Privacy Statement

Ulex Project Privacy Statement.  

At the Ulex Project we respect your privacy and understand how important it is that your personal information remains secure.

We will not reveal information about you without your permission and will never disclose your attendance on a course or training unless we are required to do so for legal reasons or by the emergency services.

We hope that this statement answers any questions you may have regarding our care of your information but if you have any further questions please contact:

1. Personal data that we process

The following table explains the types of data we collect and the legal basis, under current data protection legislation, on which this data is processed.

Screen Shot 2020-07-29 at 11.32.52

2. How we use your data

We will only use your data in a manner that is appropriate considering the basis on which that data was collected, as set out in the table at the top of this policy. For example, we may use your personal information to:

• reply to enquiries you send to us; 
• facilitate communication, knowledge sharing and collaboration between members of the Network via the Mobilize community platform; 
• organise trainings, activities and services such as events and associated materials; 
• where you have specifically agreed to this, send you communications by email relating to our work which we think may be of interest to you; 
handle payments, donations or other transactions that you initiate.

3. When we share your data

We will only pass your data to third parties in the following circumstances:

• you have provided your explicit consent for us to pass data to a named third party;
• it is in the legitimate interests of the Network and its members to share your data with a third party for the purpose of fulfilling your intention to remain a member of the Network and our intention to carry out the aims of the Network effectively for the benefit of its members, and these interests are not overridden by your interests, or your fundamental rights or freedoms; or
• we are required by law to share your data.

The Ulex Project uses Mobilize, an online community platform, to facilitate communication, knowledge sharing and collaboration between its members. Members provide their consent to sharing data with Mobilize when they register with the platform. Mobilize has a privacy policy which is compliant with the GDPR.

4. Who at the Ulex Project has access to my data?

Course booking information: 

The information we store on our booking system is accessed by our Events Coordinator and the Programme Director, as required as part of their duties. The information you provide regarding your aspirations, previous experience and aims, along with any other related training needs is accessed by the facilitators who are running the course and the Programme Director.

Other members of staff may retrieve information from the booking system as part of their duties, for example to access numbers of bookings, for future programme planning, or in the event of an emergency when next-of-kin contact details may be needed. In addition, our IT Consultants have access to our systems in order to provide us with the support we need.

We ensure that any third party we employ has a robust privacy policy and that appropriate compliance contracts are in place. All of our staff – residential, non-residential and our IT Consultants – are aware of the importance of confidentiality and your right to privacy, and receive appropriate training on this issue.

Donation information:

Donation information is accessed by our Events booking team as required as part of their duties, and for the purposes of issuing thank you communications.

5. Data Security 

We use technical and organisational measures in order to protect our website and other systems against loss, destruction, access, modification, or distribution of your data by unauthorised persons. However, despite regular checking, we cannot guarantee complete protection against all risks.

6. How do you use my information to keep me up-to-date with Ulex Project news and activities?

From May 2018, in line with our commitment to best practice around data protection, we will only contact you about our news, activities and fundraising appeals if you have specifically said you agree to us doing this, and we will only contact you in the way(s) you have agreed to.

Our communications consist of a quarterly e-newsletter and occasional emails from Ulex Project on other news and activities which we send by email.

7. What if I want to change my communications preferences at a later date?

Every email message or e-newsletter we send includes a link to opt out of receiving future emails. You can also let us know of any changes to your communications preferences by emailing

You can contact us at any time to notify us of changes such as a new address or email address. If you opt out of receiving our communications at any point, we will record this request on our database. This will ensure that you do not receive any further communications from us, unless in relation to any course bookings or donations.

8. Do you ever share my information with third parties? 

We will not at any time sell or exchange your information. We may use other companies to provide services on our behalf. These are trusted partner organisations that work with us in connection with our charitable purposes. We only provide these partners with the information they need to deliver the required service. We ensure that any third party we employ has a robust privacy policy and that appropriate compliance contracts are in place. The third parties that we currently use are:

• MailChimp – to distribute our e-newsletters. MailChimp’s Privacy Policy.
• Mobilize – to act as the network for past participants Mobilize Privacy Policy 

We do not share your information for any other purposes.

9. How is my credit/debit card information processed? 

Online transactions

If you use your credit or debit card to donate to us, or pay for a course registration online those payments are currently processed by a secure third party website:  

We do not receive full credit or debit card details, following the completion of your transaction. Please review the Privacy Policy of Paypal should you wish to know how they manage your personal information. 

Transactions made over the phone or via a donation form following your course

If you use your credit or debit card to pay for a course or make a donation to us via a donation form, we will ensure that this is done securely and in accordance with the Payment Card Industry Data Security Standard. Only staff authorised to process payments are able to see your card details.

After your transaction has gone through, your payment details are detached from the form and securely disposed of. This information is stored with our accounts in locked locations.

Standing Order forms

If you send us a Standing Order form by post, your form is stored by our Finance Department in a secure location for as long as your payments are active, after which point your form is securely disposed of.

10. How secure is the information I give you? 

The Ulex Project takes the care of your data seriously and undertakes to protect your personal information by putting in place appropriate physical, electronic, and managerial procedures to safeguard and secure the data we collect.

In today’s cyber environment it is unfortunately not possible to completely guarantee against loss, misuse or alteration of data, for example in the event of a successful cyber-attack. However, should this scenario arise, we have a robust data breach notification procedure in place and will contact you as soon as possible giving full details of any data that has been compromised.

11. How long will you keep my information? 

Course booking information

The information you disclose in relation to your booking is held on our database to assist with your current booking and any future bookings. Building up historic information on the course you have attended helps us fulfil our duty of care to you and ensure your training needs are met.

Online bookings are downloaded to our database and are stored within the backend of our website for up to two months.

Donation information

Your donation information is held on our database for financial auditing purposes and so that we can keep a record of your support for us. Online donations are downloaded to our database and are stored within the backend of our website for up to two months.

Mobilize Network

We will hold your data for as long as you are a member of the Mobilize Network, or until the Network as a whole dissolves. You can leave at any time by leaving the community on Mobilize or deleting your Mobilize account. When you leave the community your data will be deleted from Network records, but if you decide to keep your Mobilize account, your data will still be held by Mobilize which has a separate privacy policy.

12. The right to be forgotten 

You have the right to be ‘forgotten’, which means that if you request us to, we will remove all the data that we hold on you from our systems. Complete removal of information from our systems will result in the loss of all historical data. If you decide to come back to the Ulex Project at a later date, we will re-start the booking process and, if necessary, ask you to provide us with your previous experience again.

If you have made a booking or donation within the last 12 months we are required to retain your details for two years for administrative purposes.  Records of financial transactions will need to be held for seven years for accountancy and audit purposes.

13. Rights you have over your data

You have a range of rights over your data, which include the following:

• Where data processing is based on consent, you may revoke this consent at any time and we will make it as easy as possible for you to do this.
• You can leave the Mobilize Network at any time by leaving the community on Mobilize or deleting your Mobilize account. We will delete your data when you leave. 
• You have the right to ask for rectification and/or deletion of your information.
• You have the right of access to your information.
You have the right to lodge a complaint with the Information Commissioner if you feel your rights have been infringed. A full summary of your legal rights over your data can be found on the Information Commissioner’s website here: 

If you would like to access the rights listed above, or any other legal rights you have over your data under current legislation, please get in touch with us. Please note that relying on some of these rights, such as the right to deleting your data, will make it impossible for us to continue to deliver some services to you. However, where possible we will always try to allow the maximum access to your rights while continuing to deliver as many services to you as possible.

14. How can I see what information you hold on me? 

Under the Data Protection Act 1998 and the General Data Protection Regulation you can request a report detailing the information we hold about you. You are welcome to contact us using the following methods:

Email :

Website  :

We aim to issue an initial response to all enquiries within five working days, and will offer a full response to all information access requests within a month.  If we require additional time we will keep you informed.

The following information will be required before access is granted:

• Full name and contact details of the person making the request
• Their relationship with the organisation
• Copy of passport or national ID card

15. Cookies

This website uses cookies – small text files that are placed on your device to help the site provide a better user experience. In general, cookies are used to retain user preferences, store information for things like shopping carts, and provide anonymous tracking data to third party applications such as Google Analytics. As a rule, cookies will make your browsing experience better.

Cookies are used by many websites and can do a number of things, e.g. remembering your preferences and counting the number of people looking at a website. We do not use cookies to collect personal data, but if this changes we will list these purposes in section 1 above, along with other personal data that we collect. However, we may use some cookies that do not collect personal information but that do help us collect anonymous information about how people use our website. We use Google Analytics for this purpose. Google Analytics generates statistical and other information about website usage by means of cookies, which are stored on users’ computers. The information collected by Google Analytics about usage of our website is not personally identifiable. The data is collected anonymously, stored by Google and used by us to create reports about website usage. Google’s privacy policy is available at

Embedded content from other websites

Articles on this site may include embedded content (e.g. YouTube videos etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website. These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracing your interaction with the embedded content if you have an account and are logged in to that website.

Disabling Cookies

If you prefer to disable cookies on this site and on others, the most effective way to do this is to restrict the placement of cookies or completely disable them in your browser settings. You can also configure automatic deletion of cookies when you close the browser window. 

Here you find more information on how to delete cookies in the most commonly used browsers and how to change cookie settings:

Google Chrome: Website

Mozilla Firefox: Website

Apple Safari: Website

Microsoft Internet Explorer: Website

Microsoft Edge: Website

16. Information on Google Services 

We use different services of Google, Inc. (“Google”), 1600 Amphitheatre Parkway, Mountain View, CA 94043, US, on our website.

Please find more information about the individual specific services of Google that are used on this website further below. Since we include Google services, Google might collect and process information (including personal data). It cannot be excluded that Google also transfers this information to a server in a third country. As stated in Google’s Privacy Shield certification (at under the search term “Google”), Google has committed to observe the EU–US Privacy Shield Framework and the Swiss–US Privacy Shield Framework on the collection, use and storage of personal data from EU member states and Switzerland, respectively. Google, including Google, LLC and its wholly owned subsidiaries in the US, have declared with its certification that they will observe the Privacy Shield principles. You will find more information at:

We cannot influence what data Google actually collects and processes. However, Google states that it may process the following information (including personal data):

• Log data (in particular the IP address)
• Location-related data
• Unique application numbers
• Cookies and similar technologies

If you have logged in to your Google account, Google – depending on your account settings – can add the processed information to your account and treat them as personal data, see in particular:

Google states the following:

“We may link personal data from a service to information and personal data from other Google services. This simplifies sharing of content with friends and acquaintances, for example. According to your account settings, your activities on other websites and in apps may be linked to your personal data to improve Google services and advertisements shown by Google.”

You can avoid having these data added by logging out from your Google account or making the necessary settings in your Google account. You can also prevent the storing of cookies – if Google places them – by making the necessary settings in your browser. However, we note that you may not be able to fully use all functions of this website in this case.

For detailed information, please refer to Google’s privacy policy at

For information regarding Google’s privacy settings please refer to

17. Information on Youtube 

We use YouTube videos and YouTube plug-ins on our website. YouTube is a service of YouTube, LLC (“YouTube”), 901 Cherry Ave., San Bruno, CA 94066, US, and is provided by YouTube. YouTube, LLC is a subsidiary of Google, Inc. (“Google”), 1600 Amphitheatre Parkway, Mountain View, CA 94043, US.

We have integrated YouTube by embedding the service on our website using iframe tags. If an iframe tag is loaded, YouTube or Google may collect and process information (including personal data). We cannot exclude that YouTube or Google will transfer the information to a server in a third country.

Refer to section 13 of this data privacy statement (“Information about Google Services”) for more information regarding Google’s Privacy Shield certification and other relevant data about data processing by Google as part of your use of Google services.

We do not collect any data when you view a YouTube video on our website. We have integrated YouTube to present you several videos that you can view directly on our website. The legitimate interest required for this lies in the great benefit that YouTube offers. By including external videos we decrease the load on our servers and can use those resources for other purposes. Among other things, this can increase the stability of our servers. YouTube or Google also has a legitimate interest in the (personal) data collected in order to improve their own services.

The provision of personal data is not mandatory, neither legally nor contractually, and is also not required to conclude contracts. You are also not obliged to provide personal data. However, if you do not provide your personal data you may not be able to use our website, or at least not in its entirety, as a result.

For more information, refer to YouTube’s or Google’s privacy policies at

To learn more about Google’s privacy settings, visit

18. Modifications

We may modify this Privacy Policy from time to time and will publish the most current version on our website. If a modification meaningfully reduces your rights, we’ll notify people whose personal data we hold and is affected

19. Who can I contact for more information? 

Our processing of data is overseen by the Communications Management team at the Ulex Project. The person to contact regarding day-to-day data protection issues is