Privacy Notice

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At The Chance Hub, we understand that families and professionals trust us with personal information. We take that responsibility seriously.

This Privacy Notice explains what information we may collect, why we collect it, how we use and protect it, and the choices you have about your information.

The Chance Hub supports parents, carers, children and young people with special educational needs and disabilities (SEND), helping families access information, support, opportunities and services.

For the purposes of UK data protection law, The Chance Hub is responsible for the personal information we collect and use.

You can contact us about your personal information at:

Email: info@thechancehub.org
Website: thechancehub.org

We only ask for information that we need to provide our services or respond to you.

Depending on how you interact with The Chance Hub, this may include your:

• name 
• email address and telephone number 
• preferred method of contact 
• relationship to a child or young person 
• organisation and professional role, where applicable 
• information you choose to give us about the support you or your family needs 
• information provided when registering for one of our sessions, activities or programmes 
• feedback you give us about our services. 

Sometimes families may choose to tell us information about a child's or family member's SEND, disability, health or support needs. Some of this is considered special category personal data under UK data protection law and requires additional protection.

We will not ask you to provide more information than we reasonably need.

Professionals may introduce parents and carers to The Chance Hub using our referral form.

We ask professionals to confirm that the parent or carer has agreed to the referral and to their contact details and relevant information being shared with us.

Our professional referral form is intentionally brief. We do not ask professionals to provide detailed information about the child or young person at this stage.

Once we make contact, the parent or carer can decide what additional information they wish to share with us.

We may use personal information to:

• respond when you contact us 
• contact a parent or carer following a referral 
• understand what support someone is looking for 
• provide information, guidance and signposting 
• arrange parent/carer sessions, workshops and other activities 
• communicate with professionals and partner organisations 
• improve and evaluate our services 
• meet safeguarding responsibilities 
• meet our legal and regulatory responsibilities. 

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

Depending on the circumstances, The Chance Hub may rely on consent, legitimate interests, legal obligations, or another lawful basis available under UK data protection law.

Where we process special category information, such as information concerning health or disability, we will also ensure that an appropriate additional legal condition applies.

We will only use personal information for appropriate purposes and will not use it in ways that people would not reasonably expect.

We do not sell personal information.

We will not routinely share a family's personal information with other organisations simply because they have been referred to The Chance Hub.

Where working with another service could help a family, we will normally discuss this with the parent or carer and obtain appropriate consent before sharing their information.

There may be circumstances where we need to share information without consent, for example where there is a safeguarding concern, a serious risk of harm, or where we are legally required to provide information.

We may also use trusted organisations that provide services necessary for us to operate, such as website, email, form or IT providers. Where these organisations process personal information on our behalf, we will take appropriate steps to protect that information.

We take reasonable steps to protect the personal information entrusted to us.

Access to personal information is limited to people who need it for their role. We aim to store information securely and take appropriate measures to protect it from loss, misuse, unauthorised access or disclosure.

The Chance Hub does not keep personal information for longer than we need it.

In most cases, referral information and family support records are kept for 12 months after our last meaningful contact with you or after our support has ended, whichever is later. After this period, the information will be securely deleted unless there is a legal, safeguarding or other legitimate reason for us to retain it for longer.

Where we are unable to establish contact following a referral, we will normally delete the referral information after three months.

We may keep anonymous information, which does not identify individuals or families, for longer to help us understand the impact of our work and report to funders.

From time to time, we may take photographs or share stories about our activities to help demonstrate the work of The Chance Hub.

Where an individual can be identified, we will seek appropriate permission before using their photograph, story or other personal information for publicity or promotional purposes.

Choosing not to give permission will not affect someone's ability to receive support from The Chance Hub.

Depending on the circumstances, data protection law gives you rights over your personal information. These may include the right to:

• ask what information we hold about you 
• ask for incorrect information to be corrected 
• ask for information to be deleted in certain circumstances 
• restrict or object to certain uses of your information 
• withdraw consent where we are relying on consent 
• ask for certain information to be transferred to you or another organisation. 

Not every right applies in every situation.

If you would like to exercise one of your rights, please contact us.

If you have any questions or concerns about how The Chance Hub uses your personal information, please contact us first so that we have an opportunity to help.

You also have the right to raise a concern with the Information Commissioner's Office (ICO), the UK's independent regulator for data protection.