Vibe Southend Ltd is committed to protecting your personal data and respecting your privacy. This policy explains what information we collect, why we collect it, how we use it, and what rights you have. It applies to all services, events, and interactions offered by Vibe Southend Ltd, including our website, day centre, charity shop, and volunteering programme.
This policy complies with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. If you have questions, please contact us.
Who We Are
Vibe Southend Ltd is the data controller responsible for your personal data. We are a registered charity in England and Wales.
Vibe Southend Ltd
171 Stornoway Road, Southend-on-Sea, Essex, SS2 4NJ
01702 462479
Charity number: 1191755
Information We Collect
We may collect and process the following categories of personal data:
| Category | Examples | How collected |
|---|---|---|
| Identity data | Name, date of birth | Registration, bookings, enquiries |
| Contact data | Email, phone, address | Contact forms, purchases, sign-ups |
| Transaction data | Bookings, donation records | Booking and payment systems |
| Volunteer data | Availability, skills, interests | Volunteer sign-up form |
| Technical data | IP address, browser type | Automatically via our website |
| Usage data | Pages visited, session length | Analytics cookies (with consent) |
| Marketing preferences | Newsletter opt-ins | Sign-up forms |
We do not intentionally collect sensitive personal data unless strictly necessary and with your explicit consent.
How We Use Your Data
We use your personal data for the following purposes:
- To provide and manage services, bookings, and events you have requested.
- To process donations and send transactional communications such as booking confirmations and receipts.
- To manage volunteer applications and keep volunteers informed.
- To respond to enquiries, feedback, or complaints.
- To send marketing communications where you have opted in, or where we have a legitimate interest.
- To improve our website and services through analytics and user research.
- To comply with legal obligations, including fraud prevention and financial record-keeping.
- To manage internal operations, administration, and safeguarding.
Legal Basis for Processing
Under UK GDPR we must have a lawful basis to process your personal data. The bases we rely on include:
- Contract: Processing is necessary to fulfil a contract with you, for example processing an event booking.
- Legitimate interests: We have a legitimate charitable interest in processing your data, provided it is not overridden by your rights.
- Consent: You have given clear consent, for example to receive our newsletter. You may withdraw consent at any time.
- Legal obligation: We are required to process data to comply with the law, for example financial records for HMRC.
Sharing Your Data
We do not sell your personal data. We may share your data with trusted third parties only where necessary:
- Service providers: Payment processors (JustGiving, TicketSource), form services (Formspree), analytics, and hosting companies — all bound by data processing agreements.
- Regulatory authorities: HMRC, the Charity Commission, or law enforcement where required by law.
- Professional advisors: Lawyers, accountants, and insurers, as necessary.
- Event partners: Where you book an event co-organised with another organisation, relevant booking details may be shared with that partner.
- First aid training: Burch First Aid, where you have enrolled in a jointly organised course.
We require all third parties to respect the security of your personal data and treat it in accordance with the law.
Data Retention
We retain your personal data only for as long as necessary to fulfil the purposes we collected it for, including legal, accounting, and reporting requirements.
- Donor / booking records: Up to 7 years after the last transaction (for tax and accounting purposes).
- Volunteer records: For the duration of your volunteering relationship, plus up to 3 years.
- Marketing opt-ins: Until you unsubscribe or withdraw consent.
- Technical / analytics data: Up to 26 months.
- Enquiry / correspondence records: Up to 3 years.
After applicable retention periods, data is securely deleted or anonymised.
Your Rights
Under UK GDPR you have the following rights regarding your personal data:
- Right of access: Request a copy of the personal data we hold about you.
- Right to rectification: Ask us to correct inaccurate or incomplete data.
- Right to erasure: Request deletion of your data in certain circumstances ("right to be forgotten").
- Right to restrict processing: Ask us to pause processing in certain circumstances.
- Right to data portability: Receive your data in a structured, machine-readable format.
- Right to object: Object to processing based on legitimate interests or for direct marketing.
- Right to withdraw consent: Where processing is based on consent, withdraw it at any time without affecting prior processing.
To exercise any right, email [email protected]. We will respond within 30 days. You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113.
Cookies
Our website uses cookies — small text files placed on your device — to improve your experience. We use the following types:
- Strictly necessary cookies: Essential for the website to function. Cannot be disabled.
- Analytics cookies: Help us understand how visitors use our site. Set only with your consent.
- Functionality cookies: Remember your preferences. Set only with your consent.
- reCAPTCHA: We use Google reCAPTCHA Enterprise on our forms to prevent spam. This may collect device and behaviour data per Google's privacy policy.
You can manage or withdraw cookie consent at any time via our cookie banner or your browser settings. Disabling certain cookies may affect site functionality.
Security
We take the security of your personal data seriously and have implemented appropriate technical and organisational measures to protect it, including:
- Encrypted data transmission (SSL/TLS) across our website and services.
- Restricted access to personal data on a need-to-know basis.
- Regular security reviews and staff data protection awareness.
- Spam and bot prevention via reCAPTCHA and honeypot fields on all our forms.
In the event of a data breach likely to affect your rights and freedoms, we will notify you and the ICO as required by law.
Contact Us
If you have any questions or requests relating to this Privacy Policy or the way we handle your personal data, please get in touch:
Vibe Southend Ltd
171 Stornoway Road, Southend-on-Sea, Essex, SS2 4NJ
We may update this Privacy Policy from time to time. The most current version will always be available on our website, with the effective date updated accordingly.
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