Privacy Policy & Statement

This policy applies to visitors to the Start the Conversation website as well as to all individuals who engage with Start the Conversation as participants, (freelance) trainers, supporters, and other stakeholders.

Who We Are

Start the Conversation Ltd is a limited company (number 16914959). We are committed to protecting your personal data and ensuring your rights to privacy are protected.

We are the ‘data controller’ for your personal data and comply with the UK Data Protection Framework, which includes the:

UK General Data Protection Regulation (UK GDPR),
Data Protection Act 2018,
Privacy and Electronic Communications Regulation (PECR),
Data Use and Access Act 2025.

This policy explains how we collect, use, store, and share your personal data. If you have any questions please contact us, using the details at the end of this notice.

What information do we collect?

Most information is provided directly by you, but we may occasionally be given information from other organisations or people. This may include:

Identity and contact details (name, email, telephone number)
Communication preferences
Event participation information
Health, safety or safeguarding information, where relevant (this is only collected where necessary and lawful)
Technical information, including I.P. addresses to monitor website security and usage.

Privacy information for freelance trainers

We process your data for contractual and legal reasons and the data will be:

Identity and contact details (name, email, telephone number)
Health, safety or safeguarding information, where relevant (this is only collected where necessary and lawful)
Bank details to enable payment
Records relevant to your time delivering training

Cookies and website analytics

Our website does not use advertising or tracking cookies.

We may use a small number of cookies that are strictly necessary for the website to function properly, such as maintaining security and ensuring basic site operation.

We do not use cookies or similar technologies to identify individual website visitors, track behaviour across websites, or deliver marketing or advertising.

Basic technical information (such as IP addresses) may be processed by our website and hosting systems for purposes including website security, troubleshooting and performance monitoring.

If our use of cookies or analytics changes, this privacy notice will be updated and, where required, appropriate consent mechanisms will be put in place.

How do we use your personal data?

Your data is used to:

Communicate with you about our important work
Manage events and supporter engagement
Meet legal and regulatory obligations
Safeguard participants and trainers at events
Handle complaints, incidents or concerns

Why are we allowed to use your data?

We only process personal data where the law allows us to. At Start the Conversation I use the following lawful bases for your data to:

manage participant and supporter communications, including website enquiries – legitimate interest (you can opt out any time)
manage the day to day running of our training – legitimate interest and, where applicable, contract
manage trainer payments - legal obligation
take and use photos for publicity – consent (you can withdraw consent at anytime)
safeguard people or to manage emergency situations - vital interest
manage a specifically commissioned training programme - contract

Where we process special category data (such as health or accessibility information), we do so only where lawful, necessary, and appropriate, relying on conditions such as substantial public interest, safeguarding, or explicit consent, in accordance with Article 9 UK GDPR.

Fundraising and marketing communications (PECR)

We may contact you by email or text message to tell you about our work. Under PECR, we will only keep and process your details where:

You have expressed an interest in, or supported, our work
Our messages solely further the work; and
You are given a clear opportunity to opt out at the point of data collection and in every message.

You can opt out of marketing communications at any time by using the unsubscribe link in our emails or contacting us directly (see last page). We will never send marketing communications if you have opted out and we do not sell or trade your data.

Storing, sharing your data with third parties

Your data is stored securely in our electronic systems. We may share your data with relevant third parties such as:

Your bank (if you are a freelance trainer)
Events and communications platforms, such as Eventbrite, Mailerlite, Humantrix. Appropriate safeguards in place for these platforms to process data outside of the UK.

When you book or register for an event via a third‑party platform, your data will also be processed in accordance with that provider’s own privacy notice.

How long do we keep your data for?

We will not keep your data for longer than is necessary.

Mailing list contacts: until opt out requested
Participant accessibility information: 1 year
Events and incident records: 6 years
Complaints: 6 years
Financial information: 6 years
Student records: 6 years

Data is securely deleted once the retention period expires.

You have the right to:

Be informed about how your data is used
Access to your personal data
Request correction or deletion (where appropriate)
Restrict or object to certain processing
Withdraw consent (where used)
Request data portability
Complain about how we have processed your data, to us or to the Information Commissioner’s Office, see below:

Data protection and accountability

We take data protection seriously and ensure appropriate technical and organisational measures are in place. Any third‑party processors act under contract and only on our instructions. Personal data breaches are handled in line with legal requirements.

Contact Me

Email: rose@starttheconversation.uk

Phone: 07387 203002

Registered office: Lower House, 25a Middle Road, Harrow On The Hill, Middlesex, United Kingdom, HA2 0HW

Contact The Information Commissioner’s Office (ICO)

You have the right to complain to the independent regulator.

You can contact them via their website or their helpline 0303 123 1113.