Data Protection Policy

Storykeepers Community CIC

Last Updated: August 2026

Purpose

Storykeepers Community CIC is committed to protecting the personal information of everyone we work with, including participants, volunteers, employees, freelancers, partners and supporters.

This policy explains how we manage personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Our Commitment

We recognise that people trust us with their personal information and, in many cases, with deeply personal stories and experiences.

We are committed to handling all personal data lawfully, fairly, securely and transparently, ensuring it is only used for legitimate purposes and protected against unauthorised access or misuse.

Scope

This policy applies to all personal information held by Storykeepers Community CIC, whether in paper or digital form.

It applies to:

  • Directors

  • Employees

  • Freelancers

  • Volunteers

  • Contractors

  • Anyone acting on behalf of Storykeepers Community CIC

Data Protection Principles

Storykeepers will ensure that personal data is:

  • Processed lawfully, fairly and transparently.

  • Collected only for specified and legitimate purposes.

  • Limited to the information necessary for those purposes.

  • Accurate and kept up to date where appropriate.

  • Stored securely.

  • Retained only for as long as necessary.

  • Processed in a way that protects confidentiality and security.

Information We May Hold

Depending on the project, we may collect:

  • Names

  • Contact details

  • Emergency contact information

  • Organisation details

  • Project registrations

  • Volunteer records

  • Consent forms

  • Photography permissions

  • Creative submissions

  • Correspondence

Where projects involve interviews or personal stories, participants will always be informed how their information and contributions will be used.

Special Category Data

Some Storykeepers projects may involve collecting information that is classed as special category data, such as information relating to ethnicity, disability or sexual orientation.

Where this occurs, we will only collect such information where there is a lawful basis to do so and, where required, with explicit consent.

Security

Storykeepers Community CIC will take reasonable steps to protect personal information by:

  • Using password-protected devices.

  • Restricting access to authorised individuals.

  • Keeping paper records securely.

  • Using reputable cloud-based services where appropriate.

  • Regularly reviewing security arrangements.

Sharing Information

We will only share personal information where:

  • We have consent.

  • It is necessary to deliver a project.

  • It is required by law.

  • It is necessary to safeguard an individual.

We will never sell personal information.

Data Retention

We will only keep personal information for as long as it is required for operational, legal or safeguarding purposes.

When information is no longer required, it will be securely deleted or destroyed.

Individual Rights

Individuals have the right to:

  • Access their personal information.

  • Correct inaccurate information.

  • Request deletion where appropriate.

  • Restrict processing in certain circumstances.

  • Object to processing.

  • Withdraw consent where consent is the legal basis.

  • Complain to the Information Commissioner's Office (ICO).

Data Breaches

Any suspected data breach must be reported immediately to the Directors of Storykeepers Community CIC.

Breaches will be investigated promptly and, where required by law, reported to the Information Commissioner's Office.

Responsibilities

Everyone working on behalf of Storykeepers Community CIC is responsible for protecting personal information and following this policy.

Anyone handling personal data must:

  • Keep information confidential.

  • Store information securely.

  • Report concerns immediately.

  • Only access information necessary for their role.

Review

This policy will be reviewed annually or sooner if legislation or organisational requirements change.

Our Commitment

Storykeepers Community CIC believes that trust is earned through openness, respect and responsible stewardship of personal information.

We are committed to protecting the privacy of everyone who shares their stories with us, ensuring that every piece of information entrusted to us is handled with care, integrity and respect.