This Privacy Notice tells you what to expect Bromley Experts by Experience (Registered Charity Number 1198275 and Company Number 07976417) to do with your personal data. It also explains what your rights are and how the law protects you.
What is personal data?
Personal data is any information that may be used to identify you, such as your name and email address.
What personal data do we collect?
Data we collect may include:
We collect special category personal data. This is sensitive data that needs extra protection, such as demographics information and details about medical conditions, access needs and dietary requirements.
Providing this special category personal data is optional. We only use special category personal data to help us provide inclusive and accessible services, monitor equality and diversity and/or to meet funder reporting requirements.
How do we collect personal data?
We collect personal data from you and family members/carers when you/they fill out a form e.g. to book a place at one of our events, enrol as a volunteer or become a member. We also collect personal data when you contact us with any queries or use our website.
For our Youth Transition Project, we may also receive information from your school, but we would only do this with your permission or if the law requires it.
Why do we collect your personal data?
We only collect your personal data when we have a good reason to. This could be to:
Our lawful basis for collecting and using your personal data
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal data.
We will use:
Will we share your personal data with anyone else?
We only share your personal data outside our organisation:
Some of our third-party service providers may store data outside the UK e.g. Mailchimp. We ensure they have the correct security protections in place to keep your data safe.
How long do we keep your data?
We will keep project records, including event registrations and attendance data, for a maximum of seven years after the project or event has ended.
With your consent, we may also keep information on access needs and dietary requirements for up to seven years to help make X by X events, projects and services inclusive and accessible.
For our Youth Transition Project, we will keep safeguarding / health and safety information until you are 25 years old. This is a legal requirement.
Membership data will be kept while your membership is active. We send annual renewal forms to check if you still want to be a member and that your details are up to date. If you do not respond to our annual renewal check, we will delete or anonymise your personal data within two years from the date our renewal was first sent. You can also leave at any time.
Financial records, such as Gift Aid and donation information, will be kept for six years as this is a legal requirement.
Anonymised project data will be kept as long as necessary.
How do we keep your personal data safe?
We use appropriate security measures to safeguard your data, but no method of transmission over the internet or electronic storage is 100% secure. We continuously monitor and improve our security measures to keep your information safe.
What are your rights?
You have the right to:
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you. In some cases, we may extend the time limit by up to two months. We may ask for proof of identity to make sure we are not sharing your personal data with people who should not see it.
If you remain unhappy with how we have used your data after raising a complaint with us, you can also complain to the data protection regulator. In the UK, this is the Information Commissioner’s Office (ICO).
Bromley Experts by Experience contact details
Information Commissioner’s Office (ICO) contact details
Updates to this Privacy Notice
This policy will need to be updated from time to time, and we will place any updates on this webpage.
Last updated: 29/06/2026
01/06/2026 – updated information on ‘How long do we keep your data?’
09/06/2026 – updated information on ‘How long do we keep your data?’ and ‘Our lawful basis for collecting and using your personal data’.
19/06/2026 – updated information on ‘What personal data do we collect?’
29/06/2026 – updated information on ‘How long do we keep your data?’
