Privacy Policy

Welcome to our privacy policy! We have updated this policy to bring it in line with new data protection regulations and will continue to update it over the coming year. If you can’t find the information you need right now, please contact us at info@henry.org.uk or 01865 302 973.

HENRY is a charity which supports families to give their babies and children the best possible start in life. This means supporting the whole family to make positive lifestyle changes, creating healthier and happier home environments, and building healthier communities.

We collect personal information from you to support the services we provide. For example, we might need information from you to give you a place on a HENRY programme, to complete a sale in our shop, or to provide information you’ve asked for. This page, together with our cookies policy, will let you know how we use and protect your personal information.

We respect your privacy and we promise to keep the data you share with us safe. We aim to be clear about the data we collect and not to use it in ways you would not reasonably expect. If you have any questions, please email us at info@henry.org.uk. You can find our telephone number and postal address here.

Below we have answered a range of questions that will help you better understand what personal information we collect, how we use it and how we keep it safe.

HENRY is registered under the Data Protection Act 1998 as a Data Controller with the Information Controller's Office (ICO) under number Z2779782. HENRY is a registered charity and company under guarantee in England and Wales under numbers 1132581 and 6952404.

What is personal data?

Your personal data is any information that can be linked to you by an ‘identifier’ such as your name, your email address or your bank details. Some personal data is more sensitive than others, but HENRY takes seriously its responsibility to protect any data you share with us.

What you share with us will vary depending on your relationship to HENRY and how you interact with our services. We explore this in more detail in the section ‘How do we use your personal data?’ below.

We can only collect personal data from you if we have a lawful basis for doing so. A lawful basis might be your consent, a legal obligation, or a legitimate interest (such as providing a service you have requested). We discuss this further in the next section.

On what grounds does HENRY make use of personal data?

HENRY is careful to be sure we have a sound lawful basis for making use of your personal data. In some cases we will ask for your consent to do so, in others we may have a legal obligation to fulfil. In most cases, our grounds for using your personal data will be ‘legitimate interests’.

When we talk about ‘legitimate interests’, we mean any situation where there is a good reason for using your personal data, i.e. your data must be necessary to what we are trying to achieve. Your data should not be used in ways you would not reasonably expect and should have as small an impact on your privacy as possible. Importantly, you have the right to object to how we process your data based on legitimate interests. For more information, see the section ‘Your Rights’.

Unless we state otherwise on this page or elsewhere, our lawful basis for processing your personal data is legitimate interests.

How do we keep your data safe?

HENRY is committed to protecting the personal information you entrust to us. We ensure this in three ways:

Security and privacy. We take care to ensure your personal information is processed securely. We have security measures in place to protect and limit access to our offices, servers and remote storage facilities. We anonymise your personal information at the earliest opportunity to protect your privacy.

Reasonable retention. We only keep your personal information for as long as reasonably necessary to achieve the purpose it was needed for. When your personal information is no longer needed, we make sure to securely destroy it.

Responsible sharing. We only share your personal information with trusted organisations (see section below for mor information on who they might be). Where we share your personal information, or where a third party data processor handles your information for us, we ensure agreements are in place to safeguard your privacy.

Who do we share your personal data with?

HENRY puts strict limits on how your data is shared and will do our best to tell you in advance when your data will be shared. Below is a rundown of the organisations we may share data with.

We will not rent or sell your personal information to other organisations for use by them in any way.

With our local partners

We may share your personal data with our local partners, but only if this is necessary to deliver a HENRY service to you, and only information which is needed to deliver the service you’re interested in. For example, if you contact us about joining a HENRY parent programme, we will share the personal information your local service provider needs to tell you about programmes in your area. This might include your name, contact details, and relevant information about you and your family.

Our local partner may be your council, a local trust or charity, or a similar organisation. You can contact us to find out more about HENRY’s local partners in your area.

With our academic partners

HENRY shares anonymous data from our parent programmes and practitioner training courses with academic partners for research purposes. This research helps us to improve HENRY services, understand how they affect different people and prove that they work. When we say that data is ‘anonymous’, we mean that all identifiers have been removed, so that this information cannot be linked back to you. The kind of anonymous data we share includes things like participants’ sex, ethnic background and postcode, how often they eat fruit and vegetables and how often they attended HENRY programmes.

Below is a list of HENRY’s current academic partners. For more information about what we share, see the section ‘How does HENRY use your personal data?’. Our current academic partners are listed below:

  • The University of Hertfordshire
  • The University of Leeds
  • Oxford Brookes University

With third party providers of online tools

HENRY currently uses third party online tools to carry out some processes, such as large mailings, surveys and processing payments. We share only the personal information necessary to deliver the service we need and take care to be sure that third party providers respect your privacy and protect your data.

MailChimp

We use MailChimp to maintain mailing lists and to email large groups of recipients, so we may share your name and email address with MailChimp. We will not use mailing lists to contact you unless you have consented for us to do so, and you can withdraw your consent at any time by clicking the Unsubscribe button in an email or by contacting us at info@henry.org.uk. Read MailChimp’s privacy policy.

SurveyMonkey

We use SurveyMonkey to collect survey data online, via email, so we may share your name and email address with SurveyMonkey. If you respond to a survey from HENRY, this information will be processed by SurveyMonkey. SurveyMonkey places clear limits on how they will use this data – read more in their privacy policy.

Google Analytics

We use Google Analytics on our website to collect standard internet log information and details of visitor behaviour patterns, which you use to understand how people use our website and to improve their experience. We do not allow Google Analytics to collect any identifiers, such as IP address, so this information is anonymous. Read more here.

PayPal

We use PayPal to process payments for purchases made in our online shop. If you buy something from our website, PayPal will process this transaction and receive the relevant information you choose to share, e.g. name, email address, billing address, bank details. Read PayPal's privacy policy.

Charities Aid Foundation (CAF) and Just Giving

We use these providers to process some donations.

If you make a donation via our website, this will be processed by CAF and they will receive the relevant information you choose to share with them. Read CAF's privacy policy.

If you make a donation via text, this will be processed by Just Giving and they will receive the relevant information you choose to share with them. Read Just Giving's privacy policy.

Legal obligations and special circumstances

We may share your personal information with third parties if we are legally obliged to; or in order to enforce or apply the terms of an agreement; or to protect the rights, property or safety of HENRY, our donors or others. This includes exchanging information with other companies and organisations for the purposes of fraud detection and protection, or with local authorities or social services for the purposes of the provision of health, legal or social care or treatment.

Where is your data stored?

HENRY’s offices and servers are based in the UK. Where we make use of third party online tools, however, your personal information may be stored on servers in the US or elsewhere outside the EEA (European Economic Area). In both cases we have taken all steps reasonably necessary to make sure that your data is treated securely and in accordance with this privacy policy. We have done our best to protect your personal data, and ensured that it will be held in compliance with European data protection regulations.

For more information on our third party providers of online tools, see the section ‘Who do we share your personal data with?’ above.

In cases when we use external websites provided by other organisations such as Twitter, YouTube or Facebook, then we would ask you to consult their privacy policies.

Unfortunately, the transmission of information via the Internet is never 100% secure and we cannot guarantee the security of your data transmitted to our website. This means any such transmission is at your own risk.

How do we use Cookies?

Cookies are small files that are stored on your browser. Most websites use cookies to personalise and improve your web experience, and some cookies are essential for websites to function. We use cookies here to create a more effective website that reflects your needs.

For more information about the cookies used on this website, see our cookies policy. You can opt in or out of cookies at any time by changing your preferences. To access the cookies dashboard and change your preferences, click on the “C” in the bottom right hand corner of the webpage.

How will we contact you?

If you share your contact details with us, we will use these to get in touch in a couple of circumstances, which we talk more about below. We promise not to bury you in emails!

To provide a service you have requested. If you make an enquiry to HENRY by phone or email, we will use your contact details and any other personal information you share to answer your enquiry. If you wish to access a HENRY service, we will ask you for the personal information we need to provide access to that service and use it for that purpose.

For research purposes. If you attend a HENRY programme for parents or carers, or HENRY training for practitioners, we may contact you about 6 months after you attend with a short e-survey. This helps us to investigate the long term impact of our services. In rare cases, we may contact you again up to 5 years later to ask if you would be willing to help with further long term research.

With your consent. If you provide us with your consent to do so, we will add you to our mailing list. We will email you now and again with HENRY info updates, surveys and fundraising appeals. You can withdraw your consent at any time – either by using the Unsubscribe option when we contact you, or by emailing info@henry.org.uk.

How does HENRY use your personal data?

In this section, we look in more detail at the personal information we collect from you: what we collect, how and why we use it, and how long we keep it. We are constantly updating this section of the policy and will be providing more information over the next year. If you can’t find the information you need right now, please contact us at info@henry.org.uk or 01865 302 973.

Programmes for parents and carers

When you attend one of HENRY’s programmes for parents and carers, we ask you to share the information we need to provide this service to you and to evaluate its impact on families. We do not share this information except as described in the section above, 'Who do we share your personal data with?' None of this information is used to make decisions about you or your family.

During all our programmes, we use the name and contact details you provide to provide you with access to our services. Below you can find more detail on how we use your personal information after you finish a HENRY programme.

Healthy Families group programme and 1-to-1 programme

When you attend these programmes, we collect the personal information from you we need to give you access to them. We also record your attendance of the programme. Finally, we collect information about you and your family, via three questionnaires: one at the beginning of the programme, one towards the end and one more about 6 months after you finish.

We store attendance and questionnaire data with your name for up to 12 months. After 12 months, this information is anonymised, so that no one can be identified, and stored indefinitely for statistical and research purposes. We may share this data anonymously with our research partners.

Name. We use your name to match your three questionnaires, so that we can understand how families’ lifestyles change over the course of the programme. We keep your name for up to 12 months after you attend. After 12 months, we delete your name and anonymise all the personal information we hold on you.

Contact details. We use your contact details to deliver a follow-up e-survey about 6 months after you finish the programme. In rare cases, we may contact you again up to 5 years later to ask if you would be willing to help with further long term research.

With your consent, we also add your email address to our mailing list. We use this to send occasional emails such as HENRY info updates, surveys and fundraising appeals. You can withdraw your consent at any time – either by using the Unsubscribe option when we contact you, or by emailing info@henry.org.uk.

If you consent to be added to our mailing list, we will keep your email address until such time as you unsubscribe. If you do not consent, we will make no further use of your email address or other contact details.

Attendance information. We record which sessions of the programme you attend, including reasons for non-attendance and referral information. We use this information to evaluate the support facilitators provide to participants and to evidence and improve the attendance rate of HENRY's programmes.

Lifestyle information and feedback. We use the information you provide in the three questionnaires to evaluate the impact of the programme on families who take part and to provide evidence of its effectiveness. We may use your comments anonymously as part of our promotional materials and bids to commissioners.

Demographic information. We ask you to tell us your: age; postcode; sex; ethnic background. This information helps us to understand who attends the programme and how it affects different groups of people. We use this information to improve the programme, make it more accessible, and to help make the case for funding. For example, we might look at the ethnicity of participants on the programme when deciding on what languages we should translate the programme into to make it more accessible.

Please note, our lawful basis for processing this special category information is for statistical purposes (Article 9(2)(j) GDPR).

Job applicants, employees and past employees

When you apply for a job at HENRY or are employed by HENRY, we ask you to share personal information for the purpose of progressing your job application, or to fulfil legal or regulatory requirements if necessary.

We will use the contact details you provide to us to contact you to progress your application. We will use the other information you provide to assess your suitability for the role you have applied for. The information we ask for is used to assess your suitability for employment. You don’t have to provide what we ask for but it might affect your application if you don’t.

We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.

Below we discuss in more detail how we process your personal information at different employment stages.

Application stage

We ask you for your personal details including name and contact details. We will also ask you about your previous experience, education, referees and for answers to questions relevant to the role you have applied for. Our recruitment team will have access to all of this information.

You will also be asked to provide equal opportunities information. This is not mandatory information – if you don’t provide it, it will not affect your application. This information will not be made available to any staff outside of our recruitment team, including hiring managers, in a way which can identify you. Any information you do provide will only be used to produce and monitor equal opportunities statistics. You can see the equal opportunities information we ask for here.

Shortlisting

Our hiring managers shortlist applications for interview. They will not be provided with your name or contact details or with any equal opportunities information you choose to provide.

Assessments

We will ask you to attend an interview at which information will be generated by you and by us. For example, you might complete a written test or we might take interview notes. This information is held by HENRY.

Conditional offer

If we make a conditional offer of employment we will ask you for information so that we can carry out pre-employment checks. You must successfully complete pre-employment checks to progress to a final offer. We are required to confirm the identity of our staff, their right to work in the United Kingdom and seek assurance as to their trustworthiness, integrity and reliability.

You will therefore be required to provide:

  • Proof of your identity – you will be asked to attend our office with original documents, we will take copies.
  • Proof of your qualifications – you will be asked to attend our office with original documents, we will take copies.
  • For your convenience and to speed up the pre-employment check process we may ask you to provide the above evidence at the time of your interview.
  • You will be asked to complete a criminal records declaration to declare any unspent convictions.
  • We will provide your email address to the Government Recruitment Service who will contact you to complete an application for a Basic Criminal Record check via the Disclosure and Barring Service, or Access NI, which will verify your declaration of unspent convictions.
  • We will contact your referees, using the details you provide in your application, directly to obtain references.
  • If we make a final offer, we will also ask you for the following:
  • Bank details – to process salary payments
  • Emergency contact details – so we know who to contact in case you have an emergency at work
  • National Insurance Number

Post start date 

Our Code of Conduct requires all staff with budgetary responsibilities to declare if they have any potential conflicts of interest.   If you complete a declaration, the information will be held on your personnel file.

Use of data processors

Data processors are third parties who provide elements of our recruitment service for us. We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct.

Aegon. Your details will be provided to Aegon, HENRY’s pension provider. You will be auto-enrolled into the pension scheme and details provided to Aegon will be your name, date of birth, National Insurance number and salary.

How long is the information retained for?

If you are successful, the information you provide during the application process will be retained by us as part of your employee file for the duration of your employment plus 6 years following the end of your employment. This includes your criminal records declaration, records of any security checks and references.

If you are unsuccessful at any stage of the process, the information you have provided until that point will be retained for 12 months from the closure of the recruiting campaign.

Information generated throughout the assessment process, for example interview notes, is retained by us for 12 months following the closure of the recruiting campaign.

Equal opportunities information is retained for 12 months following the closure of the recruiting campaign whether you are successful or not.

How do we make decisions about recruitment?

Final recruitment decisions are made by hiring managers and members of our recruitment team. All of the information gathered during the application process is taken into account.

Volunteers

We also offer opportunities for people to come and work with us on a volunteer basis. Applications are sent directly to HENRY. Once we have considered your application, if we are interested in speaking to you further, we’ll contact you using the details you provided.

We might ask you to provide more information about your skills and experience or invite you to an interview.

If we do not have any suitable work at the time, we’ll let you know but we might ask you if you would like us to retain your application so that we can proactively contact you about possible opportunities in the future. If you say yes, we will keep your application for 6 months.

We will also ask you to complete our pre-employment checks, which are detailed in the section above under ‘Conditional offer’.

We ask for this information so that we fulfil our obligations to avoid conflicts of interest and to protect the information we hold.

It will be retained for as long as you volunteer with HENRY plus 6 years following the end of your volunteer role.

Your rights

As an individual whose personal data is processed by HENRY, you have the following rights:

  • The right to be informed – which is the purpose of this privacy notice
  • The right to access – to see what data we hold on you
  • The right to rectification – for corrections to be made if data on you we hold is inaccurate
  • The right to erasure – in some circumstances, of data we hold on you
  • The right to restrict processing of information we hold on you
  • The right to data portability, if applicable
  • The right to object:
    • to direct marketing – by clicking the Unsubscribe option or by contacting us directly
    • to processing of your data on the basis of our legitimate interests
    • to processing of your data for purposes of scientific research or statistics

To exercise your data rights, please contact us by emailing info@henry.org.uk or calling 01865 302 973.

Updates or changes to this Privacy Policy

This Privacy Policy was last updated on 27/06/2018.

We reserve the right to make changes to this Privacy Policy. Each time you visit this site you should check this Privacy Policy to check that no changes have been made to any sections that are important to you. Where appropriate, we will let you know about any changes by email, via our newsletter.

Complaints

If you have any questions or concerns about this privacy policy and our privacy practices or if you wish to file a complaint, please contact us by emailing info@henry.org.uk or calling 01865 302 973.

You have the right to lodge a complaint with the Information Commissioners Office (ICO) if you believe your data has been processed in a way that does not comply with the relevant data regulations. You can do so by calling the ICO helpline on 0303 123 1113 or via their website.