Privacy Policy

​

Welcome to Windmill Torbay  ("we", "our", or "us"). This Privacy Policy explains how we collect, use, and protect your personal information when you use our website, contact us, or complete registration forms through Microsoft Forms for our adult counselling services and youth club activities.

By using this website, you agree to the terms outlined in this Privacy Policy.

​

1. Information We Collect

We collect information in the following ways:

​

a. Contact Form

When you submit an enquiry or contact us through the form on our website, we may collect the following personal data:

• Your full name

• Email address

• Phone number (optional)

• Your message or query

​

b. Registration Forms (Microsoft Forms)

We use Microsoft Forms to collect registration details for:

• Adult Counselling Services

• Youth Club Activities

​

Information collected may include:

• Full name

• Contact details

• Date of birth

• Emergency contact information

• Health/disability/access needs

• Other relevant support or background information (for counselling or youth activities)

This information may include special category data (e.g., health conditions or emergency contact info), which is handled with extra care in compliance with UK GDPR.

​

2. Lawful Basis for Processing (UK GDPR)

We process your personal data under the following lawful bases:

• Consent – When you provide data through our contact or registration forms

• Legitimate interest – To respond to your enquiries or provide the services you have requested

• Legal obligation – For safeguarding or regulatory compliance

• Explicit consent – For processing special category (sensitive) data (e.g., health or support needs)

• ​

3. How We Use Your Information

We use your information to:

• Respond to enquiries and messages

• Register individuals for counselling services and youth club activities

• Provide the relevant support services (e.g., matching clients with appropriate counsellors or youth leaders)

• Monitor and improve the quality of our services

• Comply with legal, safeguarding, or regulatory requirements

We do not sell or share your data with any third parties for marketing purposes.

​

4. Who Has Access to Your Data

Your data is accessed only by authorized individuals who are involved in delivering the services. This includes:

• Staff managing adult counselling services

• Youth club coordinators or leaders

• Safeguarding officers, where necessary

Data collected via Microsoft Forms is securely stored on Microsoft’s servers, which comply with GDPR and other privacy laws. We ensure that only authorized staff can access this data.

We do not share your personal data with any external parties unless required by law or with your explicit consent.

 

5. How Long We Keep Your Data

We retain your data only for as long as necessary to:

• Provide the services you have requested

• Comply with legal, contractual, or safeguarding obligations

• Maintain records in accordance with our internal policies

After this period, your data will be securely deleted or anonymised.

 

6. Data Security

We take the protection of your personal data seriously. The data you submit through:

• Wix forms (for contact form submissions)

• Microsoft Forms (for registrations)

is stored securely, with encryption and restricted access. We have implemented necessary security measures to prevent unauthorized access, misuse, or disclosure of your data.

 

7. Your Rights Under UK GDPR

Under UK data protection laws, you have the following rights:

• Access – Request a copy of the personal data we hold about you

• Rectification – Correct any inaccuracies in your personal data

• Deletion – Request the deletion of your personal data ("Right to be Forgotten")

• Restriction – Request restrictions on the processing of your data

• Object – Object to certain types of data processing

• Withdraw consent – Withdraw your consent to the processing of your data (if processing is based on consent)

• Data portability – Request a transfer of your data to another service provider, where applicable

To exercise any of these rights, please contact us at:

📧 manager@windmilltorbay.org.uk

 

8. Children’s Data

For youth club registrations, we collect data with the consent of a parent or guardian where required. We adhere to safeguarding guidelines and ensure confidentiality in handling youth-related data.

 

9. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page, and the effective date will be updated.

 

10. Contact Us

If you have any questions or concerns about this Privacy Policy or how we handle your personal data, please contact us at:

📧 manager@windmilltorbay.org.uk
🌐 01803 314876