Last updated: 29 June 2026 

At Here 2 Belong, we want people to feel safe when they contact us, support us, volunteer with us or use our referral forms. 

We only ask for personal information when we need it for our work, and we try to keep this to the minimum needed. This policy explains what information we may collect, why we use it, when we may share it, and how you can contact us about your data. 

Here 2 Belong is responsible for the personal information we collect and use. 

Organisation: Here 2 Belong – DPO Rotem Wilson   
Contact email: admin@here2belong.org 

1 . When We May Collect Information

We may collect personal information when you: 

• contact us by email, phone, website form or social media; 

• make a referral or submit a kit request; 

• donate or fundraise for us; 

• sign up for updates; 

• volunteer with us; 

• apply for a role; 

• attend an event or meeting; 

• work with us as a partner, supplier or professional referrer. 

We may also collect limited technical information if you use our website, such as basic website usage data or cookie information. 

2 . What Information We May Collect

The information we collect depends on how you interact with us and Here 2 Belong collects personal data only for specific, explicit, and legitimate purposes. 

This may include: 

• your name; 

• your contact details; 

• your role and organisation, if you contact us professionally; 

• donation or fundraising details; 

• Gift Aid information, where relevant; 

• messages or enquiries you send us; 

• volunteer or trustee information; 

• delivery or collection details; 

• website usage information. 

For kit requests, we aim to collect only the information needed to provide suitable support. This may include limited information such as a young person’s name or initials, age or age range, local authority area, practical needs, access needs or other details relevant to the kit. 

We do not want professionals to send us unnecessary case histories, full care records, medical records or private personal details unless there is a clear safeguarding, delivery or legal reason. 

3 . How We Use Information

We may use personal information to: 

• reply to enquiries; 

• manage kit requests; 

• prepare and provide first-home kits; 

• communicate with professional referrers; 

• arrange delivery or collection; 

• process donations; 

• manage fundraising and Gift Aid; 

• keep supporters updated, where appropriate; 

• manage volunteers, trustees, staff or applicants; 

• keep records for charity, accounting, safeguarding or legal reasons; 

• improve our work; 

• report on our impact using anonymous or statistical information where possible. 

We will only use personal information when we have a lawful reason to do so. This may include consent, legitimate interest, legal obligation, contract, safeguarding reasons or protection of someone’s vital interests. 

4 . Professional Referrals and Kit Requests

Here 2 Belong works mainly through professional referral routes. This means kit requests are usually made by people such as social workers, leaving-care teams, supported accommodation providers or other professionals supporting young people leaving care. 

We ask referrers to share only what we need to provide the right support. 

We may use referral information to understand: 

• how many kits have been requested; 

• which areas we are supporting; 

• what kinds of items are most needed; 

• how our work is making a difference. 

Where possible, this information will be used without identifying individual young people. 

5 . Donations, Supporters and Fundraising

If you donate, fundraise or support our work, we may use your information to: 

• process your donation; 

• thank you; 

• keep donation records; 

• manage Gift Aid, where applicable; 

• respond to your messages; 

• send updates about our work, where we are allowed to do so. 

You can ask us to stop sending updates or fundraising messages at any time. 

6 . When We May Share Information

We do not sell personal information. 

We may share information only when there is a proper reason, such as with: 

• professional referrers involved in a kit request; 

• delivery or storage partners; 

• donation, fundraising, website, email, form or CRM providers; 

• accountants, insurers, legal advisers or other professional advisers; 

• trustees, staff or volunteers who need the information for their role; 

• funders, usually using anonymous or statistical information; 

• safeguarding services, local authorities, police, emergency services or regulators where required. 

We will only share the information needed for the specific purpose. 

7 . Safeguarding

We take safeguarding extremely seriously so If we are worried that a child, young person or adult at risk may be unsafe, we may need to share relevant information with the appropriate professionals or authorities. 

This could include a social worker, local authority safeguarding team, children’s social care, adult safeguarding services, police or emergency services. 

We will not keep information confidential if doing so could place someone at risk of harm. 

8 . Photos, Stories and Quotes

We will only use identifiable photos, stories, quotes or case studies where suitable consent has been given. 

Because our work involves care leavers, we will take extra care not to share details that could identify someone, expose private information or affect their dignity or safety. 

Where possible, we will use anonymous stories and general examples rather than personal details. 

9 . Our Website and Cookies

Our website may use cookies or similar tools to help the site work properly and to understand how people use it. 

Cookies are small files stored on your device when you visit a website. 

Where required, you will be given information about cookies and choices about non-essential cookies. 

Our website may link to other websites, donation platforms or social media pages. Those organisations are responsible for their own privacy practices, so you should read their privacy information too. 

10 . How We Keep Information Safe

We take reasonable steps to protect personal information. 

This may include: 

• using password-protected systems; 

• limiting access to people who need the information; 

• storing records securely; 

• using anonymous information where possible; 

• keeping safeguarding information restricted; 

• deleting or securely disposing of information when it is no longer needed. 

Anyone acting on behalf of Here 2 Belong is expected to handle personal information carefully and confidentially. 

11. How Long We Keep Information

We keep personal information only for as long as we need it. Any data no longer needed will be deleted or anonymised.  

Some information may need to be kept for charity records, accounting, safeguarding, insurance, legal or governance reasons. When information is no longer needed, we will delete it, anonymise it or dispose of it securely. 

12. Your Rights

You have rights over your personal information. 

Depending on the situation, you may be able to: 

• ask what information we hold about you; 

• ask for a copy of your information; 

• ask us to correct information that is wrong; 

• ask us to delete information in certain circumstances; 

• ask us to limit or stop using your information in certain circumstances; 

• withdraw consent where we rely on consent. 

Some rights do not apply in every situation. We may also need to keep certain information where the law requires it or where there is a safeguarding reason. 

To contact us about your information, please email: 

admin@here2belong.org 

We may need to confirm your identity before responding. 

13. If Something Goes Wrong

If personal information is lost, sent to the wrong person, accessed without permission or shared by mistake, we will take it seriously. 

Within 72 hours of discovery the organisation will record all data breaches regardless of their effect. 

We will look at what happened, act to reduce any risk, keep a record, tell people affected where needed, and report to the Information Commissioner’s Office if required. 

14. Concerns or Complaints

If you are worried about how we have handled your personal information, please contact us first so we can try to resolve it. 
Email: admin@here2belong.org 

You also have the right to complain to the Information Commissioner’s Office, the UK’s data protection regulator. However, we would appreciate the opportunity to respond to your concerns first, so we can try to resolve the matter directly. 

15. Updates to This Policy

We may update this policy as our work develops or if the law changes. 

The latest version will be available on our website.