Privacy Policy

Last updated: 9 September 2026

Head Outside respects your privacy and is committed to handling personal information fairly, securely and transparently. This policy explains what we collect, why we use it, who we share it with and the choices you have.

This policy applies to information collected through headoutside.org and through enquiries, donations, event or screening requests, mailing list sign-ups and stories shared with us.

Who we are

Head Outside is a UK registered charity, charity number 1212781. Head Outside is the data controller for the personal information described in this policy.

For privacy questions or requests, email hello@headoutside.org.

Information we may collect

Depending on how you interact with us, we may collect:

• Your name, email address, telephone number and other contact details.
• Information you include in a contact form, email or enquiry.
• Your mailing list choices and records of your consent.
• Information connected with a donation, such as your name, contact details, donation amount and Gift Aid information where relevant. We do not receive or store your full payment card details.
• Information needed to organise a walk, screening, workshop, festival, award or partnership.
• Stories, comments, photographs or video that you choose to share with us.
• Technical information about your visit, including your IP address, browser, device, referring page, pages viewed, clicks and timestamps.

Some stories or enquiries may reveal information about mental or physical health. This is special category information. We only use it where it is necessary and lawful, usually with your explicit consent.

How we collect information

We collect information directly from you when you complete a form, join an email list, contact us, make a donation, attend an activity or choose to share a story.

We may also receive limited information from services that help us operate, such as Squarespace, JustGiving, payment providers, event partners and social media platforms. We do not buy mailing lists.

Why we use your information

We use personal information to:

• Respond to questions, screening enquiries and partnership requests.
• Organise walks, events, workshops, screenings, awards and other charitable activities.
• Send the updates you have chosen to receive.
• Process and acknowledge donations, maintain financial records and meet charity, tax and accounting obligations.
• Share stories, photographs or video where permission has been given.
• Keep the website secure, understand how it is used and improve our work.
• Protect participants, volunteers and the public, and meet safeguarding or other legal responsibilities.
• Establish, exercise or defend legal claims where necessary.

Our lawful bases

UK data protection law requires us to have a lawful basis for each use of personal information. Depending on the circumstances, we rely on:

• Consent: for email updates, optional cookies, published stories and other uses where you have made a clear choice. Where health information is involved, we normally rely on explicit consent.
• Contract: where information is needed to arrange or deliver something you have requested, or to take steps before an agreement.
• Legal obligation: for charity administration, financial records, safeguarding and other duties required by law.
• Legitimate interests: to respond to enquiries, run and improve the charity, keep the website secure, understand engagement and protect our rights. We consider the effect on your privacy before relying on this basis.

You do not usually have to provide personal information. However, we may be unable to respond, process a donation or arrange an activity if necessary details are not provided.

Email updates

We send marketing and campaign updates only where you have asked to receive them or where the law otherwise allows us to do so. You can unsubscribe at any time by using the link in an email or contacting hello@headoutside.org.

Withdrawing consent will not affect the lawfulness of anything done before consent was withdrawn.

Donations and payments

Payments made through Squarespace or JustGiving are processed by the relevant payment provider. Those organisations handle payment details under their own privacy terms. We receive only the information needed to record and administer the donation.

Read the Squarespace Privacy Policy and the JustGiving Privacy Notice.

Who we share information with

We share personal information only when necessary. Recipients may include:

• Squarespace, which hosts the website and provides forms, analytics, email campaigns and donation tools.
• JustGiving and payment providers used to process donations.
• Email, cloud storage and administrative service providers.
• Event venues, delivery partners, contractors and volunteers where this is needed to provide an activity and appropriate safeguards are in place.
• Professional advisers, insurers, regulators, law enforcement or public authorities where required by law or necessary to protect people or the charity.

We do not sell personal information.

International transfers

Some service providers may process information outside the UK. Where personal information is transferred internationally, we rely on an adequacy regulation or appropriate safeguards recognised by UK data protection law, such as approved contractual protections. You can contact us for more information about the safeguards relevant to your information.

How long we keep information

We keep personal information only for as long as it is needed for the purpose for which it was collected. We consider legal, accounting, safeguarding and dispute requirements when deciding how long to retain it.

Donation and financial records may be kept for up to six years after the end of the relevant financial year. Mailing list details are kept until you unsubscribe or the list is closed, subject to periodic review. Enquiry and event records are deleted or anonymised when they are no longer needed. Stories, photographs and film material are kept for the period agreed with the contributor or while they remain relevant to our charitable work.

Cookies and website analytics

This website uses cookies and similar technologies. Necessary cookies help Squarespace serve the site securely and make its features work. Analytics and performance cookies help us understand visits and improve the website. Non-essential cookies should only be used in line with your cookie choices.

Squarespace Analytics may collect information about your browser, network, device, IP address, referring page, pages visited, clicks, scrolling and timestamps. You can use the cookie banner or cookie preferences control to manage non-essential cookies.

Learn more about the cookies Squarespace uses.

Pages may include content from services such as YouTube or Instagram. These services may receive information about your device and activity and may use cookies according to their own privacy policies.

Your rights

Depending on the circumstances, you may have 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 information.
• Ask us to restrict how information is used.
• Receive certain information in a portable format.
• Object to certain uses of your information.
• Withdraw consent at any time where consent is our lawful basis.

You also have the right to object at any time to the use of your personal information for direct marketing. We will stop using it for that purpose.

To exercise a right, email hello@headoutside.org. We may need to confirm your identity before completing a request.

Children

Our website is not intended to collect personal information directly from children without appropriate involvement from a parent, guardian, school or responsible organisation. If you believe a child has provided information without suitable permission, please contact us so we can review and, where appropriate, delete it.

Security

We use reasonable organisational and technical measures to protect personal information. No online service is completely secure, so please avoid sending sensitive information through ordinary email unless it is necessary.

External links

Our website links to third-party websites and services. Their privacy practices are controlled by them, not by Head Outside. Please read their privacy information before providing personal details.

Changes to this policy

We may update this policy when our activities, services or legal duties change. The latest version will always appear on this page with its updated date.

Contact and complaints

Please contact us first if you have a privacy concern. Email hello@headoutside.org.

You also have the right to complain to the Information Commissioner's Office. Guidance and contact options are available at ico.org.uk/make-a-complaint.