UNIORA CIC — PRIVACY POLICY

 

Together We Rise 593 Harrow Road, London, W10 4RA

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Last Updated: April 2026 | Version 1.0 Compliant with UK GDPR & Data Protection Act 2018

 

IMPORTANT: Please read this Privacy Policy carefully.  It explains how Uniora CIC collects, uses, stores, and protects your personal information, and sets out your rights under UK data protection law. By using our website or engaging with our services, you acknowledge this policy.

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1. WHO WE ARE

Uniora CIC is a Community Interest Company registered in England and Wales. We are the Data Controller responsible for your personal data collected through this website and our programmes.

Organisation: Uniora CIC Registered Address: 593 Harrow Road, London, W10 4RA Email: info@unioracic.co.uk Website: www.unioracic.co.uk

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We are registered with the Information Commissioner's Office (ICO) as a data controller. Our processing of personal data complies with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations (PECR).

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2. PERSONAL DATA WE COLLECT

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We may collect and process the following categories of personal data:

Identity & Contact Data

• Full name, title, date of birth

• Email address, telephone number

• Postal address

Programme & Participation Data

• Programme registration and attendance records

• Volunteer application details and availability

• Emergency contact information

• Health or accessibility information (only where necessary for safe participation)

Technical & Website Data

• IP address, browser type and version

• Pages visited, time spent on site, referring URLs

• Cookie identifiers (see Section 10)

Communications Data

• Records of correspondence with us via email, post, or contact forms

• Marketing preferences and consent records

Special Category Data: In limited circumstances, we may collect health or disability information to ensure safe and accessible participation in our programmes. We only do so where strictly necessary, with your explicit consent, and handle such data with the highest level of care and security.

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3. HOW WE COLLECT YOUR DATA

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We collect personal data through the following means:

• Direct interactions — when you complete a contact form, register for a programme, apply to volunteer, subscribe to our newsletter, or email us directly

• Automated technologies — when you browse our website, we may automatically collect technical data via cookies and similar technologies

• Third parties — from referral partners, funding bodies, or public authorities where relevant to the delivery of our services

• Events and activities — through sign-in sheets, registration forms, or feedback surveys at our community programmes

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4.LAWFUL BASIS FOR PROCESSING

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Under UK GDPR, we must have a lawful basis for processing your personal data. The following sets out the activities for which we process data and our lawful basis for doing so: Processing Activity | Lawful Basis Responding to enquiries and contact form submissions | Legitimate Interests Programme registration and participant management | Contract / Legal Obligation Volunteer recruitment and management | Contract Sending newsletters and marketing communications | Consent Safeguarding and emergency contact purposes | Vital Interests / Legal Obligation Grant reporting and funder requirements | Legal Obligation Website analytics and performance | Consent Health/disability data for accessible participation | Explicit Consent

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5. HOW WE USE YOUR PERSONAL DATA

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We use your personal data only for the purposes for which it was collected or where we have a lawful basis to do so. Specifically, we use your data to:

• Administer your registration and participation in our community programmes and events

• Process and manage volunteer applications and placements

• Communicate with you about our services, activities, and relevant updates

• Send newsletters and marketing communications where you have given consent

• Meet our reporting obligations to funders, including Sport England and other grant-awarding bodies

• Fulfil our safeguarding responsibilities and legal obligations

• Monitor and improve the quality and accessibility of our services

• Conduct anonymised impact assessments and programme evaluations

• Comply with legal and regulatory requirements

We will never sell, rent, or trade your personal data to third parties for commercial purposes. Your data is used solely to deliver our charitable mission and comply with our legal obligations.

 

6.WHO WE SHARE YOUR DATA WITH

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We may share your personal data with the following categories of recipients, only where necessary and appropriate:

• Funding bodies — such as Sport England, the National Lottery Community Fund, or local authority commissioners, where required for grant reporting and accountability

• Partner organisations — community groups, venues, or delivery partners involved in programme delivery, bound by appropriate data sharing agreements

• IT and software providers — including website hosting, email, and CRM platforms that process data on our behalf as data processors under written agreements

• Statutory authorities — such as local authorities, the police, or social services, where required by law or for safeguarding purposes

• Professional advisors — including accountants, legal advisors, and auditors bound by professional confidentiality obligations

All third parties with whom we share data are required to handle it securely and in accordance with applicable data protection law. We do not permit them to use it for their own purposes.

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7. INTERNATIONAL DATA TRANSFERS

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We primarily process and store your personal data within the United Kingdom. Where we use third-party services that may transfer data outside the UK, we ensure that appropriate safeguards are in place, including:

• Transfers to countries with an adequacy decision from the UK Government

• Use of Standard Contractual Clauses (SCCs) approved for UK transfers

• Binding Corporate Rules where applicable

We will always ensure your data receives an equivalent level of protection regardless of where it is processed.

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8. DATA RETENTION

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We retain your personal data only for as long as is necessary to fulfil the purposes for which it was collected, or as required by law. Our general retention periods are as follows:

• Programme participant records: 3 years from the end of programme participation

• Volunteer records: 3 years from the end of the volunteering relationship

• Financial and grant records: 7 years (in line with HMRC requirements)

• Safeguarding records: As required by applicable safeguarding legislation (may exceed standard retention periods)

• Marketing consent records: Until consent is withdrawn, plus 1 year thereafter

• Website enquiry data: 12 months from the date of enquiry

At the end of the applicable retention period, we securely delete or anonymise your personal data.

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9. YOUR RIGHTS UNDER UK GDPR

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You have the following rights in relation to your personal data. You may exercise any of these rights at any time by contacting us using the details in Section 14.

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Right of Access — Request a copy of the personal data we hold about you (Subject Access Request).

Right to Rectification — Request correction of inaccurate or incomplete personal data we hold.

Right to Erasure — Request deletion of your personal data where there is no compelling reason to continue processing it.

Right to Restriction — Request that we restrict processing of your data in certain circumstances.

Right to Portability — Receive your personal data in a structured, machine-readable format where processing is based on consent or contract.

Right to Object — Object to processing based on legitimate interests or for direct marketing purposes.

Right to Withdraw Consent — Withdraw consent at any time where processing is based on consent, without affecting prior lawful processing.

Rights Regarding Automated Decisions — Not to be subject to solely automated decisions that produce legal or significant effects.

We will respond to all rights requests within one calendar month of receipt, as required by UK GDPR. This service is provided free of charge.

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10. COOKIES

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Our website uses cookies in accordance with the Privacy and Electronic Communications Regulations (PECR). Cookies are small text files placed on your device when you visit our site.

Types of Cookies We Use:

Strictly Necessary Cookies — essential for the website to function and cannot be switched off. No consent is required for these.

Analytics Cookies — help us understand how visitors use our site (e.g. Google Analytics). These are only set with your consent.

Preference Cookies — remember your settings and preferences to improve your experience.

Marketing Cookies — used to show relevant content or measure the effectiveness of our communications. Only set with your consent.

When you first visit our website, you will be asked to provide consent for non-essential cookies via our cookie banner. You may withdraw or change your consent at any time. Refusing non-essential cookies will not affect your ability to use the site.

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11. CHILDREN'S PRIVACY

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Where our programmes involve children or young people under the age of 18, we collect only the minimum personal data necessary and process it in accordance with our Safeguarding Policy. We require parental or guardian consent before collecting personal data from anyone under the age of 13.  If you believe a child has provided us with personal data without appropriate consent, please contact us immediately.

 

12. THIRD-PARTY LINKS

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Our website may contain links to external websites, social media platforms, or partner organisations. We are not responsible for the privacy practices or content of those sites. We encourage you to read

the privacy policy of any website you visit via a link from our site.

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13. CHANGES TO THIS PRIVACY POLICY

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We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or the services we offer. When we make material changes, we will update the version date at the top of this policy and, where appropriate, notify you directly.

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14. CONTACT US & HOW TO COMPLAIN

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If you have any questions, concerns, or wish to exercise any of your rights under this Privacy Policy, please contact us:

 

Uniora CIC 593 Harrow Road, London, W10 4RA Email: info@unioracic.co.uk Website: www.unioracic.co.uk

 

Right to Complain to the ICO: If you are not satisfied with our response, or believe we are processing your personal data unlawfully, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) the UK's independent data protection regulator.

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Website: www.ico.org.uk Helpline: 0303 123 1113

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We would, however, appreciate the opportunity to address your concerns directly before you approach the ICO.

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© 2026 Uniora CIC. All rights reserved. Privacy Policy v1.0 — April 2026 Together We Rise. 💛

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