The Owl Centre Privacy Policy

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1.0 Who We Are

We are The Owl Centre Charity, a UK registered charity that provides support and information for neurodiverse people and their families, including guidance on pain support and grandparenting neurodiverse children.

We operate within the United Kingdom and overseas, delivering services directly and through trusted partners. Our operations are primarily based in the UK.

Our contact details are:

• Email: charity@theowltherapycentre.co.uk

We are the “Data Controller” for the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2.0 What Information We Collect

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

• Personal identifiers: name, address, telephone number, email address.• Demographic information: age, gender, relationship status (where relevant to services).• Health and wellbeing information: information you choose to share with us regardingneurodiversity, pain, or other conditions to enable us to provide support.• Donation and fundraising information: payment details, Gift Aid declarations.• Volunteer and staff information: employment history, references, right to work information.• Website and social media use: IP address, cookies, and interaction data.

We will only ask for information that is necessary to deliver our services.

3.0 How We Use Your Information

We use your personal information to:

• Provide services and support tailored to your needs.• Respond to enquiries and requests.• Manage donations, Gift Aid claims, and fundraising activities.• Recruit, manage, and support volunteers and staff.• Comply with legal and regulatory requirements.• Improve our services and communications.

Where we process special category data (such as health information), we do so with your explicit consent or where otherwise permitted by law.

4.0 Legal Basis for Processing

We rely on one or more of the following lawful bases:

• Consent - when you have given clear consent to use your information (e.g. subscribing to our newsletter).• Contract - when processing is necessary for the performance of a service you request from us.• Legal obligation - when we must comply with the law (e.g. HMRC requirements for Gift Aid).• Legitimate interests - when processing is necessary for the effective running of the charity and does not override your rights (e.g. evaluating our services).

5.0 Sharing Your Information

We will never sell your personal information. We may share your data with:

• Service delivery partners, where they are directly involved in providing support to you.• Regulators or authorities if required by law.• Trusted third-party suppliers who process data on our behalf (e.g. IT support, email providers), under strict confidentiality agreements.

6.0 International Transfers

• UK-based users: If you live in the United Kingdom, your personal data will remain within the UK and will not be transferred overseas.• Overseas users: If you live outside the UK, your personal data may be transferred from your country to the UK, as our operations and systems are UK based. Where this happens, we will take steps to ensure your data is handled securely and in compliance with relevant data protection laws.

We will only transfer data where it is necessary to deliver our services and always ensure it is protected by appropriate safeguards.

7.0 How Long We Keep Your Data

We only keep your personal information for as long as necessary:

• Service records: up to 7 years after last contact.• Gift Aid and financial records: 6 years for HMRC requirements.• Volunteer/staff records: in line with employment law and safeguarding requirements.

When no longer required, data will be securely deleted or anonymised.

8.0 Your Rights

Under data protection law, you have the right to:

• Access your personal data.• Correct inaccuracies.• Request deletion (“right to be forgotten”).• Restrict or object to processing.• Request transfer of your data to another provider.• Withdraw consent at any time (where processing is based on consent).

To exercise your rights, please contact us at [Insert email].

If you are unhappy with how we handle your data, you can complain to the Information Commissioner’s Office (ICO): www.ico.org.uk.

9.0 Safeguarding and Confidentiality

Because we work with neurodiverse individuals and families, including vulnerable people, safeguarding is a priority. Information you share with us is kept confidential unless disclosure is required by law or necessary to protect you or others from harm.

10.0 Cookies and Website Use

Our website may use cookies to improve functionality and measure engagement. You can adjust your browser settings to refuse cookies if you prefer.

11.0 Updates to This Policy

We may update this Privacy Policy from time to time. The latest version will always be available on our website.

Contact Us

If you have any questions about this Privacy Policy or how we use your data, please contact us at: charity@theowltherapycentre.co.uk