carefully chosen these Cookies and has taken steps to ensure that your privacy is
protected and respected at all times.
1. All Cookies used by this Website are used in accordance with current UK and
EU Cookie Law.
2. Before the Website places Cookies on your computer, you will be presented
with a message bar requesting your consent to set those Cookies. By giving
your consent to the placing of Cookies, you are enabling Saathi House to
provide a better experience and service to you. You may, if you wish, deny
consent to the placing of Cookies; however certain features of the Website may
not function fully or as intended.
3. This Website may place the following Cookies:
Type of Cookie: Analytical/performance cookies
Description of Cookie: Google Analytics
Purpose: They allow us to recognise and count the number of visitors and to
see how visitors move around our website when they are using it. This helps us
to improve the way our website works, for example, by ensuring that users are
finding what they are looking for easily.
4. You can choose to enable or disable Cookies in your internet browser. By
default, most internet browsers accept Cookies but this can be changed. For
further details, please consult the help menu in your internet browser.

5. You can choose to delete Cookies at any time; however you may lose any
information that enables you to access the Website more quickly and efficiently
including, but not limited to, personalisation settings.
6. It is recommended that you ensure that your internet browser is up-to-date and
that you consult the help and guidance provided by the developer of your
internet browser if you are unsure about adjusting your privacy settings.
7. For more information generally on cookies, including how to disable them,
please refer to aboutcookies.org. You will also find details on how to delete
cookies from your computer.

Appendix 3: Marketing and Fundraising 
 
Events:
We host many events in a year, and your personal information is collected when you register
for an event with us. We may collect basic personal information, such as your name, email,
phone number. We rely on legitimate interest to administer your registration for the event.
When we collect other information such as dietary information, we rely on your explicit
consent.  
If you have attended an event with us previously, we may reach out to you to invite you for our
future events. We rely on consent (to send you emails) and legitimate interest (to call you on
your registered number with us). 
 
Donations: 
Your personal Information is provided by you via a donation form on our website or via third
party donation platforms (e.g. Just Giving and Virgin Money Giving). The information gathered
may be name, email address, Gift Aid sign up, company name if donation made by an
organisation, donation details, reasons to engage, postal address 
This information allows us to process your donation, and deal with any potential enquiry. We
rely on our legitimate interest to process this data.  If you agree that we can claim Gift Aid on
your donations we are legally required to keep a record of the claim and your Gift Aid
declaration.  If you are donating using a third party, please also refer to the privacy notice
published on their websites.   
 
Fundraising and Marketing: 
We may reach out to you for fundraising, if you have previously engaged with us in an event,
made a donation, or if we believe that you may be interested in engaging with our
organisation. We may also send you marketing communications if you have signed up for
marketing emails. We use texts, email, and calls for marketing.  
When we make calls for fundraising and marketing, we make these calls on the lawful basis of legitimate interest. However, we will screen your calls through the telephone preference
service (TPS). If you would prefer to not receive these calls, please do let us know.  
We rely on your consent to send you email communications (except where this is a business
email address, whereby we rely on legitimate interest). 
If you would like to change your marketing preferences, please reach out to us on the email
address provided in the first section of this privacy notice, or you can simply unsubscribe with the option on the bottom of the emails.  
We may also use post as a mode of sending you marketing communications, relying on
legitimate interest. If you would like us to not send such communications, please do reach out
to us.  

​

Appendix 4: General Information (Complaints Procedure, Your rights) 
 
Your rights as a Data Subject 
 
You have the following rights: 
 
● ‘Right to be informed’, which means we will be completely clear and transparent
about how we plan to use your personal information. 
● ‘Right of access’, which means you can request details of the personal information we
hold about you and how we use it. We will provide this within one month. 
● ‘Right to rectification’, which means you can ask us to update or amend the personal
information we hold about you, if it is incorrect. 
● ‘Right to restrict processing’, which means you can ask us to change, restrict or stop
the way we are using your personal information. 
● ‘Right to erasure’ (or ‘right to be forgotten’), which means you can ask us to remove
your personal information from our records. 
● ‘Right to object’, which means you can object to us using your personal information
for marketing purposes. 
● ‘Right to data portability’, which means you can obtain the personal information we
hold about you and reuse it for your own purposes. 
● ‘Right not to be subject to automated decision making’, which means if we use
systems to make a decision about you, you have the right to ask for a person to
intervene, which may change the outcome. 
● Right to lodge a complaint with a supervisory authority, such as the Fundraising
Regulator or the Information Commissioner’s Office (ICO), if you are not satisfied with
our response to a request you make to us, or you feel we are not using your
information correctly. 
 
International Data Transfers 
Where personal data is stored outside of the UK and the EEA, safeguards to protect personal
data may include but are not limited to the UK Addendum used in conjunction with the EU
Standard Contractual Clauses (SCCs), or UK International Data Transfer Agreement (IDTAs).
Such safeguards will be subject to Transfer Risk Assessments (TRAs).  
 
Complaints procedure   
If you are unhappy with the way we process your data, please get in touch with the Data
Protection Lead using info@saathihouse.org or call 0121 328 0013
You can also make a complaint to the Information Commissioner’s Office (ICO), which
regulates the use of information in the UK. They can be contacted at 0303 123 1113 or, you
can write to them at Information Commissioner’s Office, Wycliffe House, Water Lane,
Wilmslow, Cheshire, SK9 5AF.  

Links to other websites

1. This Website may, from time to time, provide links to other websites. We have no
control over such websites and are not responsible for the content of these websites.
This privacy notice does not extend to your use of such websites. You are advised to
read the privacy notice or statement of other websites prior to using them. 

GENERAL
​
1. You may not transfer any of your rights under this privacy notice to any other person.
We may transfer our rights under this privacy notice where we reasonably believe your
rights will not be affected.
2. If any court or competent authority finds that any provision of this privacy notice (or part
of any provision) is invalid, illegal or unenforceable, that provision or part-provision will,
to the extent required, be deemed to be deleted, and the validity and enforceability of
the other provisions of this privacy policy will not be affected.
3. Unless otherwise agreed, no delay, act or omission by a party in exercising any right or
remedy will be deemed a waiver of that, or any other, right or remedy.
4. This Agreement will be governed by and interpreted according to the law of England
and Wales. All disputes arising under the Agreement will be subject to the exclusive
jurisdiction of the English and Welsh courts.