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Compliance, privacy and cookies

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Space2face customer privacy notice

This privacy notice tells you what to expect us to do with your personal information.

  • Contact details

  • What information we collect, use, and why

  • Lawful bases and data protection rights

  • Where we get personal information from

  • How long we keep information

  • Who we share information with

  • Sharing information outside the UK

  • How to complain

 

Contact details

Post 2 Harbour Street, Lerwick, Shetland, ZE1 0RL, GB

Telephone 07564832467

Email info@space2face.org

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What information we collect, use, and why

We collect or use the following information to provide services and goods, including delivery and third party referrals:

  • Names and contact details

  • Addresses

  • Emergency contact details

  • Photographs or video recordings

  • Service use history

  • Information about care needs (including disabilities, home conditions, dietary requirements and general care provisions)

  • Information about work, home and living conditions

  • Information about support requirements

  • Information about lifestyle, interests or personal history

  • Criminal offence data 

  • Records of meetings and decisions

  • Payment details (including card or bank information for transfers and direct debits)

  • Website user information (including user journeys and cookie tracking)

  • Information relating to compliments or complaints

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We collect or use the following information to receive donations or funding and organise fundraising activities:

  • Names and contact details

  • Addresses

  • Payment or banking details

  • Tax payer information (for Gift Aid purposes)

  • Gifts in wills

  • Visitors to our stores and website

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We collect or use the following personal information for service updates or marketing purposes:

  • Names and contact details

  • Recorded images, such as photos or videos

  • Records of consent, where appropriate

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We collect or use the following personal information for research or archiving purposes:

  • Names and contact details

  • Recorded images, such as photos or videos

  • Records of consent, where appropriate

We collect or use the following personal information to comply with legal requirements:

  • Name

  • Contact information

  • Health and safety information

  • Safeguarding information

  • Criminal offence data 

We collect or use the following personal information for recruitment purposes:

  • Contact details (eg name, address, telephone number or personal email address)

  • Employment history (eg job application, employment references or secondary employment)

  • Education history (eg qualifications)

  • Details of any criminal convictions (eg Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks )

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

  • Names and contact details

  • Address

  • Payment details

  • Purchase or service history

  • Customer or client accounts and records

  • Financial transaction information

  • Information relating to health and safety (including incident investigation details and reports and accident book records)

  • Correspondence

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We also collect or use the following special category information for dealing with queries, complaints or claims.

This information is subject to additional protection due to its sensitive nature:

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:

  • 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. 

  • Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. 

  • Your right to erasure - You have the right to ask us to delete your personal information. 

  • Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information.

  • Your right to object to processing - You have the right to object to the processing of your personal data. 

  • 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.

  • Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. 

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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.

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Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information to provide services and goods, including delivery and third party referrals 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.

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Our lawful bases for collecting or using personal information to receive donations or funding and organise fundraising activities 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.

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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.

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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.

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Our lawful bases for collecting or using personal information to comply with legal requirements are:

  • Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

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Our lawful bases for collecting or using personal information for recruitment 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.

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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.

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Where we get personal information from

  • Directly from you

  • Regulatory authorities

  • Family members or carers

  • Social services

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How long we keep information

For 5 years

For more information on how long we store your personal information or the criteria we use to determine this please contact us using the details provided above. 

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Who we share information with

Others we share personal information with

  • Organisations we need to share information with for safeguarding reasons

  • Emergency services

  • Local authorities or councils

  • Relevant regulatory authorities

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Sharing information outside the UK

Where necessary, we will transfer personal information outside of the UK. When doing so, we comply with the UK GDPR, making sure appropriate safeguards are in place.

For further information or to obtain a copy of the appropriate safeguard for any of the transfers below, please contact us using the contact information provided above.

Organisation name: Google

Category of recipient: Storage provider

Country the personal information is sent to: Ireland

How the transfer complies with UK data protection law: Addendum to the EU Standard Contractual Clauses (SCCs)

 

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.

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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

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Last updated 26.11.25

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