Who we are
Registered name: RESPACE PROJECTS LTD
This privacy notice tells you what to expect us to do with your personal information.
Contact details
What information we collect, use, and why
We collect or use the following personal information for service updates or marketing purposes:
- Names and contact details
- Addresses
- Marketing preferences
- Recorded images, such as photos or videos
- Donation history
- IP addresses
- Website and app user journey information
- Records of consent, where appropriate
We collect or use the following personal information for research or archiving purposes:
- Names and contact details
- Addresses
- Recorded images, such as photos or videos
- Website and app user journey information
- Records of consent, where appropriate
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 in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:
- Your right of access – You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right here.
- Your right to rectification – You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right here.
- Your right to erasure – You have the right to ask us to delete your personal information. You can read more about this right here.
- Your right to restriction of processing – You have the right to ask us to limit how we can use your personal information. You can read more about this right here.
- Your right to object to processing – You have the right to object to the processing of your personal data. You can read more about this right here.
- Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. You can read more about this right here.
- Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right here.
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 service updates or marketing purposes 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.
Our lawful bases for collecting or using personal information for research or archiving purposes 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.
Where we get personal information from
- CCTV footage or other recordings
- Publicly available sources
How long we keep information
Contact Information and Basic Personal Data
- Names and contact details: 3 years after last interaction
- Addresses: 3 years after last interaction
- Marketing preferences: Until the individual opts out or 3 years after last interaction
- IP addresses: 1 year
Event and Project Participation
- Donation history: 7 years (to comply with financial regulations)
- Event registration information: 2 years after the event
- Workshop participation records: 2 years after the workshop
- Volunteer information: 3 years after volunteering ends
Media and Documentation
- Recorded images (photos/videos) for general purposes: 5 years
- Website user journey information: 1 year
Consent Records
- Records of consent: Duration of the processing plus 1 year after processing ends
- Records of consent for children’s data: Until the child reaches age 18 plus 1 year
Business Operations
- Supplier/contractor personal data: 7 years after end of relationship
- Employee/volunteer personal data: 6 years after employment/volunteering ends
- Job applicant information: 1 year after recruitment decision
Archival Media Exception
Materials with historical or cultural value, including photographs and videos documenting significant community events, art installations, exhibitions, and transformative projects may be retained indefinitely as part of our historical archive. These materials serve as documentation of community impact, cultural heritage, and the transformation of spaces.
Individuals can still exercise their data protection rights regarding archival materials, but these rights may be limited by the legitimate archival purpose in accordance with UK data protection law.
Criteria for archival designation includes:
- Materials that demonstrate the transformation of spaces
- Documentation of community collaboration and creative processes
- Records of significant events, exhibitions, or installations
- Materials that capture the social impact of our work
- Content that illustrates the evolution of community spaces over time
We apply appropriate safeguards to all archived materials, including secure storage and limited access, and use such materials only for historical, research, educational, or promotional purposes that align with our organizational mission.
Special Categories
- Data related to vulnerable individuals: Duration of support plus 2 years
- Health and safety records: 3 years after the record was made
- We review our retention practices regularly to ensure they remain appropriate and compliant with current data protection requirements.
Who we share information with
ReSpace Projects may share your personal information with the following categories of recipients:
Partner Organizations and Collaborators
- Building owners and landlords when necessary for securing and managing spaces
- Local community groups and organizations we collaborate with on events, workshops, and projects
- Artists, creatives, and workshop facilitators who use our spaces and may need limited contact information for participants
Service Providers
- IT service providers who help maintain our systems and website
- Payment processors who handle donations and financial transactions
- Email marketing platforms for distributing newsletters and updates
- Cloud storage providers where we securely store data
Media and Public Platforms
- Social media platforms where we share photos and videos of events, projects, and community activities
- Newspapers and publications for promotional or informational purposes
- Our own website and online channels to showcase our work and impact
Regulatory Bodies and Legal Requirements
- Organizations we need to share information with for safeguarding reasons
- Local authorities and councils when required for compliance with regulations
- Government bodies when legally obligated to do so
With Your Consent
- We may share your photos or testimonials with your explicit permission for impact reporting, promotional materials, or funding applications
- We may share your contact details with other community members or organizations when you have given us permission to make these connections
Image Sharing and Consent
We display posters at our events and venues informing attendees that photographs and videos may be taken and shared on our social media platforms and website. These posters direct individuals to this privacy notice for complete information about how their images may be used and their rights regarding this data.
For images taken in public settings during our events, we rely on legitimate interest as our lawful basis for processing. However, we take special care with images that might be sensitive or taken in more private settings, where explicit consent would be required.
If you see your image on our social media or website and wish to have it removed, you have the right to withdraw consent or object to processing. We will promptly remove such content upon request.
We do not sell your personal information to any third parties.
For international transfers of data (outside the UK/EEA), we ensure appropriate safeguards are in place in accordance with UK data protection law.
Cookies Section
This section should be added after the “What information we collect, use, and why” section and before the “Lawful bases and data protection rights” section in your privacy notice.
Our Use of Cookies
What are cookies?
Cookies are small text files that are placed on your device when you visit our website. They allow us to recognize your device and store some information about your preferences or past actions.
How we use cookies
We use cookies on our website to:
- Improve your browsing experience by allowing the site to “remember” your preferences
- Understand how visitors use our site through web analytics
- Enable certain functions on our website
- Collect anonymous statistical information about how visitors use our site
Types of cookies we use
- Essential cookies: Required for the website to function properly
- Analytical/performance cookies: Allow us to recognize and count visitors and see how they move around our site
- Functionality cookies: Enable us to personalize your experience on our site
- Targeting cookies: Record your visit to our website, the pages you visit, and the links you follow
Managing cookies
Most web browsers allow you to control cookies through their settings. You can usually find these settings in the “options” or “preferences” menu of your browser. You can delete existing cookies, allow or block all cookies, or block cookies from particular sites.
If you choose to disable cookies, some features of our website may not function properly.
By continuing to use our website, you consent to our use of cookies as described in this privacy notice.
How to complain
We take any concerns about our use of your personal data very seriously and are committed to resolving issues quickly and effectively.
We encourage you to contact us first using the email address admin@respaceprojects.org if you have any questions or concerns about how we handle your personal data. Most issues can be resolved quickly through direct communication, and we aim to respond to all inquiries within 3 working days.