Privacy Policy

Who we are

WorkPlusPlay Hub ("we", "our", "us") is the data controller when you provide information to or for any of our services. We are a registered Scottish Charitable Incorporated Organisation (SCIO SC053513) based at Inch House Community Centre, Edinburgh.

If you have any questions about how we use your personal data, please contact us at hello@workplusplayhub.com.

Legal basis for using your information

All organisations need a legal reason to use your personal information. The most relevant grounds you should be aware of are:

• With your consent (C) — where we process personal information with your consent, which you are able to withdraw at any time.
• To fulfil a contract (A) — where we process your personal information in order to fulfil a contract we have with you. For example, when you start a membership with us.
• For a legitimate interest (LI) — where we use your information to help achieve our charitable objectives, but only where that activity does not negatively affect your rights.
• To comply with legal obligations (LO) — where we need to use your information to comply with legal obligations, for example with Disclosure Scotland, the Care Inspectorate and the Scottish Social Services Council.

What information do we collect?

When you interact with our services we collect information about you and that particular interaction. Generally this may include:

• Your personal details, contact information, and preferences
• More sensitive information, for example when you tell us about dietary requirements, disabilities, and religious beliefs
• Information about your use of our services
• Images of you at our premises or outside areas which may be covered by CCTV
• Conversations you have when you call our teams
• Information about anyone you are travelling with or meeting to attend our services, if that information is provided to us
• Information about the devices you use to interact with us

Where you provide information to us about other people, you need to make sure you have their permission to do so.

When and how we collect your information

We collect information you provide to us directly and indirectly when interacting with our products and services. This may include when you:

• Book a place on a workshop, networking event, or coworking desk
• Interact with staff online, over email, or on the phone
• Visit our website or fill out our online forms
• Interact with us by email, text, or on social media

Our processors

There may be situations where we use data processors — companies who act on our behalf — to collect your information for us. These processors can only use your information in accordance with our instructions and for the purposes in this Policy.

Third parties

We collect information about you when it is provided to us by third parties. This might include the HR department of your place of work, other charities or partners. You should always read the privacy policies of third parties you use, as they will use your information in accordance with their own privacy policies.

Cookies and similar technologies

When you visit our website, the devices you use may provide us with your general location and your IP address. We may also receive information from cookies and other technologies. For more information, please see our Cookie Policy.

How we use your personal information

Purpose	Legal basis
To provide services you have requested, including administering your bookings and responding to enquiries	CLIA
To manage our relationship with you	CLIA
To improve our services online and offline, including our website	LI
To allow you to interact with us online, offline, and on social media	LICA
To monitor the use of our services and content	LILO
To verify your identity	LIA
To conduct analysis, system testing and statistical research	LILO
To comply with legal obligations on us	LOLI
To send you service-related communications	LOLICA
To send you direct marketing, where you have consented	CLI
To ensure the acceptable use of our services	LILO
To facilitate payments and credit checks	LOACLI
To investigate and respond to disputes	LILOC
To provide you with help and support where it may be required	LIA

Direct marketing

Where we have your permission, we may send you direct marketing communications about our services and events by post, email, telephone, SMS, WhatsApp, or Meta Messenger. You will be able to opt-out of direct marketing at any time by contacting us directly.

Data transfers

We do not send data to any country outside of the United Kingdom or European Union.

How we share your personal information

We do not sell your information.

Where you provide your information to us we may share it within our organisation, only in accordance with this Policy and where an agreement is in place to ensure that your information is protected.

Sharing with our processors

There may be situations where we use data processors to process your information for us. These processors can only use your information in accordance with our instructions and for the purposes in this Policy.

Linked services and third-party sites

Our website may contain links to other websites which are outside of our control and are not covered by this Policy. We do not accept any responsibility or liability for other websites' privacy policies. If you access other websites using the links provided, please check their policies before submitting any personal information.

Your rights

Updating your information

Please ensure you keep your information up to date by contacting us at hello@workplusplayhub.com.

Controlling direct marketing

You can change your mind about receiving direct marketing from us at any time by emailing us using the contact details below.

Requesting copies of your information

You may request a copy of your personal information which we hold about you. You may also ask us to correct any inaccuracies in your personal information.

Withdrawing consent

Where we rely on consent to use your information, you have the right to withdraw that consent at any time. However, if you do withdraw consent we may not be able to provide you with the product or service you have requested.

Other rights

You may have the right to object, erase, or restrict our processing of your information. We will carefully consider your request as there may be circumstances which require us to, or allow us to, continue processing your data.

Complaining to the regulator

If you have any comments, concerns or complaints about our uses of your information, please contact us first so that we can try to resolve any matter. Where we are unable to help, you are able to complain to the Information Commissioner's Office (ICO) in the United Kingdom.

Retention of your information

We will retain your information for as long as necessary for the uses set out in this Policy or while there is a legitimate reason for doing so. If you ask us to delete your information before this time, we may not be able to do so for technical, legal, regulatory or contractual constraints.

Changes to this Policy

From time to time we may make changes to this Policy in relation to changes in the law, best practice, or changes to the services we provide. We will always display clearly when the Policy was last updated and, where appropriate, notify you of any relevant changes.

Contact us

If you would like to get in touch about anything in this Privacy Policy, please contact us:

Also see our Cookie Policy.