Privacy Policy

This policy will explain areas of this website that may affect your privacy and personal details, how we process, collect, manage and store those details and how your rights under the GDPR, DPA & PECR are adhere to. Additionally it will explain the use of cookies or software, advertising or commercial sponsorship from third parties and the download of any documents, files or software made available to you (if any) on this website. Further explanations may be provided for specific pages or features of this website in order to help you understand how we, this website and its third parties (if any) interact with you and your computer / device in order to serve it to you. Our contact information is provided if you have any questions.

Contact details

Post:

37 Tetcott Road,

London,

SW10 0SB,

United Kingdom

Email:

enquiries@fairhearing.org.uk

What information we collect, use, and why

Fair Hearing will always aim to follow the principles of UK General Data Protection Regulations (GDPR) as set out in the Data Protection Act 2018. This requires that personal data is:

  1. Processed lawfully, fairly and in a transparent manner
  2. Collected for specific, explicit and legitimate purposes; its purposes are limited
  3. Adequate, relevant and limited to what is necessary for the purposes for which they are processed
  4. Accurate and kept up to date
  5. Kept in a form that permits identification of individuals for no longer than is necessary for the purposes for which the personal data is processed
  6. Processed in a secure manner and,
  7. Where we are the data controller we are accountable and be able to show compliance with the above.

We collect or use the following personal information for dealing with queries, complaints or claims:

  • Personal details such as your name, age, and safe ways to contact you
  • Any correspondence you send us, including the date and time of the enquiry and method of contact
  • Details of the query or situation, such as personal details about your family and alleged perpetrator, and details about what is happening or has happened
  • Any risks that you or your family are experiencing
  • Information about anyone else supporting you
  • Internal notes, such as a referral history or any follow up communications

Due to the nature of our work, some of the information you share with us may include details about your health, wellbeing, or experiences of abuse.

This is considered special category data under data protection law. We only collect and use this information where it is necessary to protect your vital interests, provide support, or make an appropriate referral — and only with your consent where required.

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

  • Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
  • Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.

Where we get personal information from

  • Directly from you
  • Charities or voluntary sector organisations, if you have explicitly consented for them to refer you to us

Sharing your data

With your consent, we will share personal information with charities and voluntary organisations to make referrals.

In certain circumstances, we may process or share information about you if we believe you or someone else is at risk of serious harm.

This may include contacting safeguarding authorities or emergency services. We do this under our legal obligations and in the substantial public interest to protect individuals at risk, in accordance with the Data Protection Act 2018 (Schedule 1, Part 2, paragraph 18).

How long we keep information

We have a Data Retention Policy which sets out how long we will keep your information for. In some cases, the retention periods are covered by law, in other cases by best practice.

We will keep your data for long enough to handle the enquiry, make a referral, or manage any immediate safeguarding concerns. This will be between 3-6 months.

However, if there is a safeguarding issue identified in the enquiry, we will keep the information for 6 years after the case closure.

Once the relevant time limit has elapsed, in line with our Data Retention Policy, it will be deleted or anonymised.

If you would like more details about how to keep your personal information, please contact us at enquiries@fair.hearing.org.uk

Use of Cookies

This website uses cookies to better the users experience while visiting the website. As required by legislation, where applicable this website uses a cookie control system, allowing the user to give explicit permission or to deny the use of /saving of cookies on their computer / device.

What are cookies? Cookies are small files saved to the user’s computers hard drive that track, save and store information about the user’s interactions and usage of the website. This allows the website, through its server to provide the users with a tailored experience within this website.

Users are advised that if they wish to deny the use and saving of cookies from this website on to their computers hard drive they should take necessary steps within their web browsers security settings to block all cookies from this website and its external serving vendors or use the cookie control system if available upon their first visit.

Website Visitor Tracking

This website uses tracking software to monitor its visitors to better understand how they use it. The software will save a cookie to your computers hard drive in order to track and monitor your engagement and usage of the website, but will not store, save or collect personal information.

Adverts and Sponsored Links

This website does not contain sponsored links and adverts.

Downloads & Media Files

Any downloadable documents, files or media made available on this website are provided to users at their own risk. While all precautions have been undertaken to ensure only genuine downloads are available users are advised to verify their authenticity using third party anti virus software or similar applications.

We accept no responsibility for third party downloads and downloads provided by external third party websites and advise users to verify their authenticity using third party anti virus software or similar applications.

Email Mailing List & Marketing Messages

We do not operate an email mailing list program.

External Website Links & Third Parties

Although we only look to include quality, safe and relevant external links, users are advised to adopt a policy of caution before clicking any external web links mentioned throughout this website. (External links are clickable text / banner / image links to other websites, similar to; Google or www.google.co.uk

Shortened URL’s; URL shortening is a technique used on the web to shorten URL’s (Uniform Resource Locators) to something substantially shorter. This technique is especially used in social media and looks similar to this (example: https://bit.ly/2Hh8iyH). Users should take caution before clicking on shortened URL links and verify their authenticity before proceeding.

We cannot guarantee or verify the contents of any externally linked website despite our best efforts. Users should therefore note they click on external links at their own risk and we cannot be held liable for any damages or implications caused by visiting any external links mentioned.

Social Media Policy & Usage

We adopt a Social Media Policy to ensure our business and our staff conduct themselves accordingly online. While we may have official profiles on social media platforms users are advised to verify authenticity of such profiles before engaging with, or sharing information with such profiles. We will never ask for user passwords or personal details on social media platforms. Users are advised to conduct themselves appropriately when engaging with us on social media.

There may be instances where our website features social sharing buttons, which help share web content directly from web pages to the respective social media platforms. You use social sharing buttons at your own discretion and accept that doing so may publish content to your social media profile feed or page.

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

Last updated

19th November 2025

 

Fair Hearing