The Sleep Better Community CIC
Privacy Policy
Feb 2025
Review Date: Feb 2026
Contents
1. Who are we?
2. What personal data we collect and how we use it
3. How we obtain your details
4. Children
5. Volunteering
6. Your details on the web: Our Cookie Policy
7. What are your rights?
8. How to contact us
9. Newsletter Disclaimer Notice
10. Review
The Sleep Better Community CIC respects the privacy of our participants, clients and visitors to our website. This policy is concerned with how we collect information, what we do with it and what controls you have.
Your Privacy
We take our duty to process your personal data very seriously. This policy explains how we collect, manage, use and protect your personal data.
Please read our Terms and Conditions for more information.
We may change this document from time to time to reflect the latest view of what we do with your information. Please check back frequently; you will be able to see if changes have been made by the date it was last updated in the footer.
Refer to the sections below for more details on how and why we use your personal information.
1 Who are we?
1.1 In this policy references to The Sleep Better Community CIC or TSBC, or to ‘we’ or ‘us’ are to the The Sleep Better Community CIC which is a registered CIC in England and Wales. A non-profit making company limited by guarantee. Registered in England No. 15792813 at 102 Ella St Hull Hu53AX
2. What personal data we collect and how we use it
2.1 Who are we? The Sleep Better Community CIC is what is known as the ‘controller’ of the personal data you provide to us. If you are a customer, participant or are supporting us financially, we will collect basic personal data about you such as your name, postal address, telephone number, email address and your bank details.
Additional information about you may also be collected, e.g. date of birth, gender or
health details. This will be made clear at point of collection of such information and we
would only do so with your specific consent and permission.
2.2 Why we need it. We collect your personal data in connection with specific activities, such as campaign updates, newsletter requests, registration or membership requests,product purchases, feedback, donations, competition entries.
The information is either needed to fulfil your request or to enable us to provide you with a more personalised service. You don't have to disclose any of this information to browse
our sites. However, if you choose to withhold requested information, we may not be able to provide you with certain services.
2.3 Our marketing. Sometimes, with your consent, we will process your personal data to provide you with information about our work or our activities that you have requested or are expecting.
On other occasions, we may process personal data when we need to do this to fulfil a contract or where we are required to do this by law or other regulations.
2.4 Legitimate interests. TSBC also processes your data when it is in our legitimate interest to do this and when these interests do not override your rights. Those legitimate interests include providing you with information on our training, membership, services, products, newsletter requests, feedback, competitions and other activities.
There are a number of lawful purposes that enable us to use (or 'process') your personal information. One lawful purpose falls within what is called 'legitimate interests'. Broadly speaking Legitimate Interests means we can process your personal information if:
• We have a genuine and legitimate reason.
- We are not harming any of your rights and interests.
2.5 Sharing your information. We only disclose information to third parties or individuals when obliged to by law, for purposes of national security, taxation and criminal
investigations and in the following situations:
If you have agreed that we may do so.
• When we use other companies to provide services on our behalf, e.g. processing, mailing or delivering orders, answering customers’ questions about products or services, sending mail and emails, customer analysis, assessment and profiling, when using auditors/advisors or processing credit/debit card payments.
• If we receive a complaint about any content you have posted or transmitted to or
from one of our sites, to enforce or apply our Terms and Conditions or if we believe
that we need to do so to protect and defend the rights, property or personal safety
of The Sleep Better Community CIC, our websites or our visitors, and for other lawful purposes.
• If we merge with another organisation to form a new entity, information may be transferred to the new entity.
2.6 We may disclose aggregate statistics about our site visitors, members sales to describe our services and operations to prospective partners, advertisers and other reputable third parties and for other lawful purposes, but these statistics won’t include any personally identifying information.
If we run an event in partnership with other named organisations your details may need to
be shared. We will be very clear what will happen to your data when you register.
We will never sell your personal information to other organisations.
2.7 Building profiles of supporters. The TSBC may make use of profiling and screening methods to produce relevant communications and provide a better experience for our members. Profiling can help us target our resources more effectively through gaining an insight into the background of our supporters and helping us to build relationships that are appropriate to their interests.
We will also hold information about your details so that we can respect your preferences for being contacted by us.
All the personal data we process is processed by our staff in the UK and will only ever be handled in accordance with guidance issued by the Information Commissioner’s Office.
3. How we obtain your details
3.1 We collect your personal information in a number of ways:
• When you provide it to us directly.
• When you provide permission to other organisations to share it with us (including
social media networking or sites e.g.Instagram, linked-in).
• When we collect it as you use our website.
• When you have given it to a third party and you have provided permission to pass
your information on to us.
• From publicly available sources (where possible) to keep your information up to date (e.g. the Post Office’s National Change of Address database).
3.2 We combine the information from these sources with the information you provide to us directly.
4. Children
4.1 Please note that we will not knowingly market to or accept donations or orders for goods or services from persons aged under 18 years
5. Volunteering
5.1 When you volunteer with The Sleep BetterCommunity CIC we will keep you up to date with the work that we are doing and events we are involved with. We will also let you know of any changes that might affect you volunteering with us and which you need to be aware of. We will only use this information in relation to your volunteering with us and whilst you remain a volunteer with the The Sleep Better Community CIC. By agreeing to volunteer with The Sleep Better Community CIC you are agreeing for us to send you emails about volunteering and your volunteer role. We will on occasion share your email address with other The Sleep Better Community CIC volunteers, for instance in the process of organising an event you have chosen to attend.
5.2 Retaining your information. We hold your information only as long as necessary for each purpose we use it.
5.3 If you request that we have no further contact with you, we will keep some basic information in order to avoid sending you unwanted materials in the future and to ensure that we don’t accidentally duplicate information. Should you wish us to delete any retained basic information then please contact us.
6. Your details on the web: Our Cookie Policy
6.1 Please refer separately to our Terms and Conditions in respect of cookies.
7. What are your rights?
7.1 A new data protection law, beginning on 25th May 2018, gave everyone a number of
very important rights. These are:
• Transparency over how we use your personal information (right to be informed).
• Ability to request a copy of the information we hold about you, which will be provided to you within one month (right of access).
• The requesting of updating or amending the information we hold about you if it is incorrect (right of rectification).
• Instructing us to stop using your information (right to restrict processing).
• Instructing us to remove your personal information from our records (right to be
'forgotten').
• Objecting to the processing of your information for marketing purposes (right to object).
• Obtaining and reusing your personal data for your own purposes (right to data
portability).
• Not being subject to a decision when it is based on automated processing
(automated decision making and profiling).
7.2 If you would like to know more about your rights under the data protection law please see the Information Commissioners Office website.
8. How to contact us
8.1 Remember, you can change the way you hear from us or withdraw your permission for
us to process your personal data at any time by unsubscribing to our mailing list. And By emailing our office at [email protected]
8.2 If you wish to talk through anything in our privacy policy, find out more about your
rights or obtain a copy of the information we hold about you, we will be happy to help. If
you wish to raise a complaint on how we have handled your personal data, you can
contact our data protection officer, who will investigate the matter. You can contact our data protection officer by writing to:
Email: [email protected]
If you are not satisfied with our response or believe we are not processing your personal data in accordance with the law you can make a complaint to the Information
Commissioner’s Office (ICO).
9. Newsletter Disclaimer Notice
The Sleep Better Community CIC sends a monthly email newsletter to those who have given us permission by signing up to this service on our website.
Intended recipient: The newsletter is intended solely for the addressee and may contain
confidential information. If you have received our new letter in error, please notify us
immediately and permanently delete it. Do not use, copy or disclose any information
contained in the email or in any attachment.
Submissions and claims by contributors: the purpose of the newsletter is to keep members up to date with relevant TSBC news, information and topics and on current and upcoming projects and events. Opinions or claims that are expressed in our contributor submissions
are the opinions or claims of those contributors and are not necessarily those of TSBC.
Although we take reasonable efforts to check the accuracy of information or claims at the time of publication, we cannot guarantee that all information and claims made in submissions will be factual or accurate. We also use reasonable efforts to acknowledge the sources of all material used. In case of inadvertent error or omission of facts or sources, the Marketing Manager will make the necessary correction in a future issue of The newsletter.
No medical advice: readers are encouraged to use their discretion at all times. All content
in The newsletter is for general and informational purposes only and should not be construed as medical advice or a health claim (or relied upon as such). If you have any health concerns or are new to yoga and want to check whether you are fit to partake in a particular yoga exercise, you should seek appropriate medical assistance. When doing practicing yoga, relaxation techniques and mindfulness we encourage you to act responsibly and sensibly at all times.
Intellectual property rights and plagiarism: All rights in materials contained in The Newsletter are reserved. The materials contained in The newsletter may not be reproduced, transmitted, distributed or used in any way so as to undermine the ownership of such material without the express written consent of the owner of the materials (whether that be TSBC, a contributor or another third party). Any queries on the ownership or use of
materials contained in The Newsletter can be directed to the Marketing Manager. We take reasonable steps to prevent the plagiarism of material in The Newsletter but we cannot guarantee that submissions made by contributors are always original. Any complaints in this regard should be directed to the individual author who can be contacted via The Newsletter.
Security: Although TSBC has taken reasonable precautions to ensure no bugs or viruses are present in On The Pulse email, we do not guarantee that it (or any attachments) will be
secure or free from bugs or viruses. You should take steps to ensure that you have appropriate measures in place to prevent damage caused by bugs or viruses, including using your own virus protection software. The Newsletter may contain links to third party websites or resources over which TSBC has no control. Where The Newsletter e provides a link to websites or resources that are provided by a third party, these links are provided for your information only. Such links should not be interpreted as approval by TSBC of those linked websites or information you may obtain from them.
Approved by the Board of Trustees:
Signature: CEO
Date of next review: Feb 2026
