Privacy Policy

About this privacy notice

This privacy notice explains what personal information Sibs collects, how we use it, how we keep it safe, and your rights under data protection law.

Contact us

If you have any questions about this privacy notice or how we use your information, please contact us:

Sibs
26 Mallard View
Oxenhope
West Yorkshire
BD22 9JZ

Telephone: 01535 645453
Email: [email protected]

What information we collect

The information we collect depends on how you interact with us.

If you use our services or attend our events, we may collect:

• Your name and contact details
• Your address
• Date of birth
• Gender and pronouns (if you choose to provide them)
• Photographs or videos (with your permission where needed)
• Information about your health, support needs or disabilities where relevant
• Dietary requirements and allergies
• Information about how you use our website

Some information is more sensitive

We may also collect sensitive information, such as:

• Health information
• Ethnic background
• Religious or philosophical beliefs
• Sexual orientation

We only collect this information when it is relevant to the support or services we provide and when we have a lawful reason to do so.

If you donate to Sibs

We may collect:

• Your name and contact details
• Address
• Gift Aid information (where applicable)

If you sign up for updates

We may collect:

• Your name and contact details
• Your connection to Sibs, such as whether you are an adult sibling, a young sibling, a parent or a professional

If you apply to work or volunteer with us

We may collect:

• Contact details
• Date of birth
• Proof of identity and right to work documents
• Employment and education history
• References
• DBS or other background check information where required
• Health information relevant to the role

If you contact us with a query or complaint

We may collect:

• Your name and contact details
• Details of your enquiry or complaint
• Any correspondence between you and Sibs

If you make a payment to Sibs

We use Stripe Payments Europe, Ltd. to process donations, event bookings and other payments securely. Payment card information is processed directly by Stripe and is not stored by Sibs.

How we use your information

We use personal information to:

• Deliver our services and support
• Organise events and activities
• Refer people to other organisations where appropriate
• Process donations and Gift Aid claims
• Keep supporters informed about our work
• Recruit and manage staff and volunteers
• Respond to queries, complaints and safeguarding concerns
• Meet our legal and regulatory responsibilities
• Improve our website and services

Our legal reasons for using your information

Data protection law requires us to have a valid reason for using personal information.

These reasons may include:

• Your consent – when you have agreed for us to use your information.
• Legitimate interests – when using your information helps us carry out our charitable work in a way that is fair and does not override your rights.
• Contract – when we need information to provide a service, process a donation or enter into an agreement with you.
• Legal obligation – when we must use information to comply with the law.
• Vital interests – when information is needed to protect someone’s health, safety or wellbeing.

Your rights

You have the right to:

• Ask for a copy of the personal information we hold about you.
• Ask us to correct information that is inaccurate.
• Ask us to delete your information in some circumstances.
• Ask us to restrict how we use your information.
• Object to how we use your information in some situations.
• Ask us to transfer your information to another organisation where possible.
• Withdraw your consent at any time where we rely on consent.

To exercise any of these rights, please contact us using the details above.

We will normally respond within one month.

Where we get information from

We usually receive information directly from you.

In some circumstances, we may also receive information from:

• Family members or carers
• Social services
• Other charities and voluntary organisations
• Schools, colleges and universities
• Other professionals involved in supporting you

How long we keep information

We only keep personal information for as long as necessary to provide our services, meet legal requirements and fulfil our charitable purposes.

Our detailed retention schedule sets out how long different types of information are kept. If you would like more information, please contact us.

Who we share information with

We do not sell your personal information.

We only share information when necessary and appropriate, for example:

• With trusted organisations that help us deliver our events and/or services
• With companies that provide systems such as our database (CRM), email or payment providers
• Where required by law or to protect someone’s safety and wellbeing

Any organisations that process information on our behalf must keep it secure and only use it for agreed purposes. 

How to make a complaint

If you are unhappy with how we have used your personal information, please contact us first so that we can try to resolve your concerns.

Email: [email protected]
Telephone: 01535 645453
Post: 26 Mallard View, Oxenhope, West Yorkshire, BD22 9JZ

You can also complain to the Information Commissioner’s Office (ICO), the UK regulator for data protection, at www.ico.org.uk.

This policy was last reviewed in November 2026.