Privacy Policy | Friendly Faces Hull

Friendly Faces Privacy Policy

Effective Date: 8th April 2026

Friendly Faces (“we”, “our”, or “us”) is committed to protecting and respecting your privacy in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This Privacy Policy explains how we collect, use, store, and protect your personal data when you engage with our group and activities.

1. Who We Are

Friendly Faces is a social group for adults with additional needs, providing weekly sessions, activities, and events in a safe, inclusive, and supportive environment.

For the purposes of data protection law, Friendly Faces is the Data Controller of your personal data.

2. Personal Data We Collect

We may collect and process the following personal data:

Identity Data: Full name
Contact Data: Phone number, email address, address (if required)
Emergency Contact Information: Name and contact details of next of kin or carers
Health & Support Data (Special Category Data): Relevant medical conditions, disabilities, allergies, or support needs necessary to ensure your safety and wellbeing
Attendance Data: Records of participation in sessions and activities
Images & Media: Photographs and videos taken during sessions (with consent)

3. Legal Basis for Processing (UK GDPR)

We process your personal data under the following lawful bases:

Consent (Article 6(1)(a)) – for general participation and media use
Vital Interests (Article 6(1)(d)) – to protect individuals in emergencies
Legal Obligation (Article 6(1)(c)) – where safeguarding or legal reporting is required
Legitimate Interests (Article 6(1)(f)) – for organising and running the group effectively

For special category data (such as health information), we rely on:

Explicit Consent (Article 9(2)(a))
Safeguarding of individuals at risk (Article 9(2)(g)) where applicable

4. How We Use Your Data

We use your personal data to:

Ensure the safety, wellbeing, and safeguarding of members
Provide appropriate care and support during sessions
Organise and manage activities and events
Communicate important updates
Respond effectively in case of emergencies
Meet safeguarding and legal responsibilities

5. Safeguarding and Duty of Care

Friendly Faces has a duty of care to protect all members, particularly adults with additional needs.

Personal data, including health and support information, may be used where necessary to:

Prevent harm or risk
Support safeguarding investigations
Share information with appropriate authorities where there is a concern

6. Photo and Media Consent (Safeguarding Focus)

We recognise that photos and videos can present both opportunities and risks.

We will always obtain, informed consent before taking or using photographs or videos
Consent will be recorded and can be withdrawn at any time
Images will only be used for agreed purposes (e.g. promoting the group, internal displays)
We will never publish identifying details alongside images without additional consent
We take extra care to protect vulnerable individuals from misuse of images

Where safeguarding concerns arise, images or recordings may be:

Withheld from publication
Shared with relevant authorities if required for safeguarding purposes

7. Sharing Your Data

We do not sell or share your data for marketing purposes.

We may share personal data only when necessary:

With emergency services in urgent situations
With local authorities or safeguarding bodies where required
With authorised volunteers or staff on a strict need-to-know basis

All sharing is carried out in line with UK GDPR principles.

8. Data Storage and Security

We implement appropriate technical and organisational measures to protect your data:

Secure storage of paper records (locked cabinets)
Password-protected digital systems
Restricted access to authorised individuals only

9. Data Retention

We will only retain personal data for as long as necessary to:

Provide our services
Meet safeguarding responsibilities
Comply with legal requirements

Data will then be securely deleted or destroyed.

10. Your Rights Under UK GDPR

You have the following rights:

Right of access – to request a copy of your data
Right to rectification – to correct inaccurate data
Right to erasure – to request deletion (where applicable)
Right to restrict processing
Right to data portability
Right to object to processing
Right to withdraw consent at any time

To exercise your rights, please contact us.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you are unhappy with how your data is handled.

11. Contact Details

If you have any questions about this Privacy Policy or your data, please contact:

Friendly Faces
Steve Merrylees
07710562667

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect legal or operational changes. Updated versions will be shared with members.

Easy Read Privacy Summary (Simple Version)

Who we are
Friendly Faces is a group where people meet, socialise, and have fun in a safe place.

What information we keep
We may keep:

Your name and contact details
Emergency contact details
Important health or support needs (to keep you safe)
Attendance at sessions
Photos or videos (only if you say yes)

Why we keep it
We use your information to:

Keep you safe
Support you properly
Run activities
Contact you if needed

Photos and videos

We will always ask your permission first
You can say no
You can change your mind at any time
We will not share your photo without your agreement

Keeping you safe (Safeguarding)

Your information helps us protect you
If we are worried about your safety, we may share information with people who can help (like support services)

Who we share information with
We only share information when necessary:

Emergency services
Support or safeguarding organisations
Trusted staff or volunteers

Your rights
You can:

Ask to see your information
Ask us to change it
Ask us to delete it (sometimes)
Change your mind about consent