Privacy Policy

Effective Date: December 2025
Organisation: Grieving Hearts Peer Support Group (UK)

Grieving Hearts is committed to protecting the privacy and personal data of everyone who visits our website (grievinghearts.co.uk) or engages with our services. This Privacy Policy explains in detail how we collect, use, store, and protect your information, and outlines your rights under UK law, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Grieving Hearts is a peer‑to‑peer support group based in Teesside, UK. We provide safe spaces, weekly meetings, and outreach initiatives for individuals and families experiencing grief and loss.

• Data Controller: Grieving Hearts Peer Support Group
• Contact Email: This email address is being protected from spambots. You need JavaScript enabled to view it.

We are responsible for deciding how your personal data is collected, used, and protected.

2. Information We Collect

We collect different types of personal information depending on how you interact with us:

• Directly provided information

  • Name, email address, phone number (when you contact us, register for events, or join mailing lists).
  • Donation details (amount, payment method, transaction reference).
  • Any information you choose to share in correspondence (e.g., messages of support, feedback).

• Automatically collected information

  • IP address, browser type, operating system, and device information.
  • Pages visited, time spent on site, and referral sources (via cookies and analytics tools).

• Sensitive information

  • If you voluntarily share personal experiences of grief or loss, we treat this with the highest confidentiality. We never require sensitive information to access our services.

3. How We Use Your Information

We use your information for the following purposes:

• Service delivery: To provide peer support, register you for meetings, and respond to enquiries.
• Fundraising and donations: To process donations, issue receipts, and comply with financial regulations.
• Communication: To send updates about meetings, events, and fundraising campaigns (only if you opt in).
• Website improvement: To analyse usage patterns and improve accessibility and content.
• Legal compliance: To meet obligations under charity law, HMRC requirements, and safeguarding policies.

We do not sell or share your personal data with third parties for marketing purposes.

4. Donations

All donations made through grievinghearts.co.uk are non‑refundable. Funds are immediately directed to sustaining our support services, outreach projects, and community initiatives.

We use secure third‑party payment processors (such as PayPal or Stripe). These providers handle your payment details directly and are responsible for their own compliance with data protection and financial regulations.

5. Legal Basis for Processing

We process your personal data under the following lawful bases:

• Consent: When you sign up for updates, newsletters, or provide information voluntarily.
• Contract: When you make a donation or register for services.
• Legitimate interests: To improve our outreach, ensure community safety, and maintain organisational sustainability.
• Legal obligation: To comply with UK charity law, safeguarding duties, and financial reporting requirements.

6. Data Retention

We retain personal data only as long as necessary:

• Donation records: 6 years (for HMRC compliance).
• Contact details: Until you withdraw consent or request deletion.
• Website analytics: Up to 2 years.
• Safeguarding records: As required by law or best practice guidance.

After these periods, data is securely deleted or anonymised.

7. Your Rights

Under UK GDPR, you have the following rights:

• Right of access: Request a copy of the personal data we hold about you.
• Right to rectification: Ask us to correct inaccurate or incomplete data.
• Right to erasure: Request deletion of your data, subject to legal obligations.
• Right to restrict processing: Limit how we use your data in certain circumstances.
• Right to data portability: Request transfer of your data to another organisation.
• Right to object: Object to processing based on legitimate interests.
• Right to withdraw consent: Withdraw consent for communications at any time.

You can exercise these rights by contacting This email address is being protected from spambots. You need JavaScript enabled to view it..

8. Cookies and Tracking

We use cookies to:

• Improve site functionality.
• Measure engagement and visitor behaviour.
• Remember preferences (e.g., language settings).

You can manage or disable cookies in your browser settings. Disabling cookies may affect site functionality.

9. Data Sharing and Third Parties

We may share limited data with trusted third parties:

• Payment processors: To handle donations securely.
• IT service providers: For website hosting and analytics.
• Regulators: HMRC or the Charity Commission, if legally required.

All third parties are required to comply with UK data protection law.

10. Safeguarding and Confidentiality

As a peer support group, safeguarding is central to our mission. Any information shared in confidence during meetings or outreach is treated with strict confidentiality. We only disclose information if required by law or if there is a safeguarding concern (e.g., risk of harm to yourself or others).

11. Security Measures

We take appropriate technical and organisational measures to protect your data:

• Secure servers and encrypted connections (HTTPS).
• Restricted access to personal data.
• Staff and volunteer training on data protection and safeguarding.
• Regular reviews of security practices.

While we take every precaution, no system is completely secure. We encourage you to take care when sharing personal information online.

12. International Transfers

We do not routinely transfer personal data outside the UK. If a third‑party provider stores data overseas, we ensure appropriate safeguards (such as UK adequacy decisions or standard contractual clauses).

13. Children’s Privacy

Our services are intended for adults and young people aged 16+. We do not knowingly collect personal data from children under 16 without parental consent. If you believe we have collected such data, please contact us immediately.

14. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, technology, or our services. Updates will be posted on grievinghearts.co.uk with a revised effective date.

15. Contact Us

If you have any questions, concerns, or wish to exercise your rights, please contact:

Grieving Hearts Peer Support Group
Email: This email address is being protected from spambots. You need JavaScript enabled to view it.

If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO): www.ico.org.uk.