What we collect
Form details such as name, email address, reason for contact, message content, and limited anti-abuse information.
Current scope This notice covers the live website forms, email fallback, safeguarding concern form, accessibility feedback form, and first-party aggregate analytics.
On this page 8 sections
Key points 2 notes
What we do not do
We do not sell personal information, run advertising cookies, or send form messages into a marketing platform in the live build.
Forms
Where personal information is collected.
The same short contact pattern is used across the public routes. Safeguarding is separate because it can be more sensitive.
General enquiries and sessions
To reply and route the request to the right next step.
Details
- Why it is used
- You asked us to respond.
- Who may see it
- Handled by the EncouragingYou team through the site enquiry flow.
- Retention approach
- Kept only as long as needed for the enquiry or related service need.
The updates choice is optional and separate from the enquiry.
Get Involved messages
To route a general involvement message.
Details
- Why it is used
- You asked us to route the enquiry.
- Who may see it
- Handled internally by the team reviewing involvement messages.
- Retention approach
- Deleted when the conversation is complete unless a clear reason remains.
Volunteer enquiries
To respond to a volunteering enquiry.
Details
- Why it is used
- You asked us to continue a volunteering conversation.
- Who may see it
- Handled by the team reviewing volunteer interest.
- Retention approach
- Deleted when closed unless safeguarding, screening, or legal reasons apply.
Partner and referral enquiries
To respond to partnership, referral, or collaboration messages.
Details
- Why it is used
- You asked us to continue a partnership or referral conversation.
- Who may see it
- Handled by the team reviewing partnership and referral messages.
- Retention approach
- Deleted when complete unless a live partnership, referral, safeguarding, or legal reason remains.
Safeguarding concern form
To review and route a non-emergency safeguarding concern.
Details
- Why it is used
- We may need to protect someone and record the action taken.
- Who may see it
- Shared only with people or services needed to review or escalate the concern.
- Retention approach
- Kept for as long as needed for safeguarding, follow-up, or legal record keeping.
Use 999 for immediate danger.
Accessibility feedback form
To understand an accessibility problem and reply with help or another format.
Details
- Why it is used
- You asked us for accessibility help or reported a barrier.
- Who may see it
- Handled internally by the team responsible for website enquiries.
- Retention approach
- Deleted when resolved unless a longer record is needed for a live issue or legal reason.
Privacy detail
Who we are
EncouragingYou uses this notice for the public website and its enquiry routes.
For privacy questions, use the Contact route or email admin@encouragingyou.co.uk.
Urgent safety
Do not wait for an ordinary website reply if someone is in immediate danger. Call 999.
Privacy notice
What we collect
Public forms are kept short.
We collect the details you type into a form, the route used, and limited technical information needed to protect the form from misuse.
- Name, email address, reason, message, and optional updates choice where shown
- Route, render time, honeypot check, hashed IP where available, user-agent, origin, and referer
- No public form asks for payment details, account credentials, or date of birth
Privacy notice
How messages are handled
Messages go through the site enquiry endpoint or the public email fallback, then are handled manually by the team.
The live build does not declare a CRM, newsletter platform, or case-management platform for these public routes.
- No sale of personal information
- No automated decision-making or profiling
- Safeguarding information is escalated only where needed
Systems
What is connected now.
The live build keeps enquiry handling simple.
Site enquiry endpoint
Public forms are handled by the site server and enquiry storage.
Live now
Email fallback
Each form also offers the published email address.
Manual handling
First-party analytics
Aggregate service-improvement events are counted without form content or direct identifiers.
Live now
CRM, newsletter, maps, and embeds
No separate CRM, newsletter platform, auto-loaded map, or social-feed embed is declared for the live collection routes.
Not running
Privacy notice
How long we keep it
We keep enquiry information only as long as needed for the purpose it was sent.
Safeguarding records may need to be kept longer because they can involve safety, follow-up, or legal duties.
Retention
The live build does not publish a single fixed deletion period for every type of message.
Privacy notice
Cookies and analytics
The live site does not use advertising, remarketing, third-party analytics, social-feed embeds, or an auto-loaded map.
It does use first-party aggregate analytics for service improvement. Those events do not include names, email addresses, message text, or safeguarding details.
- Cookie choices are explained on the Cookie Notice
- Future non-essential tracking must update this notice first
Privacy notice
Your rights
You can ask what we hold about you, ask us to correct it, ask us to delete it when we no longer need it, or object to optional updates.
Some requests may need a careful response where safeguarding, legal duties, or active case handling apply.
Updates choice
You can send an enquiry without opting in to updates.
Rights
Ask, correct, delete, or object.
Use the Contact route or the published email address for privacy requests.
Access and correction
Ask what we hold and tell us if something is wrong.
Deletion and restriction
Ask us to delete or limit use where appropriate.
Complaint route
Raise it with us first if you can. You can also complain to the ICO.
Complaint route
If you are not happy with how your personal information has been handled, you can also complain to the Information Commissioner's Office.
Privacy notice
Updates to this notice
We update this notice when the live site starts collecting new information, adds a new processor, changes analytics, or changes safeguarding handling.
Review
When this notice changes.
The notice should match the real live build.
Review triggers
- A public form collects a new field
- A CRM, newsletter tool, processor, or embed is added
- Cookie or analytics behaviour changes
- Safeguarding or retention handling changes