Your privacy, in plain English
We only collect what we need, we keep it safe and we never sell it.
Last updated: 6 October 2026
Who we are
Welcome Voices is a community interest company in formation, based in Edinburgh, Scotland. We are the “data controller” for the information described here.
Questions about your data? Email privacy@welcomevoices.org.uk.
What we collect and why
| What | Why | Legal basis |
|---|---|---|
| Your name, email, organisation and message when you contact us | To reply to you | Legitimate interests / your consent |
| Name and contact details when you join a workshop | To organise the workshop and keep in touch about it | Legitimate interests |
| Short feedback and check-in answers | To improve our workshops and report to funders (usually without your name) | Legitimate interests |
| Photos, videos or stories | To share our work — only if you agree | Your written consent |
| Any access needs you tell us about | To make the workshop work for you | Your explicit consent |
We never ask about immigration status. You do not need to tell us anything you do not want to.
Photos and stories
We always ask before taking or using a photo or story, and we explain what it is for — in your preferred language where we can. We never share images that could put anyone at risk. You can change your mind at any time and we will remove your photo or story from anything we control.
Who we share it with
We do not sell your data. We only share it when we need to:
- With the partner organisation running a workshop with us, so they can support you
- With funders — usually as numbers and anonymous quotes, never your contact details
- With services that help us run things: Google Workspace (email and files) and Netlify (our website and contact form)
- If the law requires it, or to keep someone safe
How long we keep it
We keep enquiries for up to 2 years, then delete them. Welcome Voices is planned as a project of at least 3 years, and our funders need us to report on it, so we keep workshop records for up to 5 years after the workshop. We anonymise records as much as possible, so that wherever we can, they no longer identify you. After that, we delete them.
Our website
Our website does not use advertising or tracking cookies. If you send a message through the contact form, it is processed by Netlify on our behalf. Our fonts are loaded from Google Fonts, which can see your IP address.
Your rights
You have the right to:
- See the information we hold about you
- Ask us to correct it
- Ask us to delete it
- Withdraw your consent at any time
- Object to how we use it
Just email privacy@welcomevoices.org.uk. We will reply within one month.
If you are not happy with how we have handled your data, you can complain to the Information Commissioner's Office (ICO) at ico.org.uk or on 0303 123 1113.