Privacy policy

Last updated: 28 September 2025

Data Controller: Unity of Migrant Workers (UMW), 53 Stoke Newington High Street, London N16 8EL
Contact: [email protected] (or [email protected]) · 0300 102 3271

We are committed to protecting your privacy. This notice explains what personal data we collect, how we use it, and your rights under UK GDPR and the Data Protection Act 2018.

1. What data we collect

  • Contact & enquiries: name, email, phone, message details.

  • Newsletter: name, email, communication preferences.

  • Donations & Gift Aid: name, address, email, donation details, Gift Aid status (as required by HMRC).

  • Volunteering & events: application details, availability, relevant experience, emergency contact.

  • Programmes/advice: information you share to access our services (may include sensitive data where necessary and with appropriate safeguards).

  • Website usage: cookies, IP address, device/browser info, pages viewed (see Cookies).

2. Lawful bases for processing

We process data where one or more of the following apply:

  • Consent (e.g., newsletters, photos, certain programme data).

  • Contract (e.g., event registrations, training bookings).

  • Legal obligation (e.g., Gift Aid records required by HMRC; safeguarding duties).

  • Legitimate interests (e.g., responding to enquiries, improving services, basic supporter admin).

  • Vital interests (e.g., serious risk to life or safety).

For special category data (e.g., health), we rely on explicit consent or, where applicable, substantial public interest grounds (e.g., safeguarding), applying additional safeguards.

3. How we use your data

  • Respond to enquiries and provide services you request.

  • Administer events, volunteering and training.

  • Process donations, claim Gift Aid and send acknowledgements/receipts.

  • Send updates you’ve opted into (you can unsubscribe at any time).

  • Monitor and improve our programmes, website and accessibility.

  • Meet legal, regulatory and safeguarding obligations.

4. Sharing your data

We share data only when necessary and proportionate, for example with:

  • Service providers / processors: email & newsletter tools, payment providers, CRM/databases, website/IT support, event tools.

  • HMRC: Gift Aid claims.

  • Regulators: Charity Commission or ICO where required.

  • Safeguarding / law enforcement: where there is risk of harm or legal requirement.
    We do not sell your data.

5. International transfers

Some providers may store data outside the UK. Where this occurs, we use appropriate safeguards (e.g., UK IDTA/Addendum or Standard Contractual Clauses).

6. How long we keep your data

We keep data only as long as necessary for the purposes collected—for example:

  • Enquiries: up to 24 months.

  • Newsletter: until you unsubscribe (and then limited suppression data).

  • Donations/Gift Aid: typically up to 6 years after the financial year of the donation, per HMRC rules.

  • Programme/Case records: for the duration of support and a reasonable period thereafter, subject to safeguarding and funder requirements.
    When no longer needed, we securely delete or anonymise data.

7. Your rights

You have rights to access, rectify, erase, restrict or object to processing, and data portability, as well as the right to withdraw consent where processing is based on consent.
To exercise your rights, contact [email protected]. You also have the right to complain to the Information Commissioner’s Office (ICO) if you are unhappy with our handling of your data.

8. Cookies

We use cookies and similar technologies to operate the site, understand performance and improve content. You can manage or withdraw consent via our Cookie banner/settings. See our separate Cookie Notice for details.

9. Security

We take appropriate technical and organisational measures to protect personal data, including access controls, encryption where appropriate, staff training and regular reviews.

10. Children & young people

Our site is not intended for children under 13. For youth programmes, we collect data from parents/guardians and obtain appropriate consents.

11. Photography & communications

We will only use photos, testimonials or stories with consent (or other lawful basis) and will respect your preferences.

12. Updates to this notice

We may update this Policy. The latest version will always be on our website with the “Last updated” date.

13. Contact us

Data protection queries: [email protected]
General enquiries: [email protected] · 0300 102 3271
Address: 53 Stoke Newington High Street, London N16 8EL