Privacy notice

Last Updated: June 2026

Shining Roots CIC ("Shining Roots", "we", "our", or "us") is a Community Interest Company committed to supporting individuals, families, and communities through our services, activities, projects, and events.

Organisation: Shining Roots CIC
Company Number: 17115667
Website: www.shiningroots.co.uk
Email: hello@shiningroots.co.uk

We are committed to protecting your privacy and handling your personal information responsibly and in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable data protection laws.

We may collect and process the following personal information:

• Name
• Email address
• Telephone number
• Postal address or postcode
• Information submitted through contact forms
• Event or programme registration information
• Volunteer application information
• Feedback and survey responses
• Safeguarding information where necessary
• Website usage information through cookies and analytics

We only collect information that is necessary for our legitimate activities and services.

We may use your information to:

• Respond to enquiries and requests
• Deliver our services, activities, and programmes
• Register participants for events and projects
• Recruit and manage volunteers
• Monitor outcomes and measure community impact
• Meet safeguarding responsibilities
• Comply with legal and regulatory obligations
• Improve our website and services
• Communicate important updates relating to our work

We will only use your information where we have a lawful basis for doing so.

We process personal information under one or more of the following lawful bases:

• Legitimate Interests
• Consent
• Legal Obligation
• Contract (where applicable)
• Vital Interests (where necessary to protect someone's safety)

Where we rely on consent, you may withdraw your consent at any time.

We recognise that children and young people require additional privacy protection.

Where we collect information relating to children:

• We only collect information that is necessary
• We prioritise the best interests of the child
• We obtain parental or guardian consent where required
• We apply additional safeguards to protect children's information
• We do not use children's data for marketing purposes

In some circumstances, we may process sensitive personal information, including:

• Health information
• Ethnicity information
• Religious beliefs
• Safeguarding information

We only process this information where there is a lawful basis and an additional condition under UK GDPR allowing us to do so.

We may share information where necessary with:

• Local authorities
• Safeguarding agencies
• Emergency services
• Professional advisers
• Funding bodies where anonymised or aggregated reporting is required
• Trusted service providers who help us operate our organisation

We do not sell personal information to third parties.

Any organisation processing information on our behalf must comply with data protection legislation and maintain appropriate security measures.

We take appropriate technical and organisational measures to protect personal information from unauthorised access, loss, misuse, alteration, or disclosure.

These measures include:

• Secure systems and storage
• Password protection
• Restricted access controls
• Encryption where appropriate
• Secure handling of paper records
• Staff and volunteer confidentiality requirements

We retain personal information only for as long as necessary to fulfil the purposes for which it was collected, meet legal requirements, or comply with safeguarding obligations.

When information is no longer required, it is securely deleted or destroyed.

Our website may use cookies and similar technologies to improve user experience and understand how visitors use our website.

Cookies may be used to:

• Ensure website functionality
• Analyse website traffic and usage
• Improve website performance

You can manage cookie preferences through your browser settings.

Under UK GDPR, you have the right to:

• Request access to your personal information
• Request correction of inaccurate information
• Request deletion of your information in certain circumstances
• Restrict or object to processing
• Withdraw consent where consent is relied upon
• Request transfer of your information where applicable
• Lodge a complaint with the Information Commissioner's Office (ICO)

If you have any questions about this Privacy Notice or how we handle personal information, please contact:

Shining Roots CIC
Email: hello@shiningroots.co.uk

If you are unhappy with how we have handled your information, please contact us first so we can try to resolve your concerns.

You also have the right to complain to the Information Commissioner's Office (ICO):

www.ico.org.uk