Privacy Policy

01Who we are

GLOVIRT is a community that empowers young people, women and men through camps, gatherings, online circles, meaningful conversations and the stories we tell on screen through the GLOVIRT Movie Club. In this policy, “GLOVIRT”, “we”, “us” and “our” mean Registered legal name of GLOVIRT, a charity / CIO / company limited by guarantee registered in England and Wales (registration number Charity or company registration number), whose registered office is at Registered office address.

We are the data controller for the personal information described in this policy. That means we decide why and how your information is used, and we are responsible for looking after it. We are registered with the Information Commissioner’s Office (ICO) under registration number ICO registration number.

People trust us with their stories, their children and their time. We take that trust seriously. This policy explains, in plain language, what information we hold, why we hold it, who we share it with and the choices and rights you have. It is written to meet the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations (PECR).

02The information we collect

We only collect what we genuinely need to welcome you, keep you safe and deliver what you have asked us for.

Information you give us

• Contact and interest forms – your name, email address, phone number (if given), the community or activity you are interested in and anything you choose to tell us.
• Event, camp and session registrations – name, date of birth or age, contact details, emergency contacts, dietary requirements, accessibility needs and, for camps and residentials, relevant medical information.
• Parent and carer details – where a young person under 18 takes part, the name and contact details of their parent or carer, and the consents they give.
• Volunteer, mentor and leader applications – your application, references, right-to-volunteer checks, training records and, where the role is eligible, the outcome of a Disclosure and Barring Service (DBS) check.
• Donations – your name, contact details, donation amount and frequency and, if you choose to Gift Aid your gift, your home address and Gift Aid declaration. Card and bank details are entered directly with our payment provider – we never see or store your full card number.
• GLOVIRT Movie Club – your membership details, interests (for example acting, crew, writing or screenings), casting submissions such as photographs, showreels, availability and relevant experience, and the release and consent forms you sign when you take part in a production.
• Newsletter sign-ups – your email address and the topics you would like to hear about.
• Stories and testimonials – words, photographs or video you choose to share with us about your experience of GLOVIRT.

Information collected automatically

When you visit our website, our hosting provider records standard technical information such as your IP address, browser type, device, the pages you visit and the time of your visit. We use this to keep the site secure and working well. See Cookies for more detail.

Information from other people

• A parent or carer registering a young person for an activity.
• Referees you have nominated when applying to volunteer.
• The DBS, when we carry out an eligible criminal record check with your consent.
• Partner organisations such as churches, schools or community groups who refer someone to us with their agreement.
• Payment providers, who confirm that a donation or booking payment has been made.

Special category and sensitive information

Some information is more sensitive and receives extra protection under the law. This includes health information (such as allergies, medication or access needs) and information that may reveal religious or philosophical beliefs – for example, because you take part in faith-based activities or our Christian film productions. We also process criminal offence data for DBS checks. We collect this only where it is necessary, keep it to the minimum and restrict who can see it.

03How we use your information and our lawful basis

The law requires us to have a valid reason – a lawful basis – every time we use personal information. The table below sets out what we do and why.

Where we rely on legitimate interests, we have balanced our interests against your rights and expectations, and we will never use this basis where your interests should take priority. You can ask us for more information about this balancing test at any time.

04Children and young people

Young people are at the heart of GLOVIRT, and their information deserves particular care. We design our forms and processes with the ICO’s Age Appropriate Design Code in mind.

• For activities involving anyone under 13, we collect information from, and ask for consent from, a parent or carer.
• For young people aged 13 to 17, we involve parents and carers in registrations for camps, residentials, trips, film productions and any activity that carries additional risk, and we always obtain parental consent for photography and filming.
• We explain to young people, in words that make sense to them, what we do with their information.
• We never use a child’s information for marketing, and we never share it for anyone else’s commercial purposes.
• Leaders do not hold young people’s contact details on personal devices, and we communicate through official GLOVIRT channels with parents or carers included, as set out in our Safeguarding Policy.

Young people have the same data protection rights as adults. A young person who is mature enough to understand their rights may make a request themselves; otherwise, a parent or carer can act on their behalf.

05Photography, filming and the GLOVIRT Movie Club

Stories are how we share hope – on our website, in our films and across social media. Because images and video identify people, we handle them with extra care.

At events and activities

• We tell you in advance when photography or filming is planned, and we offer a simple way to opt out.
• We ask for written consent before using an identifiable image of any participant in our publicity.
• For anyone under 18, we ask for parental or carer consent, we never publish a young person’s full name alongside their image, and we never reveal their school, home address or location.
• Images are taken and stored on GLOVIRT-controlled devices and accounts, not personal phones.

On set and in our productions

• Everyone who appears in, or works on, a GLOVIRT film signs a release agreement that explains how their performance, image, voice and contribution will be used, credited and distributed. For under-18s, a parent or carer signs on their behalf.
• Casting submissions (photographs, self-tapes and showreels) are seen only by the production team, used only for the role you applied for and deleted when casting closes unless you ask us to keep you on file.
• Behind-the-scenes photography follows the same consent rules as our events, and closed sets are never filmed for publicity without the agreement of those present.

06Donations and Gift Aid

Every gift helps people take a next step, and we are grateful for each one. When you donate, your payment is processed securely by our payment provider, who acts as an independent controller for payment information under their own privacy policy. We receive confirmation of your gift and the details you entered, but never your full card or bank details.

If you Gift Aid your donation, HMRC requires us to keep your declaration and donation records for at least six years after the end of the relevant accounting period. We will only use your address for Gift Aid and for sending you information you have asked for.

We never sell, swap or rent supporter information, and we will not pressure you to give.

07Newsletters and keeping in touch

We will only send you our newsletter, event invitations or Movie Club updates by email if you have opted in. Every email includes an unsubscribe link, and you can also contact us to stop hearing from us at any time.

We will still contact you about things you have signed up for – for example, joining instructions for an event, a change to a session time or a safeguarding matter – because these are part of the service rather than marketing.

08Who we share information with

We share information only where it is necessary, lawful and proportionate. This may include:

• Trusted service providers who help us run GLOVIRT – such as website hosting, email, online meeting, event booking, payment, cloud storage and film production services. They act on our instructions under written contracts and must keep your information secure.
• Venues, transport and activity providers for camps and trips, limited to what they need (for example, dietary needs or emergency contacts).
• Distributors, broadcasters, festivals and streaming platforms when a GLOVIRT film is released, limited to on-screen credits and the material covered by your release agreement.
• Local authorities, the police, the Local Authority Designated Officer (LADO), the DBS and other agencies where we have a safeguarding concern or a legal duty to share. Keeping someone safe always comes first.
• HMRC, regulators, insurers and professional advisers where the law requires it or to protect our legal rights.

We will never sell your personal information.

09International transfers

Some of our service providers store data outside the UK. Where this happens, we make sure your information is protected by UK adequacy regulations, the International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses, together with any additional safeguards that are needed. You can ask us for details of these protections.

10How long we keep information

We keep information only for as long as we need it, and then delete or anonymise it securely.

11Keeping your information secure

We use appropriate technical and organisational measures to protect personal information, including:

• access restricted to the people who need it for their role;
• encrypted connections and secure, password-protected systems with multi-factor authentication where available;
• data protection and safeguarding training for staff and volunteers;
• locked storage for any paper records, which we keep to a minimum;
• a clear process for reporting and responding to data breaches, including reporting to the ICO within 72 hours where required.

No system is completely secure, but we work hard to keep your information safe and to act quickly if something goes wrong.

12Your rights

You have the right to:

• Access – ask for a copy of the personal information we hold about you.
• Rectification – ask us to correct information that is inaccurate or incomplete.
• Erasure – ask us to delete your information where there is no good reason for us to keep it.
• Restriction – ask us to limit how we use your information in certain circumstances.
• Objection – object to us using your information on the basis of legitimate interests, and to direct marketing at any time.
• Portability – ask for information you gave us to be provided in a reusable format.
• Withdraw consent – where we rely on consent, you can withdraw it at any time.

To use any of these rights, contact us at Privacy / data protection email. We will respond within one month, and there is normally no charge. We may need to confirm your identity first. Some rights are limited – for example, we may need to keep safeguarding records even if asked to delete them, because keeping people safe must come first.

13Cookies

Cookies are small files stored on your device when you visit a website. Our website currently uses only strictly necessary cookies and similar technologies needed to make the site work securely. These do not require consent.

If we ever introduce analytics, video embeds or other non-essential cookies, we will ask for your consent first through a clear cookie banner, and you will be able to change your choice at any time.

14Links to other websites

Our website and newsletters may link to other organisations, such as event venues, partner charities, streaming platforms or social media. We are not responsible for their privacy practices, so please read their privacy policies when you visit them.

15Changes to this policy

We review this policy at least once a year and whenever our activities change. The date at the top of this page shows when it was last updated. If we make significant changes, we will let people affected know.

16Contact us

If you have any questions about this policy or how we use your information, please contact us at Privacy / data protection email or write to us at Registered office address.

We are always happy to explain things in more detail.