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Privacy policy

Walk N Talk 4 Mental Health
Registered Charity Number: 1199185

Last updated: Monday 18th August 2025

1. About This Policy

Walk N Talk 4 Mental Health (“we”, “our”, “us”) is committed to protecting your privacy and personal information. This privacy policy explains how we collect, use, store, and protect your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Our registered address is:
68 Wiltshire Crescent
Basingstoke RG22 5FE
Email: contact@walkntalk4mentalhealth.org

2. Information We Collect

2.1 Personal Information You Provide

We may collect the following personal information when you:

  • Register for walks or events: Name, contact details, emergency contact information, dietary requirements, mobility needs, and relevant health information
  • Volunteer with us: Name, contact details, availability, skills, experience, and references
  • Make donations: Name, contact details, payment information, and Gift Aid declarations
  • Contact us: Name, email address, phone number, and any information you choose to share
  • Provide testimonials: Name, feedback, and consent for publication

2.2 Information We Collect Automatically

When you visit our website, we may automatically collect:

  • Technical information about your device and browser
  • Information about your visit, including pages viewed and time spent
  • IP address and general location data

2.3 Special Category Data

Given our focus on mental health support, we may process special category personal data relating to your health and wellbeing, but only where:

  • You have given explicit consent
  • It is necessary for our legitimate interests in providing appropriate support
  • It is necessary to protect your vital interests

3. How We Use Your Information

We process your personal data under the following legal bases:

  • Consent: Where you have given clear consent for specific purposes
  • Legitimate interests: For our charitable activities, including organizing walks, communicating with supporters, and fundraising
  • Vital interests: Where necessary to protect someone’s life or health
  • Legal obligation: To comply with charity law and regulations

3.2 Purposes of Processing

We use your information to:

  • Organize and facilitate walking groups and mental health support activities
  • Ensure participant safety during walks and events
  • Communicate with volunteers, participants, and supporters
  • Process donations and Gift Aid claims
  • Provide information about our services and activities
  • Comply with legal and regulatory requirements
  • Evaluate and improve our services

4. Sharing Your Information

We may share your personal information with:

  • Emergency services: In case of medical emergencies during walks
  • HMRC: For Gift Aid claims processing
  • Professional advisors: Such as lawyers or accountants when necessary
  • Regulatory bodies: Including the Charity Commission when required

We will never sell your personal data to third parties. We only share information when necessary for our charitable purposes or legal compliance.

5. Data Retention

We retain personal data only for as long as necessary:

  • Participant records: Retained for 7 years after last participation for insurance and safeguarding purposes
  • Volunteer records: Retained for 7 years after volunteering ends
  • Donation records: Retained for 7 years for accounting and Gift Aid purposes
  • General correspondence: Retained for 3 years unless ongoing relationship exists
  • Testimonials: Retained indefinitely with your consent, which you may withdraw at any time

6. Your Rights

Under UK GDPR, you have the right to:

  • Access: Request copies of your personal data
  • Rectification: Correct inaccurate or incomplete data
  • Erasure: Request deletion of your data in certain circumstances
  • Restrict processing: Limit how we use your data
  • Data portability: Receive your data in a machine-readable format
  • Object: Object to processing based on legitimate interests
  • Withdraw consent: Where processing is based on consent

To exercise these rights, contact us using the details provided above.

7. Data Security

We implement appropriate technical and organizational measures to protect your personal data, including:

  • Secure storage of physical and electronic records
  • Access controls limiting who can view personal data
  • Regular review of data protection practices
  • Staff training on data protection responsibilities

8. Cookies and Website Analytics

Our website may use cookies to improve your browsing experience. You can control cookie settings through your browser preferences. We may use website analytics to understand how our site is used, helping us improve our services.

9. Photography and Media

During our walks and events, we may take photographs for promotional purposes. We will:

  • Seek permission before taking identifiable photographs
  • Obtain written consent before using images in our promotional materials
  • Respect requests not to be photographed
  • Allow you to withdraw consent for future use of images

10. Children and Vulnerable Adults

We are committed to safeguarding. If children or vulnerable adults participate in our activities:

  • Additional consent will be sought from parents/guardians or appropriate representatives
  • Enhanced safeguarding measures will be implemented
  • Specific data protection considerations will apply

11. Third-Party Links

Our website may contain links to other websites. This privacy policy only applies to our website. We encourage you to read the privacy policies of other websites you visit.

12. Data Transfers

We do not routinely transfer personal data outside the UK. If international transfers become necessary, we will ensure appropriate safeguards are in place.

13. Complaints

If you have concerns about how we handle your personal data, please contact us first. You also have the right to complain to the Information Commissioner’s Office (ICO):

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

14. Changes to This Policy

We may update this privacy policy from time to time. Significant changes will be communicated through our website and, where appropriate, by direct communication.

15. Contact Us

For any questions about this privacy policy or how we handle your personal data, please contact us:

Walk N Talk 4 Mental Health
68 Wiltshire Crescent
Basingstoke RG22 5FE
Email: contact@walkntalk4mentalhealth.org

This privacy policy has been drafted to comply with UK GDPR and Data Protection Act 2018. It should be reviewed regularly and updated as necessary to reflect changes in data processing activities or legal requirements.

This privacy policy is specifically tailored for Walk N Talk 4 Mental Health based on their activities as a mental health charity that organizes walking groups, accepts volunteers and donations, and maintains a website with testimonials. The policy addresses the specific data protection considerations relevant to their work, including the processing of health-related information and safeguarding requirements for vulnerable individuals.

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