Contact Details
52 High Street
Pinner
Middlesex HA5 5PW
United Kingdom
For questions about your personal information, please contact us through the contact details provided on our website.
2. Information We May Collect
Depending on how you interact with us, we may collect information such as:
- Your name
- Email address
- Telephone number
- Information you provide when registering for an event or workshop
- Information you provide on feedback or evaluation forms
- Your communication preferences
- Correspondence you send to us
- Photographs or video recordings, where appropriate consent or another lawful basis applies
- Information relating to volunteering or participation in our community activities
- Technical information collected when you use our website, where applicable
We aim to collect only the information that is reasonably necessary for the purpose for which it is being collected.
3. How We Collect Your Information
We may receive personal information when you:
- Contact us through our website
- Email or telephone us
- Register for an event, workshop or community programme
- Complete an attendance, registration, feedback or evaluation form
- Join one of our communication channels or request updates
- Volunteer or work with us
- Participate in a funded community project
- Give permission for photographs, video or testimonials to be used
- Interact with our website
- Some event registrations may be managed through external platforms. Where this happens, the platform may also process your information under its own privacy policy.
4. Why We Use Your Information
We may use personal information to:
- Manage registrations for community events and workshops
- Communicate important information about activities you have registered for
- Respond to questions and enquiries
- Organise and deliver community programmes
- Manage volunteers and community participation
- Collect feedback and evaluate our activities
- Measure and report the impact of funded community projects
- Meet reasonable reporting requirements of funders, where appropriate
- Send information about future events, treatments, courses, activities or products where you have agreed to receive such communications
- Improve our programmes and services
- Maintain appropriate safeguarding records
- Meet our legal, regulatory and organisational responsibilities
- Where information is used for monitoring or reporting to funders, we will aim to use anonymised or aggregated information wherever appropriate.
5. Our Lawful Basis for Using Personal Information
UK data-protection law requires organisations to have a lawful basis for processing personal information.
Depending on the circumstances, Wei Wu Wellness CIC may rely on:
Consent — where you have actively agreed to a particular use of your information.
Legitimate interests — where processing is reasonably necessary for the operation and
administration of our community activities and does not override your rights and interests.
Contract — where information is necessary to provide something you have requested or to fulfil an agreement with you.
Legal obligation — where we are required to retain, use or disclose information to comply with the law.
Vital interests — in exceptional circumstances where processing is necessary to protect someone's life.
Where special category information is processed, we will ensure that an appropriate additional legal condition applies.
6. Health and Sensitive Information
Some of our community activities relate to health and wellbeing.
We do not ask participants to provide more health information than is reasonably necessary for the activity concerned.
If you voluntarily provide health information or other sensitive personal information, we will handle it with particular care and in accordance with applicable data-protection requirements.
Health information will not be used for marketing purposes simply because you have participated in one of our health and wellbeing activities.
7. Photographs, Video and Community Stories
Photographs and videos can help us demonstrate the work taking place within our communities and show funders, partners and residents the impact of community projects. Where appropriate, we will inform participants when photography or filming is taking place and seek consent where required.
If we wish to use an identifiable person's testimonial, personal story, photograph or video for promotional or publicity purposes, we will consider the appropriate permission and lawful basis before doing so. Where children or vulnerable participants are involved, additional safeguards will apply.
8. Funded Projects and Impact Reporting
Wei Wu Wellness CIC receives or may receive grants, donations and other funding to deliver community projects.
Funders may require us to report information such as:
- Number of participants
- General demographic information
- Attendance
- Activities delivered
- Feedback
- Outcomes and community impact
Where possible, information supplied to funders will be aggregated or anonymised so that individual participants are not identified. We will not provide identifiable personal information to a funder simply because they have funded a project unless there is an appropriate reason and lawful basis for doing so.
9. Marketing and Keeping in Touch
We may invite you to receive information about future events, treatments, courses, activities and products.
Where consent is required, we will only send this type of communication if you have chosen to receive it.
You can change your mind and ask us to stop sending marketing communications at any time.
Service communications — such as changes to an event you have registered for — are different from marketing communications and may still be sent where necessary.
10. WhatsApp and Social Media
We may use platforms such as WhatsApp and social media to communicate with people who choose to connect with our community.
Please remember that information you post in a WhatsApp group or publicly on social media may be visible to other participants or members of the public.
These platforms are operated by third-party companies and have their own privacy policies and terms.
You should avoid sharing confidential or sensitive health information in public social-media comments or community group chats.
11. Who We May Share Information With
We do not sell your personal information.
Where necessary and lawful, information may be shared with organisations or individuals that help us operate our activities, such as:
- Event-registration providers
- Website and technology providers
- Professional advisers
- Contractors working on our behalf
- Funders where appropriate
- Safeguarding or statutory authorities where required
- Police, emergency services or other authorities where legally necessary
- We will aim to share only the information reasonably necessary for the relevant purpose.
12. Safeguarding and Confidentiality
Safeguarding information is handled particularly carefully.
Where a safeguarding concern arises, information may need to be shared with the appropriate safeguarding authority, police or other relevant organisation when necessary to protect an individual or meet our legal responsibilities.
Our separate Safeguarding Policy explains our safeguarding responsibilities and procedures in more detail.
13. How Long We Keep Information
We will keep personal information only for as long as reasonably necessary for the purpose for which it was collected and to meet any applicable legal, safeguarding, contractual, insurance or funding requirements.
Different types of information may therefore be retained for different periods.
When personal information is no longer required, it will be securely deleted, destroyed or anonymised where appropriate.
14. Keeping Your Information Secure
We take reasonable organisational and technical measures to protect personal information against loss, misuse, unauthorised access, alteration or disclosure.
Access to personal information should be limited to people who reasonably need it to carry out their role.
No method of storing or transmitting information electronically can be guaranteed to be completely secure, but we take the protection of personal information seriously.
15. Your Data Protection Rights
Depending on the circumstances, UK data-protection law may give you rights relating to your personal information, including the right to:
- Ask what personal information we hold about you
- Request a copy of your personal information
- Ask us to correct inaccurate or incomplete information
- Ask us to delete information in certain circumstances
- Ask us to restrict the way information is used in certain circumstances
- Object to certain types of processing
- Withdraw consent where processing is based on your consent
- Request transfer of certain information where applicable
- Not every right applies in every situation. If you wish to exercise one of your rights, please contact us.
16. Cookies and Website Technology
Our website may use cookies or similar technologies to help it function and to understand how visitors use the website.
Where required, visitors will be given appropriate information and choices regarding non-essential cookies.
Further information can be found in our Cookie Policy.
17. Links to Other Websites
Our website may contain links to third-party websites or services.
Wei Wu Wellness CIC is not responsible for the privacy practices of external websites. We encourage you to read their privacy policies before providing personal information.
18. Complaints
If you have a concern about how Wei Wu Wellness CIC has handled your personal information, please contact us first so that we have an opportunity to address the issue.
You also have the right to raise a concern with the Information Commissioner's Office (ICO), the UK's independent data-protection regulator.
19. Changes to This Privacy Policy
We may update this Privacy Policy as our activities, website or legal responsibilities develop.
The latest version will be published on our website.
Last reviewed: October 2026
Wei Wu Wellness CIC
Company No. 17155067
52 High Street
Pinner
Middlesex HA5 5PW
United Kingdom
weiwuwellness.org