Last updated: August 2026

Our commitment to your privacy

The Seanchaí Collective is committed to protecting your personal information and respecting your privacy.

We collect only the information we need to communicate with you, deliver our projects and services, and fulfil our legal responsibilities. We will always handle your personal information fairly, lawfully and transparently.

Many of our projects involve people's lived experiences and personal stories. We recognise the trust this requires and are committed to handling all personal information with dignity, care and respect.

Who we are

The Seanchaí Collective is a UK not-for-profit organisation that uses storytelling, lived experience and creativity to inspire learning, participation and positive social change.

If you have any questions about this Privacy Notice or how we use your data, please contact: bez.martin@seanchaicollective.org 

What information we collect

Depending on how you interact with us, we may collect:

• Name
• Email address
• Telephone number
• Organisation
• Information you provide in enquiry forms
• Information when registering for projects or events, including medical and access needs
• Photographs, video or audio recordings (only where appropriate consent has been obtained)
• Website usage and analytics information

We do not collect more information than we need.

Why we collect your information

We use your information to:

• Respond to enquiries
• Register participants for projects and events
• Deliver workshops and consultancy
• Communicate project updates
• Send newsletters where you have requested them
• Improve our services
• Meet legal and safeguarding obligations where required

Our lawful basis

Under UK GDPR, we process personal information using one or more of the following lawful bases:

• Consent
• Legitimate interests
• Contract
• Legal obligation

Health, medical and access information

For some projects, we may ask participants to provide information about medical conditions, medication, disabilities or access requirements. We collect this information only where it is necessary to support participants, make reasonable adjustments, or help keep participants safe during our activities.

Information about a person's health, including medical information and some information about disabilities or access requirements, may be special category personal data and is given additional protection. Where we rely on consent to process special category information, we seek explicit consent under Article 9(2)(a) of the UK GDPR.

Access to this information is restricted to those who need it for the safe and effective delivery of the project. Where necessary, relevant information may be shared with commissioned practitioners responsible for participants' safety and wellbeing.

Consent can be withdrawn at any time by contacting bez.martin@seanchaicollective.org. Withdrawal of consent does not affect processing that took place before consent was withdrawn.

Marketing

We will only send newsletters or marketing communications if you have chosen to receive them.

You can unsubscribe at any time.

Who we share your information with

We respect your privacy and will never sell your personal information.

We will only share your information where it is necessary to deliver our work, meet our legal obligations, or where you have given your consent.

This may include:

• Trusted technology providers, such as website hosting, email and cloud storage services.
• Funding bodies where anonymous or aggregated monitoring information is required, or where personal information is required to fulfil funding or contractual obligations.
• Professional advisers where necessary, including legal or financial advisers.
• Statutory agencies where we have a legal or safeguarding duty to share information.

Working with freelance professionals

Many of our projects are delivered by experienced freelance practitioners commissioned by The Seanchaí Collective. These individuals may include facilitators, artists, theatre practitioners, filmmakers, trainers, consultants, researchers and participation specialists.

Where it is necessary for the safe and effective delivery of a project or service, we may share relevant personal information with commissioned freelancers. This information will always be limited to what is necessary for them to carry out their role.

All commissioned professionals are required to:

• comply with UK data protection legislation, including the UK GDPR and Data Protection Act 2018;
• treat all personal information as confidential;
• use information only for the purposes agreed with The Seanchaí Collective;
• securely store and protect any personal information they access; and
• securely delete or return information when their work has been completed.

Although projects may be delivered by commissioned professionals, The Seanchaí Collective remains the Data Controller for the personal information we collect unless otherwise agreed and communicated to you.

Photography and filming

Some of our projects involve photography, filming or creative documentation.

Where identifiable images are used, we will always obtain the appropriate consent before publication.

Where we rely on consent, you can withdraw that consent at any time. Withdrawal will not affect any use of your information that took place before consent was withdrawn. We will explain any practical limitations relating to previously published materials where relevant.

How long we keep information

We only keep personal information for as long as necessary.

Typically:

• General enquiries – up to 12 months
• Financial records – 6 years
• Mailing list subscriptions – until you unsubscribe

Personal registration, contact, medical and access information – up to six months after the project ends

Information that must be retained for funder, contractual or legal purposes: retained for the applicable required period, potentially up to six years, and limited to what is necessary. 

Safeguarding information – may be retained for longer where this is necessary to meet our safeguarding, legal or insurance responsibilities.

Children and young people

Some of our projects involve children and young people. Where we collect their personal information, we take particular care to explain how their information will be used in clear and accessible language.

Where appropriate, we will seek permission from a parent or carer as well as involving the young person in decisions about their information.

We only collect information that is necessary to safely and effectively deliver the project.

Your rights

You have the right to:

• Access your personal information
• Correct inaccurate information
• Ask us to delete your information in certain circumstances
• Restrict how we use it
• Object to processing
• Withdraw consent where consent is the lawful basis
• Request a copy of your information

Website Analytics and Cookies

This website is hosted and built using IONOS MyWebsite Now.

IONOS provides SiteAnalytics to collect statistical information about use of this website and to support its technical optimisation. Information collected may include the website or page requested, referring website, browser type and version, operating system, device type and time of access.

A visitor's IP address is transmitted when a page is requested but is anonymised directly after transmission. IONOS states that SiteAnalytics does not use cookies and does not store personal information that can be used to identify individual website visitors.

If additional services, third-party content or technologies that use cookies are added to this website in the future, this privacy notice and the website's cookie settings will be updated as appropriate.

Where required, you will be given the opportunity to accept or reject non-essential cookies through the website's cookie controls.

Links to other websites

This website may contain links to websites operated by other organisations. The Seanchaí Collective is not responsible for the privacy practices or content of external websites.

Cookies

Our website may use cookies to improve your browsing experience and understand how visitors use the site.

You can control cookies through your browser settings.

Contact

If you have any questions about this Privacy Notice or how your data is used, please contact:

The Seanchaí Collective

Email: bez.martin@seanchaicollective.org

If you remain unhappy with how your information has been handled, you have the right to complain to the Information Commissioner's Office (ICO): www.ico.org.uk