Privacy Notice

Last updated: 17 October 2026

At W12Together, we care about our community and respect your privacy. We are committed to looking after the personal information you share with us and only using it for the purposes of supporting our community, organising events and delivering our charitable activities.

This notice explains what information we collect, how we use it and how we keep it safe.

1. Who we are

W12Together is a registered charity working to bring people together and improve opportunities for residents in White City and the surrounding community.

Registered charity number: 1216021
Address: 1 EdCity, 1 EdCity Walk, London, W12 7TF
Email: hello@w12together.org
Website: w12together.org

W12Together is responsible for how personal information collected through our activities is used and protected.

2. What information we collect

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

• Contact information: names, email addresses, telephone numbers and messages submitted through our website or by contacting us.

• Event and referral information: names, dates of birth, contact details, addresses, referral organisation details and other information needed to organise participation in our events.

• Dietary and accessibility requirements: information about allergies, health conditions, disabilities, mobility needs or other requirements that help us make our events safe, comfortable and accessible.

• Volunteering information: information about your interests, availability, skills and experience when you express an interest in supporting our activities.

• Photographs: photographs taken at community events where appropriate permission has been given.

• Donation information: information needed to process donations, acknowledge support and maintain appropriate financial records.

Information may be provided directly by you or through organisations, charities and professionals referring people to our activities.

We only ask for information that is relevant and necessary.

3. How we use your information

We use personal information to:

• Respond to enquiries and communicate about our activities.

• Organise community events, including the White City Christmas Dinner.

• Manage referrals and communicate with guests and referring organisations.

• Arrange meals, transport, accessibility support and other event requirements.

• Coordinate volunteers, community partners and event organisers.

• Support the safety and wellbeing of people attending our events.

• Process donations and meet our legal and financial responsibilities.

• Share photographs and celebrate our community activities where permission has been given.

We do not sell personal information or use event referral details for unrelated marketing.

4. Consent and our legal basis

We process personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Depending on the circumstances, we rely on legitimate interests to organise our charitable activities and respond to enquiries, consent where appropriate, and legal obligations where records must be maintained.

Consent for event referrals

Where someone is referred to one of our events, we ask the referring organisation or individual to confirm that the person knows about the referral and has agreed to their personal information being shared with W12Together.

Consent for sensitive information

Some event information, such as health conditions, allergies, disabilities and accessibility requirements, may be considered sensitive personal information under data protection law.

Where we rely on explicit consent to process this information, we ask the individual to expressly agree to its collection and use for organising and delivering the event. This includes sharing relevant information with event partners where necessary to provide appropriate arrangements.

Individuals can withdraw their consent by contacting us. We will respect their wishes, although withdrawing certain information may affect our ability to arrange specific support.

Photographs

We ask for appropriate permission before using identifiable photographs of event participants for publicity. Guests can choose not to be photographed, and this will not affect their ability to attend or take part.

5. Who we share information with

We treat personal information confidentially and only share it when necessary to organise activities or provide support. This may include:

• Event organisers and authorised volunteers who need information to plan and deliver activities.

• Transport providers, including taxi companies, who may need names, collection addresses, contact details and relevant accessibility requirements to arrange safe transport.

• Venues and catering providers, who may need information about dietary requirements, allergies or accessibility arrangements.

• Community organisations and event partners who help us deliver activities and support guests.

• Technology and payment providers, including services used for website enquiries, Google Forms, communications and donations.

We only share the information each organisation needs for its role. We do not share unnecessary personal or sensitive details.

Some technology providers may process information outside the UK. Where this happens, appropriate data protection safeguards must be in place.

6. How we keep your information safe

We take reasonable steps to protect the information we collect and limit access to authorised people who need it for their responsibilities.

Personal information is kept securely and only for as long as needed.

For events such as the White City Christmas Dinner, we retain referral and participant information for the duration needed to plan, deliver and complete any necessary event follow-up.

Once the information is no longer required, it will be securely deleted, unless we need to retain certain records for legal, financial or safeguarding reasons.

Other information, such as donation and financial records, may be retained for longer where required by law.

7. Your rights

Under UK data protection law, you have rights regarding your personal information. Depending on the circumstances, you can:

• Ask what personal information we hold about you.

• Request corrections to inaccurate information.

• Ask us to delete information where appropriate.

• Object to or request restrictions on certain uses of your information.

• Withdraw consent where we rely on it.

• Request a copy of your information in a portable format where that right applies.

If you would like to exercise your rights or have a question about your information, please contact hello@w12together.org.

You also have the right to raise concerns with the Information Commissioner's Office at ico.org.uk.

8. Website cookies and analytics

Our website may use cookies and similar technologies to help it function properly and understand how visitors use it.

These may include essential cookies needed for website functionality and basic analytics that help us understand visitor numbers, popular pages and how we can improve the website.

Where required by law, we will ask for consent or provide a simple way to object to optional analytics. You can also manage or remove cookies through your browser settings.

Our website contains links to external services, including Google Forms, social media websites and donation providers. These services may have their own privacy notices.

9. Contact us

If you have any questions or concerns about how we use your information, please get in touch.

W12Together
Email: hello@w12together.org
Telephone: 07940 035826
Website: w12together.org

We are committed to treating everyone's personal information with care, respect and confidentiality.

We may update this notice from time to time to reflect changes to our activities or legal requirements.

Our other policies

You can also download our Code of Conduct, Conflict of Interest policy, Terms of Reference and Expenses Policy below.