Privacy Notice

Privacy Notice

When you work with us, we keep some information about you.

Willowdene Rehabilitation Ltd

How we use your personal information Last updated: August 2026

1. About this notice

Willowdene Rehabilitation (“we”, “us”, “our”) is committed to protecting your privacy and handling your personal information in a safe, lawful and transparent way. This notice explains what personal information we collect about you when you engage with our programmes and services, why we collect it, how we use and store it, who we share it with, and the rights you have over your information. We are the data controller for the information we collect about you. This means we are responsible for deciding how your personal information is used.

• Address: Willowdene, Chorley, Shropshire, WV16 6PP
• Charity / company number: 04535520
• ICO registration number: ZB612580

We are registered with the Information Commissioner’s Office (ICO), the UK’s data protection regulator.

2. Who this notice applies to

This notice applies to anyone who engages with our programmes and services, including women taking part in our community and residential programmes, people referred to us by partner organisations or the courts, and those enquiring about our support.

3. What information we collect

Depending on how you engage with us, we may collect the following:

• Identity and contact details — name, date of birth, address, telephone number, email address, and emergency contact details.
• Referral information — details of the organisation or person who referred you, and the reason for referral.
• Support and programme records — attendance, progress notes, goals, assessments, outcomes achieved, and correspondence between us and you or partner organisations.
• Diversity information — where you choose to provide it, information such as ethnicity, gender, religion and disability, used for monitoring equality and improving our services. Because of the nature of our work, we also collect information that data protection law treats as more sensitive:
• Special category data — information about your physical and mental health, substance use and recovery, and (where relevant) experiences of domestic abuse or sexual violence.• Criminal offence data — where you are referred through the criminal justice system (for example by a court or probation), we may hold information relating to offences, sentences, licence conditions or supervision requirements.

We only collect this more sensitive information where it is necessary to support you safely and effectively.

4. How we collect your information

We collect information:

• directly from you, in conversation, through assessments, or on forms;
• from the organisation or agency that referred you (for example a support service, local authority, probation service or court);
• occasionally from other professionals involved in your care or support, where you have agreed to this or where the law allows.

5. Why we use your information and our lawful basis

Under UK data protection law (the UK GDPR and the Data Protection Act 2018), we must have a lawful basis for using your personal information. How we use your information

• Assessing your suitability for and delivering our programmes and support. Lawful Basis: Legitimate interests / consent
• Keeping records of your support and progress. Lawful Basis: Legitimate interests
• Keeping you safe and safeguarding you and others. Lawful Basis: Legal obligation / vital interests
• Working with partner organisations and referrers. Lawful Basis: Legitimate interests / consent
• Monitoring, evaluating and reporting on our services (in anonymised or aggregated form wherever possible). Lawful Basis: Legitimate interests
• Meeting legal and regulatory duties. Lawful Basis: Legal obligation

Sensitive (special category) information. Where we use information about your health, substance use or similar, we rely on an additional condition under Article 9 of the UK GDPR — usually that processing is necessary for the provision of health or social care, is carried out by a not-for-profit body in the course of its legitimate activities, is in the substantial public interest, or is based on your explicit consent. [Confirm the condition(s) you rely on.] Criminal offence information. Where we process information about offences, we do so under a condition in Schedule 1 of the Data Protection Act 2018 and in line with our Appropriate Policy Document. [Ensure you have an Appropriate Policy Document in place.] Where we rely on your consent, you can withdraw it at any time by contacting us (see section 11). Withdrawing consent will not affect any processing carried out before you withdrew it.

6. Who we share your information with

We will only share your information where it is necessary and lawful to do so. We may share information with:

• Partner and referral organisations involved in your support (for example the referring service and delivery partners);
• Courts, probation and criminal justice agencies, where you have been referred through them and sharing is required as part of that referral;
• Health and social care professionals, where necessary for your care or wellbeing;
• Funders and commissioners, usually in anonymised or aggregated form for reporting and evaluation;
• Emergency services and safeguarding authorities, where there is a risk to you or someone else;
• Our IT and service providers who process information on our behalf under a written contract.

We will always tell you if we need to share your information, unless we are prevented from doing so by law (for example in certain safeguarding situations). We do not sell your personal information, and we do not use it for marketing without your consent.

7. Safeguarding

We have a duty to keep you and others safe. If we are seriously concerned about the safety or wellbeing of you, a child, or another adult at risk, we may share information without your consent where the law allows or requires us to. Wherever it is safe and appropriate, we will discuss this with you first.

8. How we keep your information secure

We take appropriate technical and organisational measures to protect your information against loss, misuse and unauthorised access. Access is limited to staff and volunteers who need it to do their work, and they are bound by confidentiality. Your information is stored [in the UK /. Where any information is stored or processed outside the UK, we ensure appropriate safeguards are in place as required by law.

9. How long we keep your information

We keep your information only for as long as necessary for the purposes described above, and to meet our legal and regulatory obligations. Our standard retention period for support records is seven years after which information is securely deleted or anonymised.

10. Your rights

Under data protection law you have rights over your personal information, including the right to: be informed about how we use your information (this notice);

• access the information we hold about you;
• ask us to correct information that is inaccurate or incomplete;
• ask us to delete your information in certain circumstances;
• restrict or object to our use of your information in certain circumstances;
• request portability of certain information;
• withdraw consent where we rely on it.These rights are not absolute and may not apply in every situation. To exercise any of them, please contact us using the details below. We will respond within one month.

11. Contact us

If you have any questions about this notice, want to exercise your rights, or wish to make a complaint about how we handle your information, please contact: Name / role: Data Protection Officer Email: info@willowdenefarm.org.uk Telephone: 01746 718658 Address: Willowdene, Chorley, Shropshire, WV16 6PP

12. Complaints

We hope to resolve any concern you have, but you also have the right to complain to the Information Commissioner’s Office (ICO):

• Website: ico.org.uk
• Helpline: 0303 123 1113
• Address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

13. Changes to this notice

We may update this notice from time to time. When we do, we will revise the “last updated” date above and, where appropriate, tell you directly.