PRIVACY POLICY

The Charity Concept Consultancy — THE CCC

The Charity Concept Consultancy ("THE CCC", "we", "us" or "our") respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains how we collect, use, store and protect personal information when you visit our website, contact us, book a Discovery Call, enquire about our services or work with THE CCC.

It also explains your rights under applicable UK data protection law.

1. WHO WE ARE

The Charity Concept Consultancy, trading as THE CCC, is an independent UK consultancy specialising in charity retail strategy, store concepts, retail design, estate development and retail transformation.

For the purposes of UK data protection law, THE CCC is the data controller responsible for the personal information described in this Privacy Policy, except where otherwise stated.

Website:

www.charityconcept.co.uk

Email: hello@charityconcept.co.uk

Business address: Woolton Library, Liverpool L25 7RQ

2. INFORMATION WE MAY COLLECT

The personal information we collect depends on how you interact with THE CCC.

We may collect:

Contact information

This may include:

  • your name;

  • job title or position;

  • organisation or charity name;

  • email address;

  • telephone number; and

  • other contact information you choose to provide.

Enquiry and Discovery Call information

When you contact us or book a Discovery Call, we may collect information about:

  • your organisation;

  • your role;

  • the nature of your enquiry;

  • your retail estate or number of locations;

  • projects, opportunities or challenges you wish to discuss;

  • appointment details; and

  • any other information you voluntarily provide.

Client and project information

If you engage THE CCC, we may collect information necessary to manage and deliver our services, including:

  • names and contact details of relevant employees, volunteers, trustees, suppliers or other stakeholders;

  • project briefs and correspondence;

  • meeting notes;

  • store, estate and organisational information;

  • project documentation;

  • financial and commercial information relevant to our work;

  • invoices and payment records; and

  • other information reasonably required to deliver the agreed services.

Website and technical information

When you visit our website, certain technical information may be collected automatically by us or our website service providers.

This may include:

  • IP address;

  • browser type;

  • device type;

  • operating system;

  • pages visited;

  • referring website;

  • approximate location derived from technical information; and

  • information about how visitors interact with the website.

Some of this information may be collected through cookies and similar technologies.

Please see the Cookies section below for further information.

Correspondence

We may retain communications you send to us, including emails, enquiry forms and other correspondence.

3. HOW WE COLLECT YOUR INFORMATION

We primarily collect personal information directly from you.

This may happen when you:

  • visit our website;

  • complete an enquiry or contact form;

  • book a Discovery Call;

  • contact us by email or telephone;

  • communicate with us through professional or social media platforms;

  • request information about our services;

  • engage THE CCC for consultancy services;

  • attend meetings, workshops or presentations; or

  • otherwise provide information to us.

We may also receive professional contact information from:

  • your employer or organisation;

  • another stakeholder involved in a project;

  • a professional referral or introduction;

  • suppliers or contractors working on a project; or

  • publicly available professional sources.

Where we obtain personal information from another source, we will only use it where we have an appropriate lawful basis to do so.

4. HOW WE USE YOUR INFORMATION

We may use personal information to:

  • respond to enquiries;

  • arrange and manage Discovery Calls;

  • understand your organisation's requirements;

  • prepare proposals, quotations and scopes of work;

  • provide consultancy services;

  • communicate with Clients and project stakeholders;

  • manage projects and appointments;

  • maintain appropriate business records;

  • manage invoicing and payments;

  • administer our contractual relationships;

  • manage relationships with suppliers and professional contacts;

  • operate and improve our website;

  • understand how our website and services are being used;

  • maintain the security of our website and systems;

  • comply with legal, regulatory and tax obligations;

  • establish, exercise or defend legal claims; and

  • protect our legitimate business interests.

We will not use personal information for purposes that are incompatible with those described in this Privacy Policy unless permitted or required by law.

5. OUR LAWFUL BASES FOR USING PERSONAL INFORMATION

UK data protection law requires us to have a lawful basis for processing personal information.

Depending on the circumstances, THE CCC may rely on the following bases.

Contract

We may process personal information where it is necessary to:

  • take steps at your request before entering into a contract; or

  • perform our obligations under a contract.

For example, this may apply when preparing a consultancy proposal or delivering an agreed project.

Legitimate Interests

We may process personal information where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and interests.

Our legitimate interests may include:

  • operating and developing THE CCC;

  • responding to business enquiries;

  • communicating with prospective and existing Clients;

  • managing professional relationships;

  • administering projects;

  • improving our services;

  • maintaining business records;

  • protecting our business and legal interests; and

  • understanding the effectiveness and use of our website.

Legal Obligation

We may process information where necessary to comply with legal or regulatory requirements, including accounting, taxation and record-keeping obligations.

Consent

Where required, we may rely on your consent.

For example, consent may be used for certain forms of electronic marketing or non-essential cookies.

Where processing is based on consent, you may withdraw that consent at any time.

6. DISCOVERY CALLS AND APPOINTMENT BOOKINGS

When you book a Discovery Call, we collect the information necessary to arrange the appointment and understand what you would like to discuss.

This may include your:

  • name;

  • email address;

  • telephone number;

  • organisation;

  • role;

  • appointment details; and

  • responses to questions contained within the booking form.

We use this information to administer your booking, communicate with you about the appointment and prepare appropriately for the conversation.

Booking information may be processed using third-party appointment scheduling services used by THE CCC, including Squarespace Scheduling/Acuity Scheduling.

You should avoid including unnecessary sensitive personal information in your booking form.

7. CLIENT PROJECTS

If your organisation appoints THE CCC, we may process professional information relating to individuals involved in the engagement.

This may include employees, volunteers, trustees, consultants, suppliers, contractors and other project stakeholders.

We use this information where reasonably necessary to communicate, coordinate and deliver the agreed services.

Clients should only provide personal information to THE CCC where they are authorised or otherwise legally permitted to do so.

8. SPECIAL CATEGORY INFORMATION

THE CCC does not generally seek to collect special category personal information, such as information concerning health, racial or ethnic origin, religious beliefs, political opinions or sexual orientation.

Given the nature of the organisations we work with, information relating to sensitive subjects may occasionally arise during consultancy discussions or project work.

Please avoid providing special category personal information unless it is genuinely necessary for the relevant purpose.

Where THE CCC is required to process such information, we will only do so where an appropriate lawful basis and additional legal condition applies.

9. WHO WE SHARE INFORMATION WITH

We do not sell your personal information.

We may share personal information with trusted third parties where reasonably necessary to operate THE CCC or provide our services.

These may include:

  • website hosting and website management providers;

  • appointment scheduling providers;

  • email and communications providers;

  • cloud storage and document management providers;

  • accounting and bookkeeping providers;

  • payment providers;

  • IT and technical support providers;

  • professional advisers, including accountants, insurers and solicitors;

  • suppliers, consultants or contractors involved in a Client project where appropriate; and

  • government, regulatory, taxation or law enforcement authorities where required by law.

Third-party service providers acting on our behalf are expected to handle personal information appropriately and only for the purposes for which it has been provided.

Where project information is shared with suppliers or contractors, we will only share information reasonably necessary for the relevant purpose.

10. SQUARESPACE AND ACUITY SCHEDULING

THE CCC's website and/or appointment booking functionality may use services provided by Squarespace and Acuity Scheduling.

These services may process personal information when you:

  • visit the website;

  • submit a form;

  • book or amend an appointment;

  • receive appointment communications; or

  • otherwise interact with functionality provided through those platforms.

These providers operate under their own privacy and data-processing arrangements.

11. INTERNATIONAL TRANSFERS

Some of the technology and service providers used by THE CCC may process or store personal information outside the United Kingdom.

Where personal information is transferred internationally, we will take reasonable steps to ensure that an appropriate legal mechanism or safeguard is in place where required by UK data protection law.

Depending on the circumstances, this may include transfers to countries recognised as providing an adequate level of protection or the use of approved contractual safeguards.

You may contact us if you would like further information about safeguards relating to a particular transfer.

12. HOW LONG WE KEEP INFORMATION

We only retain personal information for as long as reasonably necessary for the purpose for which it was collected, including satisfying legal, accounting, contractual and regulatory requirements.

Retention periods will depend on the type of information and our relationship with you.

For example:

  • general enquiries that do not result in an engagement may be retained for a reasonable period for follow-up and business administration;

  • Discovery Call information may be retained where relevant to an ongoing or potential business relationship;

  • Client and project records may be retained following completion of an engagement where necessary for contractual, insurance, legal or professional purposes;

  • invoices and accounting records will be retained for the period required under applicable UK tax and accounting requirements; and

  • marketing information will normally be retained until you unsubscribe, withdraw consent where applicable, or we determine that it is no longer appropriate to retain it.

When personal information is no longer required, we will delete, anonymise or otherwise securely dispose of it where reasonably practicable.

13. MARKETING COMMUNICATIONS

THE CCC may occasionally communicate with professional contacts and Clients about services, insights or information that may be relevant to them where permitted by law.

Where consent is required for electronic marketing, we will obtain it before sending those communications.

You can ask us to stop sending marketing communications at any time by:

  • using the unsubscribe option provided in the communication, where available; or

  • contacting us directly.

Opting out of marketing will not prevent us from sending necessary service-related communications concerning an enquiry, appointment or existing Client engagement.

14. COOKIES AND WEBSITE ANALYTICS

Our website may use cookies and similar technologies.

Cookies are small files placed on your device that can help websites operate correctly, remember preferences, understand how visitors use a website and, depending on the technologies enabled, support analytics or marketing.

Some cookies are necessary for the operation and security of the website.

Other cookies, such as certain analytics or advertising cookies, may require your consent before they are used.

Where required, our website will provide appropriate cookie controls allowing you to manage your preferences.

You can also control cookies through your browser settings.

The precise cookies used may change as our website and the services we use evolve.

15. SOCIAL MEDIA AND THIRD-PARTY WEBSITES

THE CCC may maintain profiles on social media and professional networking platforms.

If you communicate with us through those platforms, the relevant platform may also process your information under its own privacy policy.

Our website may contain links to third-party websites.

THE CCC is not responsible for the privacy practices of websites or platforms that we do not control. We recommend reviewing their privacy information before providing personal information.

16. HOW WE PROTECT YOUR INFORMATION

We take reasonable organisational and technical measures to protect personal information against:

  • unauthorised access;

  • accidental loss;

  • misuse;

  • alteration;

  • disclosure; and

  • destruction.

Access to personal information is limited to those who reasonably require it for legitimate business purposes.

However, no internet-based service or electronic storage system can be guaranteed to be completely secure.

17. YOUR DATA PROTECTION RIGHTS

Depending on the circumstances and the lawful basis on which your information is processed, UK data protection law may give you rights including:

Right of access

You may request confirmation of whether we hold personal information about you and request a copy of that information.

Right to rectification

You may ask us to correct inaccurate or incomplete personal information.

Right to erasure

In certain circumstances, you may ask us to delete your personal information.

Right to restrict processing

You may have the right to ask us to restrict how we use your information in certain circumstances.

Right to data portability

In certain circumstances, you may have the right to receive personal information you provided to us in a structured, commonly used and machine-readable format or ask us to transfer it to another organisation.

Right to withdraw consent

Where we rely on consent, you may withdraw that consent at any time.

Withdrawal of consent does not affect the lawfulness of processing undertaken before consent was withdrawn.

Right to object

You have the right to object to certain processing of your personal information where we rely on legitimate interests.

You also have the right to object at any time to the use of your personal information for direct marketing purposes.

Not all rights apply in every circumstance.

To exercise your rights, please contact us using the details at the end of this Privacy Policy.

We may need to verify your identity before responding to a request.

18. AUTOMATED DECISION-MAKING

THE CCC does not currently use personal information to make solely automated decisions that produce legal or similarly significant effects on individuals.

If this changes, we will update this Privacy Policy and provide any additional information required by law.

19. CHILDREN'S INFORMATION

THE CCC's website and consultancy services are intended primarily for organisations and professional users and are not directed at children.

We do not knowingly seek to collect personal information directly from children through our website.

20. COMPLAINTS

If you have concerns about how THE CCC has handled your personal information, please contact us first so that we have an opportunity to address your concerns.

You also have the right to make a complaint to the Information Commissioner's Office (ICO), the UK's data protection regulator.

Information about your rights and how to make a complaint is available from the ICO.

21. CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy from time to time to reflect changes to:

  • our services;

  • our website;

  • the technology or suppliers we use;

  • how we process personal information; or

  • applicable legal requirements.

The current version will be published on our website.

Where a change materially affects how we use personal information already collected, we will take appropriate steps to bring that change to the attention of affected individuals where required.

22. CONTACT US

If you have questions about this Privacy Policy, how THE CCC uses your personal information or would like to exercise a data protection right, please contact:

The Charity Concept Consultancy — THE CCC

Website: www.charityconcept.co.uk

Email: hello@charityconcept.co.uk

Business address: Woolton Library, Liverpool L25 7RQ