Privacy notice

Last updated: 3 September 2026

Who we are

Newham Aspire is a youth charity in Newham, East London. We help young people aged 11 to 18 get ready for work through mentoring and skills workshops.

We are the data controller for the information described here. You can reach us at info@newhamaspire.org.

Registered charity number: [add your charity number].

What we collect

We only collect what we need. What that is depends on which form you use.

Registering your interest

• Whether you are a parent, guardian or young person
• Name
• Email address or phone number
• The young person's age, if you give it

Signing up for the introductory course

• The young person's name, age and school or college
• What they would like to get from the course, and anything that helps us support them, which may include health or additional needs
• A parent or guardian's name, relationship to them, email address and phone number
• The consent choices you tick, including whether you agree to photographs

Getting involved as a mentor or volunteer

• Name, email address, phone number and age
• The field you work in and the workshops that interest you
• Anything else you tell us in the message box

If you go on to mentor with us, we collect more at that stage, including references, identity documents, an enhanced DBS check and a criminal record self-declaration. The Mentor Agreement Form explains this.

Contacting us

• Name, email address and your message

Why we use it, and our legal basis

• To reply to you and arrange a place. Our basis is legitimate interests, meaning it is reasonably expected and necessary to run the charity.
• To keep you informed about what we offer. Where you have asked us to stay in touch, our basis is your consent. You can withdraw it at any time.
• To keep young people safe. Our basis is our legal obligation to safeguard children, and in an emergency, protecting someone's vital interests.
• To check that mentors are suitable. Our basis is legal obligation and legitimate interests.

Some information is more sensitive, such as health or additional needs you tell us about, or safeguarding records. Where we handle this, we rely on the safeguarding condition in Schedule 1 of the Data Protection Act 2018, or on your explicit consent.

Information about children

We take extra care with young people's information.

• We ask for a parent or guardian's contact details for every young person, whoever fills the form in.
• Where a young person signs up themselves, we contact their parent or guardian to confirm consent before they take part.
• We do not use children's information for marketing or profiling, and we never sell it.

Who we share it with

We do not sell your information or share it for advertising. We share it only in these situations.

• Our suppliers. Our website is hosted by Vercel, which keeps standard server logs including IP addresses. Our forms are delivered to our inbox by Web3Forms, which handles your message in transit. Our pages load fonts from Google Fonts, which means Google receives your IP address when you visit. We do not use Google Analytics or any advertising tools.
• Safeguarding partners. If we are worried that a child is at risk, we will share information with children's social care, the police or the Local Authority Designated Officer. We will normally tell you, unless doing so would put someone at risk.
• Where the law requires it. For example, in response to a court order.

How long we keep it

• Enquiries and interest forms where you do not go on to take part: 12 months.
• Participant records: for as long as the young person is involved with us, then 3 years.
• Mentor and volunteer records: for as long as you are involved, then 6 years. We record a DBS certificate number and date but do not keep a copy of the certificate itself for more than six months.
• Safeguarding records: kept for longer, in line with our safeguarding policy, because concerns may need to be revisited years later.

Cookies and website storage

We do not use cookies for tracking, analytics or advertising.

The mentor area saves one item in your browser to remember that you have entered the password. It is removed when you close the tab, and it holds no personal information.

Keeping it secure

Our website is served over a secure connection. We limit access to personal information to the people who need it, and safeguarding records are held separately and confidentially.

Your rights

Under UK data protection law you can ask us to:

• Give you a copy of the information we hold about you
• Correct anything that is wrong
• Delete it, in some circumstances
• Restrict or object to how we use it
• Transfer it to someone else, in some circumstances
• Stop sending you updates, at any time

A parent or guardian can exercise these rights for a younger child. Older children can usually exercise them for themselves.

Email info@newhamaspire.org and we will reply within one month.

Complaints

If you are unhappy with how we have handled your information, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.

Changes

If we change how we use your information, we will update this page and change the date at the top.