Sunderland All Together Consortium

Applies to our website, email, social media and other communications

Last updated: 9 August 2026

Sunderland All Together Consortium ("SATC", "we", "us" or "our") respects your privacy and is committed to protecting your personal information.

This Privacy Notice explains how we collect, use, store and protect personal information when you interact with us.

This includes when you use our website, contact us by email or telephone, communicate with us through social media, attend one of our activities or events, provide feedback, or otherwise interact with our organisation.

We aim to collect only the information we need, use it responsibly and keep it secure.

1. Who we are

For the purposes of UK data protection law, Sunderland All Together Consortium is generally the data controller for personal information that we collect and use.

Our contact details are:

Sunderland All Together Consortium
19 Chiswick Square
Sunderland
SR3 5PZ

Email: hello@sunderlandyouthwork.co.uk

If you have a question about this Privacy Notice or how we use your personal information, please contact us using the details above.

2. What this Privacy Notice covers

This Privacy Notice applies to personal information we receive through or in connection with:

• the Sunderland All Together Consortium website;
• our website enquiry form;
• email and other direct communications;
• telephone and written communications;
• our social media accounts;
• events, activities and projects;
• photographs, videos and other recordings;
• newsletters and other communications;
• feedback, enquiries and complaints; and
• our wider organisational activities.

Not every activity described in this Privacy Notice applies to every person who interacts with us. We only collect and use information where there is a genuine reason for doing so.

3. What is personal information?

Personal information is information that identifies, or could reasonably be used to identify, an individual.

This can include:

• your name;
• email address;
• telephone number;
• postal address;
• age or date of birth;
• information about the organisation you work for;
• information contained in an enquiry or message;
• photographs or videos in which you can be identified;
• social media usernames and information associated with your interactions with us; and
• information about your involvement with one of our activities or projects.

Some information is considered special category data and requires additional protection. This can include information about health, racial or ethnic origin, religious or philosophical beliefs, sexual orientation and certain other sensitive matters.

We will only collect or use this type of information where it is necessary and where an appropriate legal condition allows us to do so.

4. Information collected through our website

The Sunderland All Together Consortium website does not require you to create an account, register, log in or provide personal information simply to browse the website.

We do not operate an online membership system or user profile system through the website.

The main way we may receive personal information through the website is when you choose to use our enquiry form.

Depending on what you choose to provide, this may include:

• your name;
• email address;
• telephone number; and
• information contained within your enquiry.

When you submit an enquiry, the information you provide is sent to hello@sunderlandyouthwork.co.uk, our organisational email address.

We use this information to respond to your enquiry and, where appropriate, take action to deal with your request.

Please do not include unnecessary sensitive or confidential information in an enquiry form.

5. Email and other communications

We may receive personal information when you contact us by:

• email;
• telephone;
• post;
• our website enquiry form;
• social media; or
• another direct communication method.

The information you provide may include your name, contact details and any information contained within your communication.

We may use this information to:

• respond to your enquiry;
• provide information you have requested;
• communicate with you about our activities, projects, services or opportunities;
• deal with a concern or complaint;
• maintain appropriate organisational records;
• meet our safeguarding responsibilities; and
• comply with legal or regulatory requirements.

Our organisational email is provided through Google Workspace. Emails and other communications may remain within our organisational systems and associated backups for an appropriate period in accordance with our retention procedures.

Please avoid sending unnecessary sensitive or confidential information by ordinary email. Where appropriate, we may provide another method for securely providing information.

6. Social media

We use social media to communicate with young people, organisations, professionals, partners and members of the public and to promote our work, services, activities, opportunities and events.

Our social media presence may include platforms such as Facebook, Instagram, LinkedIn, TikTok and other platforms we may use from time to time.

If you interact with us through social media, we may receive information associated with your interaction, including:

• your username;
• information contained in your profile that you make available to us;
• comments;
• messages;
• reactions; and
• information you choose to provide to us.

We may use this information to:

• respond to questions or messages;
• provide information;
• manage our social media channels;
• respond to concerns;
• monitor engagement with our communications; and
• protect the safety and wellbeing of people using our services.

Social media platforms are operated by independent third parties. Those organisations may independently collect and process information about you when you use their platforms.

We do not control the personal information collected by these platforms. You should review the privacy information and privacy settings of the relevant platform.

Please do not post sensitive or confidential personal information in public comments.

If you send us a message containing sensitive information, we may ask you to continue the conversation through a more appropriate private communication channel.

7. Children and young people

Sunderland All Together Consortium exists to support and promote youth work and opportunities for children and young people across Sunderland.

We recognise that children and young people have particular privacy needs and we take appropriate care when handling their information.

You do not need to create an account or provide personal information simply to browse our website.

If you choose to contact us, we ask that you only provide information that is necessary for us to respond to your enquiry.

We will not routinely require a young person to obtain parental or guardian permission before contacting us.

Where appropriate, we may encourage a young person to involve a parent, carer or another trusted adult. Whether this is appropriate will depend on the circumstances.

We aim to explain how we use personal information in a clear and understandable way, taking into account the age and circumstances of the young person concerned.

We will take particular care to ensure that information relating to children and young people is handled fairly, securely and only for appropriate purposes.

8. Safeguarding and confidentiality

We respect the confidentiality of information people provide to us.

However, confidentiality is not absolute.

If information provided to us causes us to have a safeguarding concern, or we reasonably believe that someone may be at risk of serious harm, we may need to share relevant information with appropriate professionals or organisations.

We may also share information where:

• we are legally required to do so;
• it is necessary to protect someone's vital interests;
• it is necessary to prevent or detect crime; or
• another lawful basis for sharing applies.

Where it is safe and appropriate to do so, we will explain to the person concerned what information we need to share and why.

There may be circumstances where we cannot tell someone before sharing information, particularly where doing so could increase the risk of harm or prejudice an investigation.

9. How and why we use personal information

We may use personal information to:

• respond to enquiries and requests;
• provide information about youth work, activities and opportunities;
• communicate with organisations, professionals and members of the public;
• administer activities, projects and events;
• collect feedback;
• monitor and evaluate our work;
• communicate with partners, funders and commissioners where necessary;
• maintain appropriate organisational records;
• manage complaints and concerns;
• protect the safety and wellbeing of children, young people, staff, volunteers and others;
• prevent or detect fraud or crime;
• comply with legal and regulatory obligations; and
• operate and improve our services and communications.

We will not use personal information for purposes that are incompatible with the reason it was collected unless we have a lawful basis to do so.

10. Our lawful bases for processing information

UK data protection law requires us to have a lawful basis for processing personal information.

Depending on the circumstances, we may rely on:

Legitimate interests

We may process information where it is necessary for our legitimate organisational interests, provided that these interests are not overridden by the rights and interests of the individual.

This may include responding to enquiries, communicating with organisations and professionals, promoting our work and operating our organisation.

Legal obligation

We may process information where we are legally required to do so.

Vital interests

We may process information where this is necessary to protect someone's life or prevent serious harm.

Consent

We may rely on consent where we have specifically asked for it and consent is the appropriate lawful basis.

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

Public task

Where applicable, we may process information where this is necessary for a task carried out in the public interest.

The lawful basis we rely upon will depend on the particular processing activity.

11. Photographs, video and other recordings

We may take photographs, videos or other recordings as part of our activities, events, projects and communications.

Where an identifiable individual appears in a photograph or recording, this may constitute personal information.

We will only use photographs, videos or other recordings where we have an appropriate lawful basis to do so and, where required, appropriate consent or permission.

Where appropriate, we will explain how photographs or recordings will be used before they are taken.

We take additional care when photographing or recording children and young people and will follow our safeguarding and photography procedures.

Images or recordings may be used for purposes such as:

• promoting our activities;
• reporting on projects and events;
• social media;
• our website;
• publications;
• funding and project reporting; and
• other legitimate organisational communications.

If you have a concern about an image or recording of you being used by us, please contact us.

12. Who we share information with

We do not sell personal information.

We may share personal information where there is a lawful reason to do so.

Depending on the circumstances, this may include sharing information with:

• youth organisations and service providers;
• organisations delivering activities or projects on our behalf;
• project partners;
• funders and commissioners where necessary for monitoring, evaluation or contractual requirements;
• professional advisers;
• safeguarding professionals or statutory services;
• law enforcement or regulatory bodies where legally required; and
• organisations that provide technology and other services to us.

We use third-party service providers to help us operate our organisation and website. These include:

Google Workspace

We use Google Workspace for organisational email and associated services. Emails sent to addresses such as hello@sunderlandyouthwork.co.uk are processed through Google Workspace.

Google processes information on our behalf in accordance with the applicable Google Workspace terms and data protection arrangements.

Myriago

Our website is managed by www.myriago.com, which provides website management, hosting, maintenance and related technical services.

Google Analytics

We use Google Analytics to understand how visitors use our website and to help us improve our website and communications.

Google Analytics may process information such as website usage information, device and browser information, approximate geographical information and information about how visitors interact with our website.

Google Analytics is subject to our website's cookie consent arrangements.

Where another organisation processes personal information on our behalf, we will take appropriate steps to ensure that appropriate contractual, security and data protection arrangements are in place.

13. How we protect your information

We take appropriate technical and organisational measures to protect personal information against:

• unauthorised access;
• accidental loss;
• destruction;
• alteration;
• inappropriate disclosure; and
• other unlawful or unauthorised processing.

Access to personal information is restricted to people who need it for legitimate organisational purposes.

We use established technology providers and take reasonable steps to ensure that the organisations processing information on our behalf provide appropriate security measures.

However, no method of transmitting or storing information electronically can be guaranteed to be completely secure.

If we become aware of a personal data breach, we will assess the incident and take appropriate action in accordance with our legal and regulatory obligations.

14. How long we keep information

We only retain personal information for as long as it is reasonably necessary.

The length of time information is retained depends on:

• why we collected it;
• the nature of the service, project or activity;
• legal and regulatory requirements;
• funding or contractual requirements;
• safeguarding considerations;
• whether we need the information to establish, exercise or defend legal claims; and
• our organisational retention procedures.

When information is no longer required, we will securely delete it or anonymise it where appropriate.

15. Marketing and communications

We may use personal information to communicate information about our activities, projects, events, opportunities, services and other organisational news.

Where the law requires consent for electronic direct marketing, we will obtain appropriate consent before sending it.

Where we send marketing communications, we will provide an appropriate way for you to stop receiving them.

You can withdraw your consent or opt out of marketing communications at any time by using the unsubscribe option provided or by contacting us.

We will maintain appropriate records of marketing preferences and opt-outs.

We do not sell personal information to third parties for their own marketing purposes.

Electronic marketing is also subject to the Privacy and Electronic Communications Regulations (PECR).

16. Cookies and website analytics

Our website uses cookies and similar technologies.

Some cookies may be necessary for the website to function properly.

We also use Google Analytics to understand how visitors use our website and to help us improve our content and services.

Google Analytics cookies and similar technologies are not necessary for the website to function. Where consent is required, we will obtain appropriate consent before using them.

Our website's cookie consent mechanism allows visitors to make a choice about non-essential cookies.

You can also manage cookies through your browser settings.

We will keep our use of cookies and similar technologies under review and update this Privacy Notice where necessary.

17. Third-party websites and services

Our website and social media channels may contain links to websites, services or platforms operated by third parties.

These organisations have their own privacy policies and terms of service.

Once you leave our website or interact directly with a third-party platform, that organisation may process your personal information independently of us.

We are not responsible for the privacy practices of third-party websites or platforms.

We recommend reviewing the privacy information provided by any third-party service you use.

18. International transfers

Some of the organisations we use to provide technology, email, website, analytics, cloud storage, social media or other services may process information outside the United Kingdom.

Where personal information is transferred outside the UK, we will ensure that appropriate safeguards are in place where required by UK data protection law.

These safeguards may include an adequacy decision, appropriate contractual safeguards or another lawful mechanism for international transfers.

19. Your data protection rights

Depending on the circumstances, you have rights under UK data protection law, including the right to:

• ask for a copy of the personal information we hold about you;
• ask us to correct inaccurate or incomplete information;
• ask us to delete your information in certain circumstances;
• ask us to restrict how we use your information in certain circumstances;
• object to certain types of processing;
• request transfer of your information in certain circumstances;
• withdraw consent where we are relying on consent; and
• exercise rights relating to certain automated decision-making and profiling.

Some rights are subject to legal exceptions and may not apply in every situation.

To exercise your rights, contact:

hello@sunderlandyouthwork.co.uk

We may need to verify your identity before responding to a request.

We will normally respond to valid data protection requests within the timescale required by law.

20. Complaints

If you are unhappy with how we have handled your personal information, we encourage you to contact us first so that we can investigate your concern.

Please contact:

hello@sunderlandyouthwork.co.uk

You also have the right to complain to the Information Commissioner's Office (ICO), which regulates data protection in the UK.

You can find information about making a complaint on the ICO website.

21. Changes to this Privacy Notice

We may update this Privacy Notice from time to time to reflect:

• changes to our services or activities;
• changes to our website or technology;
• changes to how we process personal information; or
• changes to data protection law or regulatory guidance.

The date at the top of this Privacy Notice shows when it was last updated.

Where we make significant changes, we will take reasonable steps to bring those changes to people's attention.

22. Contact us

If you have any questions about this Privacy Notice or how Sunderland All Together Consortium handles personal information, please contact us:

Sunderland All Together Consortium
19 Chiswick Square
Sunderland
SR3 5PZ

Email: hello@sunderlandyouthwork.co.uk

Website: https://sunderlandyouthwork.co.uk