Privacy Policy
The Reclaim Room CIC
Last updated: 19/11/2025
1. Who We Are
The Reclaim Room CIC is a community interest company based in Scotland. We operate makeup-focused confidence-building workshops, support sessions, LGBTQ+ programmes, and community wellbeing projects.
Our registered address is:
Office 22, 18 Young St, Unit Lge, Edinburgh, EH2 4JB
For all privacy questions, data access requests, or concerns, you can contact us at:
📧 thereclaimroomproject@gmail.com
We are the Data Controller for the personal data we collect.
2. What Data We Collect
We may collect the following types of personal information:
a. Information you give us directly
Name
Email address
Phone number
Address (if needed for programme registration or safeguarding)
Demographic info voluntarily provided (e.g., pronouns, accessibility needs)
Emergency contact details (for safeguarding purposes, only where appropriate)
Information you share during support sessions or workshops (never stored without explicit consent)
Messages sent through forms, email, or social media
b. Donation and purchasing information
Handled securely by third-party processors (e.g., Stripe, PayPal).
We never store full card details.
c. Website and usage data
Collected through cookies and analytics tools:
IP address
Device type
Pages visited
Time spent on the site
Referral sources
d. Sensitive Data (Special Category Data)
We may collect limited sensitive data (e.g., gender identity, sexual orientation, health/disability information) only when you voluntarily provide it and only where relevant to:
Workshop accessibility
LGBTQ+ sessions
Safeguarding
Wellbeing support
We always request explicit consent before processing this type of data.
3. How We Collect Your Data
We collect information when you:
Sign up for a workshop or programme
Join our mailing list
Make a donation
Purchase merchandise
Complete a contact form
Participate in a support or community session
Apply to volunteer or collaborate
Visit our website (via cookies and analytics)
Interact with us on social media
4. Why We Collect Your Data (Legal Bases)
Under UK GDPR, we process your information based on:
a. Consent
When you sign up for emails, share sensitive data, or voluntarily provide information.
b. Contract
So we can deliver services you have requested (e.g., workshop bookings, product purchases).
c. Legitimate interests
To run and grow our CIC, including:
Improving our website
Evaluating workshop effectiveness
Growing community programmes
Keeping our community safe
d. Legal obligation
Where safeguarding or financial records must be kept by law.
5. How We Use Your Data
We use your information to:
Deliver workshops, support sessions, and LGBTQ+ programmes
Respond to enquiries
Process donations and payments
Send updates, newsletters, and impact reports (if you opt in)
Improve our services and website
Ensure accessibility and safety at sessions
Comply with safeguarding duties
Manage merchandise orders
Generate anonymised data to report to funders or grant bodies (never identifiable)
We never sell your data, and we only share it when necessary to provide services you request.
6. How We Store & Protect Your Data
We use encrypted systems and limit access to staff who genuinely need it. Data may be stored on:
Secure cloud services
Password-protected devices
Encrypted email systems
We keep personal data only as long as necessary, including:
Donation/financial records: 6 years
Workshop sign-ups: 2 years
Mailing list data: until you unsubscribe
Safeguarding records: stored only for legally required periods
If you request deletion, we will remove your data unless legally required to keep it.
7. Who We Share Your Data With
We only share your data with trusted third parties needed to operate our CIC, such as:
Website hosting providers
Payment processors — Stripe, PayPal
Email newsletter services (e.g., Mailchimp)
Analytics tools (Google Analytics, Meta Pixel)
Funders (only anonymised data unless you explicitly consent)
We never share special category (sensitive) data unless legally required or with your explicit consent.
8. Cookies & Tracking Technologies
Our website uses cookies to:
Improve site performance
Track analytics
Remember preferences
Deliver social media ads (if applicable)
You can control or disable cookies through your browser settings.
If using analytics or pixels, your site should display a cookie banner when users first visit.
9. Your Rights Under UK GDPR
You have the right to:
Access the personal data we hold about you
Correct inaccurate information
Delete your data (“right to be forgotten”)
Withdraw consent at any time
Object to certain processing
Request portability of your data
Raise a complaint with the ICO (Information Commissioner’s Office)
To exercise your rights, contact us at:
📧 thereclaimroomproject@gmail.com
10. Children & Vulnerable Individuals
We take safeguarding seriously. For under-18s participating in sessions, we may require:
Parent/guardian contact details
Emergency contact information
Consent forms
Safeguarding information is stored securely and only shared when legally necessary.
11. Changes to This Policy
We may update this privacy policy occasionally.
The most recent version will always be posted on this page, with the updated date at the top.