Privacy Policy
Your privacy is important to us. This page combines our Data Protection Policy and website privacy details so you can clearly understand how your information is handled.
Policy created: February 2016. Last reviewed: January 2026. Website version updated: March 2026.
Our Commitment to Data Protection
Jen's Special Place actively follows the guidance set out under the Data Protection Act 1998 and applies current UK GDPR and Data Protection Act 2018 requirements in how we manage personal information.
With this in mind, we will:
- only collect information that we need for a specific purpose;
- keep it secure;
- ensure it is relevant and up to date;
- only hold as much as we need, and only for as long as we need it; and
- allow the subject of the information to see it on request and within 40 days of this request.
Confidentiality and Information Sharing
All personal data is kept securely in locked files and/or secure password-protected systems. In normal circumstances, we do not share personal information outside Jen's Special Place.
Information may be disclosed without consent only where necessary, including:
- disclosures of serious and immediate risk to yourself and/or others;
- disclosures of direct or indirect terrorist involvement; and
- legal requests for information.
Families will be informed when sharing information in these circumstances where it is safe and lawful to do so.
Where we believe another service or charity may be helpful, we may signpost or refer service users and share relevant information only with the service user's consent.
Information We Collect
Depending on how you interact with us, we may collect:
- contact details (for example name, email address, phone number);
- messages and enquiry details submitted through our contact form;
- referral form information, including child/young person, parent/carer, bereavement, and referrer details;
- admin account information used to access the CMS area;
- resource and fundraiser submission content entered by authorised admin users; and
- technical information required to operate and secure our website and services.
How We Use Your Information
We use personal information to:
- respond to enquiries and provide support services;
- receive and process referrals;
- communicate with families, referrers, and supporters;
- administer and secure our admin content management services; and
- meet legal, safeguarding, and regulatory obligations.
Donations and Payments
Donations made through the website are processed by PayPal on PayPal-hosted pages. We do not collect or store your full card or bank payment details on this website.
Cookies and Similar Technologies
We currently only use cookies (and similar browser storage) that are strictly necessary for core website functions, such as secure admin login/session handling.
We do not currently use optional analytics or advertising cookies on the public website.
If we introduce non-essential cookies in future (for example analytics, advertising, or personalisation), we will update this policy and implement a cookie consent mechanism before those cookies are set.
Our Service Providers
We use carefully selected providers to operate our services, such as website hosting, secure database/authentication services, form email delivery, and donation processing. These providers process data on our instructions or under their own privacy terms where they act as independent controllers.
Data Security
We take appropriate technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration, or disclosure.
We ensure staff and volunteers with access to personal information are trained and understand their confidentiality and data protection responsibilities. These arrangements are reviewed annually.
How Long We Keep Information
We keep personal information only for as long as necessary for the purpose it was collected, including safeguarding, legal, accounting, and operational requirements, and then securely delete or anonymise it.
Your Rights
You can request to access, correct, or delete your personal information, and to object to or restrict certain processing where applicable.
As set out in our original policy, we will provide access to your information on request within 40 days. Where UK GDPR applies, we normally respond within one calendar month.
Children and Referral Information
Because we support bereaved children and young people, some information may be sensitive. We handle this information with particular care and confidentiality, and only use it to provide support, safeguarding, and related service delivery.
Contact Us
If you have questions about this privacy policy or want to exercise your data rights, please contact us at enquiries@jensspecialplace.co.uk.
If you remain unhappy with how your information has been handled, you can contact the UK Information Commissioner's Office (ICO).