Privacy Policy

Welcome to our privacy policy.

HENRY is a charity which supports families to give their babies and children the best possible start in life. This means supporting the whole family to make positive lifestyle changes, creating healthier and happier home environments, and building healthier communities.

We collect personal information from you to support the services and training courses we provide. For example, we might need information from you to give you a place on a HENRY programme, to complete a sale in our shop, or to provide information you’ve asked for. This page, together with our cookies policy, will let you know how we use and protect your personal information.

We respect your privacy and we promise to keep the data you share with us safe. We aim to be clear about the data we collect and not to use it in ways you would not reasonably expect. If you have any questions, please email us at data-support@henry.org.uk. You can find our telephone number and postal address here.

Below we have answered a range of questions that will help you better understand what personal information we collect, how we use it and how we keep it safe.

HENRY is registered under the Data Protection Act 2018 as a Data Controller with the Information Controller's Office (ICO) under number Z2779782. HENRY is a registered charity and company under guarantee in England and Wales under numbers 1132581 and 6952404.

What is personal data?

Your personal data is any information that can be linked to you by an ‘identifier’ such as your name, your email address or your bank details. Some personal data is more sensitive than others, but HENRY takes seriously its responsibility to protect any data you share with us.

What you share with us will vary depending on your relationship to HENRY and how you interact with our services. We explore this in more detail in the section ‘How do we use your personal data?’ below.

We can only collect personal data from you if we have a lawful basis for doing so. A lawful basis might be your consent, a legal obligation, or a legitimate interest (such as providing a service you have requested). We discuss this further in the next section.

On what grounds does HENRY make use of personal data?

HENRY is careful to be sure we have a sound lawful basis for making use of your personal data. In most cases we will ask for your consent to do so, in others we may use legitimate interests as the lawful basis to process your data.

Your data should not be used in ways you would not reasonably expect and should have as small an impact on your privacy as possible.

Importantly, you have the right to object to how we process your data. For more information, see the section ‘Your Rights’.

How do we keep your data safe?

HENRY is committed to protecting the personal information you entrust to us. We ensure this in three ways:

Security and privacy. We take care to ensure your personal information is processed securely. We have security measures in place to protect and limit access to our offices, servers and remote storage facilities. We anonymise your personal information at the earliest opportunity to protect your privacy.

Reasonable retention. We only keep your personal information for as long as reasonably necessary to achieve the purpose it was needed for. When your personal information is no longer needed, we make sure to anonymise or securely destroy it.

Responsible sharing. We only share your personal information with trusted organisations (see the section below for more information on who they might be). Where we share your personal information, or where a third party data processor handles your information for us, we ensure agreements are in place to safeguard your privacy.

Who do we share your personal data with?

HENRY puts strict limits on how your data is shared and will do our best to tell you in advance when your data will be shared. Below is a rundown of the organisations we may share data with.

We will not rent or sell your personal information to other organisations for use by them in any way.

With our local partners

HENRY services are provided across the UK in partnership with local partner organisations. Our local partner where you live might be your local government, an NHS trust, another charity, or a similar organisation. 

In general, HENRY services are delivered by personnel employed by our local partners; however, in some cases, our local partners commission HENRY personnel to deliver services directly. In both cases, HENRY collects personal information related to the people accessing our services and shares some of this information with our local partners. 

There are two common scenarios where we might share your personal information with a local partner:

1. When necessary to provide you with a service. For example, if you contact HENRY about joining one of our services, we share this information with our local partner in your area so they can provide you with access to that programme. We share only the minimum information needed to do so: this might include your name, contact details and relevant information about you and your family. 

2. To support service monitoring. With your consent, we collect information about your experiences with HENRY services, including your feedback and the impact it had on you. Where the relevant local partner has signed a data sharing agreement with HENRY, we share some (but not all) of this information with them via a secure system. To safeguard your privacy, access is limited to appropriate personnel and more sensitive information - such as your gender, postcode, and ethnic background - is not shared. For more on how this information is used, please see the section: 'How does HENRY use your personal data?

In some cases (such as HENRY's community projects), we collect personal information on behalf of our local partners, but they control how that data is processed, used and shared. We will do our best to inform you in advance when we are processing your personal information on behalf of someone else. 

You can contact us to find out more about HENRY’s local partners in your area. A list of partners can be found here. 

With our academic partners

HENRY shares information derived from our services with academic partners for the purpose of research, which helps us to improve HENRY services, understand how they affect different people and prove that they work. However, any data we share in this way is anonymous - that is to say, we have removed all identifiers so the information cannot be linked back to you or any other individual. 

Anonymised data might include attendance patterns, lifestyle information such as diet, exercise and eating habits, and demographic information such as postcode or ethnic background. 

In some of our delivery areas, you may be asked if you wish to take part in an ongoing study, which may include the collection or sharing of additional or personal information. In these instances, either HENRY or the relevant academic partner will contact you with details of the study and to request your consent to be included. You can continue to access HENRY services without taking part in the study and can withdraw your consent at any time. If you do not consent or withdraw your consent at a later date, your personal information will be excluded from the study. 

Below is a list of HENRY’s current academic partners. For more information about what we share, see the section ‘How does HENRY use your personal data?’. Our current academic partners are listed below:

  • The University of Hertfordshire
  • The University of Leeds
  • London Metropolitan University
  • Oxford Brookes University
  • University of Roehampton

With third party providers of online tools

HENRY currently uses third party online tools to carry out some processes, such as large mailings, surveys and processing payments. We share only the personal information necessary to deliver the service we need and take care to be sure that third party providers respect your privacy and protect your data.

Google Analytics

We use Google Analytics on our website to collect standard internet log information and details of visitor behaviour patterns, which help us to understand how people use our website and improve their experience. We do not allow Google Analytics to collect any identifiers, such as IP addresses, so this information is anonymous. Read more here.

Google Forms

We sometimes use Google Forms to collect information from you if you want to access some of our services, including personal data and special category data. You will see privacy notices on our Google Forms and where appropriate, we ask you to consent to sharing your information with us. You can find Google's privacy information here.

Google Drive

We use Google Drive to store all our data. This ensures that all the information HENRY stores is held within the UK or the European Economic Area (EEA) and is subject to British or European Union data protection regulation. Data is secured both when being transferred and stored. Please see Google Drive's privacy policy for more information.

Google Calendar

We use Google Calendar to host some of our event information. When invited to an event, participants will not be able to view details of anyone else on programmes or training, except for the organiser. Please see Google Calendar's privacy policy for more information.

Backupify (Datto)

We use Backupify (Datto) to back up all data from Google Workspace (Drive, Calendar and Contacts). This is hosted within the European Economic Area (EEA) and is thus subject to British or European Union data protection regulation. Please see Backupify's privacy policy for more information.

PayPal

We use PayPal to process payments for purchases made in our online shop. If you buy something from our website, PayPal will process this transaction and receive the relevant information you choose to share, e.g. name, email address, billing address, and bank details. Read PayPal's privacy policy.

Charities Aid Foundation (CAF) and Just Giving

We use these providers to process some donations.

If you make a donation via our website, this will be processed by CAF, and they will receive the relevant information you choose to share with them. Read CAF's privacy policy.

If you make a donation via text, this will be processed by Just Giving, and they will receive the relevant information you choose to share with them. Read Just Giving's privacy policy.

HubSpot

We use HubSpot to maintain mailing lists, other contact details and to email large groups of recipients, so we may share your name and email address with HubSpot. We will not use mailing lists to contact you for the purpose of direct marketing unless you have consented for us to do so, and you can withdraw your consent at any time by clicking the ‘unsubscribe’ button in an email or by emailing it-support@henry.org.uk or your local HENRY service. Please see HubSpot’s privacy policy for more information.

ClickSend

We use ClickSend to maintain telephone lists and to text large groups of recipients, so we may share your name and telephone number with ClickSend. We will not use your telephone number to contact you for the purposes of direct marketing unless you have consented for us to do so. You can unsubscribe by emailing it-support@henry.org.uk or your local HENRY service. Please see ClickSend’s privacy policy for more information.

Google Meet, Zoom, & Microsoft Teams

We use Google Meet, Zoom and Microsoft Teams for video communication. When inviting you to an event, we use your email address, so we may share this with the relevant provider. Please see the privacy policies for Google Meet, Zoom and Microsoft Teams for more information. 

Arlo

We use Arlo training management software to support our provision of practitioner training courses. If you access our training courses, information such as your name, professional role and email address will be stored on Arlo. Please see Arlo's privacy policy for more information. 

Xero

We use Xero as our finance system within HENRY. If you are a customer or supplier, your contact details, including personal special category data will be stored within Xero. Please see Xero's privacy policy for more information. 

WebExpenses

We use WebExpenses as part of our finance system within HENRY for managing staff expenses. Please see WebExpenses privacy policy for more information.

PeopleHR

We use PeopleHR to manage our staff, freelancer, casual worker and volunteer records, including personal data and special category data. Please see PeopleHR privacy policy for more information.

DropBox Sign and GoFormz

We use DropBox Sign and GoFormz for collecting electronic signatures and information, including personal data and special category data. More information can be found in the privacy policies for Dropbox Sign and Goformz. 

Legal obligations and special circumstances

We may share your personal information with third parties if we are legally obliged to; or in order to enforce or apply the terms of an agreement; or to protect the rights, property or safety of HENRY, our donors or others. This includes exchanging information with other companies and organisations for the purposes of fraud detection and protection, or with local authorities or social services for the purposes of the provision of health, legal or social care or treatment

Where is your data stored?

HENRY’s offices and servers are based in the UK. HENRY also uses Google Workspace to host data in the cloud, where your personal information may be stored on servers in the UK or inside the EEA (European Economic Area). In both cases we have taken all steps reasonably necessary to make sure that your data is treated securely and in accordance with this privacy policy. We strive to protect your personal data, and ensure that it will be held in compliance with UK data protection regulations.

For more information on our third party providers of online tools, see the section ‘Who do we share your personal data with?’ above.

In cases when we use external websites provided by other organisations such as Twitter, YouTube or Facebook, we ask that you consult their respective privacy policies.

Unfortunately, the transmission of information via the Internet is never 100% secure and we cannot guarantee the security of your data transmitted to our website. This means any such transmission is at your own risk.

How do we use Cookies?

Cookies are small files that are stored on your browser. Most websites use cookies to personalise and improve your web experience, and some cookies are essential for websites to function. We use cookies here to create a more effective website that reflects your needs.

For more information about the cookies used on this website, see our cookies policy. You can opt in or out of cookies at any time by changing your preferences. To access the cookies dashboard and change your preferences, click on the “C” in the bottom right hand corner of the webpage.

How will we contact you?

If you share your contact details with us, we will use these to get in touch in a couple of circumstances, which we talk more about below. We promise not to bury you in emails!

To provide a service you have requested. If you make an enquiry to HENRY by phone or email, we will use your contact details and any other personal information you share to answer your enquiry. If you wish to access a HENRY service, we will ask you for the personal information we need to provide access to that service and use it for that purpose.

For research purposes. If you attend a HENRY programme for parents or carers, or HENRY training for practitioners, we may contact you about 6 months after you attend with a short e-survey. This helps us to investigate the long term impact of our services. In rare cases, we may contact you again up to 5 years later to ask if you would be willing to help with further long term research.

With your consent. If you provide us with your consent to do so, we will add you to our mailing list. We will email you now and again with HENRY info updates, surveys and fundraising appeals. You can withdraw your consent at any time – either by using the Unsubscribe option when we contact you, or by emailing info@henry.org.uk.

How does HENRY use your personal data?

In this section, we look in more detail at the personal information we collect from you: what we collect, how and why we use it, and how long we keep it. 

Evaluating and reporting on the reach and effectiveness of our services

HENRY uses data in an anonymous form to evaluate the reach and effectiveness of our services and to report this internally, to our commissioners and to the public. This supports us to improve our services and make them available to more families across the UK. 

Services for parents & carers

When you attend one of HENRY’s programmes or workshops for parents & carers, or contact us about any of our services, we ask you to share the information we need to provide this service to you and to evaluate its impact on families. We do not share this information except as described in the section above, 'Who do we share your personal data with?' None of this information is used to make decisions about you or your family.

We use the name and contact details you give us to provide you with access to our services. We may also record your attendance at programmes and workshops. We may make a record of interactions we have when delivering the service to you, for example if you call our Infant Feeding Helpline. We may collect information about you or your family via feedback questionnaires: sometimes one before accessing a service, one towards the end and sometimes one more about 6 months after you finish. Below you can find more detail on how we use your personal information after you finish engaging with a HENRY service. 

We store data with your name for up to 7 years. After 7 years, this information is anonymised, so that no one can be identified, and stored indefinitely for statistical and research purposes. We may share this data anonymously with our research partners.

Name. We may use your name to match your feedback responses, so that we can understand how families’ lifestyles change over the course of accessing HENRY services. We may use your name if you re-access our services, to look at the service we provided you previously for continuity purposes. 

Contact details. We may use your contact details to deliver a follow-up survey about 6 months after engaging with a HENRY service. In rare cases, we may contact you again up to 5 years later to ask if you would be willing to help with further long term research.

With your consent, we also add your email address to our mailing list. We use this to send occasional emails such as HENRY info updates, surveys and fundraising appeals. You can withdraw your consent at any time – either by using the unsubscribe option when we contact you, or by emailing info@henry.org.uk.

If you do not consent, we will make no further use of your email address or other contact details.

Attendance information. We may record which sessions of a programme or workshop you attend, including reasons for non-attendance and referral information. We use this information to evaluate the support facilitators provide to participants and to evidence and improve the attendance rate of HENRY's programmes.

Lifestyle information and feedback. We may use the information you provide in the feedback questionnaires to evaluate the impact of the programme on families who take part and to provide evidence of its effectiveness. We may use your comments anonymously as part of our promotional materials and bids to commissioners.

Demographic information. Sometimes we ask you to tell us demographic information about yourself, which could include: age; postcode; gender; ethnic background; disability status; number and ages of your children. This information helps us to understand who attends the programme and how it affects different groups of people. We use this information to improve the programme, make it more accessible, and to help make the case for funding. For example, we might look at the ethnicity of participants on the programme when deciding on what languages we should translate the programme into to make it more accessible.

Please note, our lawful basis for processing this special category information is explicit consent (Article 9(2)(a) GDPR).

If you take part in an online programme or workshop we may record this. We use these recordings internally for our own training and quality assurance purposes and retain them for 6 months. Our lawful basis for doing this is legitimate interests (Article 6(1)(f) GDPR).

Services for professionals

When you attend one of HENRY’s training courses for professionals or contact us about any of our services, we ask you to share the information we need to provide this service to you and to evaluate its impact. We do not share this information except as described in the section above, 'Who do we share your personal data with?' 

We would use the name and contact details you give us to provide you with access to our services. We collect the personal information we need from you to give you access to our services. We may also record your attendance at training courses. We may collect information about you and your experience via feedback questionnaires: usually one at the end of a training course and sometimes one more about 3 months after you finish. Below you can find more detail on how we use your personal information after you finish engaging with a HENRY service. 

We store attendance and questionnaire data for up to 7 years. After 7 years, any identifying data is removed, so that no one can be identified, and stored indefinitely for statistical and research purposes. We may share this data anonymously with our research partners.

Contact details. We use your contact details to book you onto a training course and provide you with information to access our services. We may use your contact details to send you a feedback questionnaire at the end of the training and may send you a follow-up survey about 3 months after engaging with a HENRY service. 

With your consent, we also add your email address to our mailing list. We use this to send occasional emails such as HENRY info updates, surveys and fundraising appeals. You can withdraw your consent at any time – either by using the unsubscribe option when we contact you, or by emailing info@henry.org.uk.

If you do not consent, we will make no further use of your email address or other contact details.

Attendance information. We may record which sessions of a training you attend. We use this information to evaluate the support trainers provide to participants and to evidence and improve the attendance rate of HENRY's training.

Feedback. We may use the information you provide in the feedback questionnaires to evaluate the impact of the training on participants who take part and to provide evidence of its effectiveness. We may use your comments anonymously as part of our promotional materials and bids to commissioners.

Demographic information. Sometimes we ask you to tell us demographic information about yourself, which could include: gender; ethnic background and disability status. This information helps us to understand who attends the training and how it affects different groups of people. We use this information to improve the training, make it more accessible, and to help make the case for funding.

Please note, our lawful basis for processing this special category information is explicit consent (Article 9(2)(a) GDPR).

If you take part in an online training we may record this. We use these recordings internally for our own training and quality assurance purposes and retain them for 6 months. Our lawful basis for doing this is legitimate interests (Article 6(1)(f) GDPR).

 

Job applicants, employees and past employees

When you apply for a job at HENRY or are employed by HENRY, we ask you to share personal information for the purpose of progressing your job application, or to fulfil legal or regulatory requirements if necessary.

We will use the contact details you provide to us to contact you to progress your application. We will use the other information you provide to assess your suitability for the role you have applied for. The information we ask for is used to assess your suitability for employment. You don’t have to provide what we ask for.

We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.

Below we discuss in more detail how we process your personal information at different employment stages.

Application stage

We ask you for your personal details including name and contact details. We will also ask you about your previous experience, education, referees and for answers to questions relevant to the role you have applied for. Our recruitment team will have access to all of this information.

You will also be asked to provide equal opportunities information. This is not mandatory information – if you don’t provide it, it will not affect your application. Any information you do provide will only be used to produce and monitor equal opportunities statistics. You can see the equal opportunities information we ask for here.

Shortlisting

Our hiring managers shortlist applications for interview. They will not be provided with your name or contact details or with any equal opportunities information you choose to provide.

Assessments

We will ask you to attend an interview at which information will be generated by you and by us. For example, you might complete a written test or we might take interview notes. This information is held by HENRY.

Conditional offer

If we make a conditional offer of employment we will ask you for information so that we can carry out pre-employment checks. You must successfully complete pre-employment checks to progress to a final offer. We are required to confirm the identity of our staff, their right to work in the United Kingdom and seek assurance as to their trustworthiness, integrity and reliability.

You will therefore be required to provide:

  • Proof of your identity
  • Proof of your qualifications 
  • For your convenience and to speed up the pre-employment check process we may ask you to provide the above evidence at the time of your interview.
  • You will be asked to complete a criminal records declaration to declare any unspent convictions.
  • If applicable, we will provide your email address to Complete Background Screening, who will contact you to complete an application for a check via the Disclosure and Barring Service.
  • We will contact your referees, using the details you provide in your application, directly to obtain references.
  • If we make a final offer, we will also ask you for the following:
  • Bank details – to process salary payments
  • Emergency contact details – so we know who to contact in case you have an emergency at work
  • National Insurance number

Post start date 

Our Conflicts of Interest policy requires the Leadership Team, Senior Management Team, Trustees and all staff with budgetary responsibilities to declare if they have any potential conflicts of interest.  If you complete a declaration, the information will be held on your personnel file.

Use of data processors

Data processors are third parties who provide elements of our recruitment service for us. We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct.

Aegon. Your details will be provided to Aegon, HENRY’s pension provider. You will be auto-enrolled into the pension scheme and details provided to Aegon will be your name, date of birth, National Insurance number and salary.

How long is the information retained for?

If you are successful, the information you provide during the application process will be retained by us as part of your employee file for the duration of your employment plus 6 years following the end of your employment. This includes your criminal records declaration, records of any security checks and references.

If you are unsuccessful at any stage of the process, the information you have provided until that point will be retained for 12 months from the closure of the recruiting campaign.

Information generated throughout the assessment process, for example interview notes, is retained by us for 12 months following the closure of the recruiting campaign.

Equal opportunities information is retained for 12 months following the closure of the recruiting campaign whether you are successful or not. Thereafter it is anonymised and kept in an unidentifiable form for internal monitoring purposes. 

How do we make decisions about recruitment?

Final recruitment decisions are made by hiring managers and members of our recruitment team. All of the information gathered during the application process is taken into account.

Volunteers

We also offer opportunities for people to come and work with us on a volunteer basis. Applications are sent directly to HENRY. Once we have considered your application, if we are interested in speaking to you further, we’ll contact you using the details you provided.

We might ask you to provide more information about your skills and experience or invite you to an interview.

If we do not have any suitable work at the time, we’ll let you know but we might ask you if you would like us to retain your application so that we can proactively contact you about possible opportunities in the future. If you say yes, we will keep your application for 6 months.

We will also ask you to complete our pre-employment checks, which are detailed in the section above under ‘Conditional offer’.

We ask for this information so that we fulfil our obligations to avoid conflicts of interest and to protect the information we hold.

It will be retained for as long as you volunteer with HENRY plus 6 years following the end of your volunteer role.

Your rights

As an individual whose personal data is processed by HENRY, you have the following rights:

  • The right to be informed – which is the purpose of this privacy notice
  • The right to access – to see what data we hold on you
  • The right to rectification – for corrections to be made if data on you we hold is inaccurate
  • The right to erasure – in some circumstances, of data we hold on you
  • The right to restrict processing of information we hold on you
  • The right to data portability, if applicable
  • The right to object:
    • to direct marketing – by clicking the Unsubscribe option or by contacting us directly
    • to processing of your data on the basis of our legitimate interests
    • to processing of your data on the basis of your consent

To exercise your data rights, please contact us by emailing data-support@henry.org.uk or calling 01865 302 973.

Updates or changes to this Privacy Policy

This Privacy Policy was last updated in June 2024

We reserve the right to make changes to this Privacy Policy. Each time you visit this site you should check this Privacy Policy to check that no changes have been made to any sections that are important to you. Where appropriate, we will let you know about any changes by email, via our newsletter.

Complaints

If you have any questions or concerns about this privacy policy and our privacy practices or if you wish to file a complaint, please contact us by emailing info@henry.org.uk or calling 01865 302 973.

You have the right to lodge a complaint with the Information Commissioner's Office (ICO) if you believe your data has been processed in a way that does not comply with the relevant data regulations. You can do so by calling the ICO helpline on 0303 123 1113 or via their website.