Privacy Notice

About: Holywood Family Trust (HFT)

HFT is a charity providing free and confidential counselling for adults, youth services, supported living accommodations, and a fee paying after schools club. We also provide training and awareness/information. We have a team of volunteers and staff who are trained in their respective spheres.

To provide and maintain these services, HFT will need to control and process personal data on staff, volunteers and service users.

HFT is committed to maintaining high standards regarding privacy and personal data and so wish to explain what data we collect, what we do with the data including its security, retention and our use of our website. So please take a few moments to read the sections below and learn how we may use your personal information.

About: Data Protection Law

The General Data Protection Regulations came into effect in the UK on 25 May 2018, replacing the Data Protection Act 1998.

This Privacy Notice sets out most of your rights under the new laws. As the Regulations come into effect and the Information Commissioners Office (ICO) update their rules and best practice, we will continually update this Notice, so you should check this page occasionally to ensure you are familiar with any changes.

About: HFT Privacy Notice

This Privacy Notice Statement applies to information we collect about:

  • Visitors to our website
  • People who use our services or are staff/volunteers

You can visit our website without disclosing any personally identifiable information about yourself (although please note that we may use cookies and collect other non-personally identifiable information about your browsing activity – see below for more information).

If you do submit personal information you can be assured that we will use your personal information only to support your continuing relationship with HFT and to keep you informed about future events and our charitable services etc.

What information will we collect and store?

We only collect and store personal data with your explicit consent.

The type of personal information we may collect could include:

  • Details of people who contact our services for support and assistance.
  • Statistical summary information about service users.
  • Information about your use of this website including information obtained via cookies.
  • Information that you provide during the use of our services, registration process, joining of our mailing lists, including your name, email address and telephone number for the purpose for making bookings for services. Additional information may be required such as bank account details, records of your fee payments, dates of attendance, date of birth, gender, address, marital status, religious background, digital images, socio-economic and health information(electronic or otherwise).
  • Information that you provide for the purpose of feedback and on any service provided by HFT and any other information you send to HFT.
  • Information you provide us as a volunteer or staff member.

If you choose to provide us with any other personal information it will only be used in support of the intended purposes stated at the time at which it was collected, and subject to any preferences indicated by you.

If you have any questions about the collection and storage of your personal information please contact us at: This email address is being protected from spambots. You need JavaScript enabled to view it.

Why do we collect data?

We must collect and process certain types of personal data about those who receive and provide our support services, in order to operate our services.

  • For the performance of a contract or to take steps to enter into a contract.
  • For the compliance with a legal or a funders obligation.
  • To protect the vital interests of a data subject or another person.
  • For the performance of a task carried out in the public interest or in the exercise of official authority vested in our organisation as Data Controller.
  • When necessary for the legitimate purposes and interests pursued by our organisation or a third party, except where such interests are overridden by the interests, rights or freedoms of the data subject.
How will we use your Personal Information?

HFT may use personal information:

  • To contact you for the purpose of discussing your registration with a project, or booking/participation in an event or activity we have.
  • To enable your access to our website to make enquires and bookings.
  • To send you communications including but not limited to newsletters, training events and project information.
When will we disclose your information to others?

We do not disclose, sell or distribute any personal information which you send to us to any third parties. We may pass aggregate information on the usage of our services to third parties, but this will not include information that can be used to identify you. Your personal data may also be anonymised and used for statistical purposes. Unless required to do so by law, we will not otherwise share, sell or distribute any of the information you provide to us without your consent.

How long do we keep your personal data?

HFT will endeavour to keep data only for as long as we need it. This means that we will delete or destroy it when it is no longer needed. We will keep some records permanently if we are legally required to do so and may keep other records for an extended period of time to follow best practice, e.g. best practice is to keep employment records for 5 years and financial records for 3 years for HMRC audits.

About: Your rights and personal data.

You have the right to access, correct, have erased and object to processing your personal data. You can contact us at any time to have your details removed from lists used by us, to update your information or to otherwise tell us how you would like to receive information about our services – the choice is yours.

To update your information please email the HFT office (This email address is being protected from spambots. You need JavaScript enabled to view it.) and quote your name and address in the body of the email and tell us what you want to do (i.e. ‘opt-out Email’ etc or if you have previously objected to receiving information by email or post for example, but would now like to change your mind and receive information then just say, ‘opt-in Email’ in the subject header of your email).

When exercising any of the rights, we may need to verify your identity for your security. Once we have received your request we will respond within one month. For the right access there are no fees or charges for the first request but additional requests for the same data may be subject to an administrative fee.

We will confirm whether the data has been deleted or processing has stopped or the reason why this cannot be done (for example because we need it for our legitimate interests or regulatory purpose).

You have the right to lodge a complaint with the Information Commissioner’s Office.

About: Using our Web Site/Social Media Site
Non-personal Identifying Information on our Website (Log Files and Cookies)

No attempt is made to capture or store the personal identity of website visitors. We may gather information about visitors using log files and cookies but this is of a general nature that does not identify individuals or households.

Log files

Visits to our websites generate server log files, which we use to better understand the effectiveness of our site. The files provide general information about patterns and trends, such as total visits per month, most popular pages and browser versions. Log files do not reveal the identity of anyone visiting the site.


Cookies are small data files that are passed by a website to the computer or device that is accessing the site. They are commonly used to ensure the efficient operation of a website and its features, and to measure the site's performance. Most browsers provide a facility whereby the use of cookies can be restricted. More information about cookies and how to manage them may be found at: and

About : Securing your Data/Information Security

HFT recognises that people are increasingly concerned about how personal information is protected from misuse and abuse and about privacy in general. HFT will take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information. We will take reasonable technical and organisational precautions to store, process and transport all personal information you provide in a secure manner.

Please be aware that communications over the Internet, such as emails/webmail, are not secure unless they have been encrypted. Your communications may route through a number of countries before being delivered – this is the nature of the World Wide Web/Internet. HFT cannot accept responsibility for any unauthorised access or loss of personal information that is beyond our control.

If you have any enquiry about HFT’s data protection and privacy policy or practices, please write to: Data Protection Officer, at the address below.

Contact Us

Holywood Family Trust
Community & Family Centre
108-110 High Street
Holywood, County Down
BT18 9HW

t: 028 9042 7842
e: This email address is being protected from spambots. You need JavaScript enabled to view it.

Holywood Family Trust Logo

108-112 High Street
BT18 9HW

General Office
T: 028 9042 7842
E: This email address is being protected from spambots. You need JavaScript enabled to view it.

Counselling Service:
T: 028 9042 7214
E: This email address is being protected from spambots. You need JavaScript enabled to view it.