Introduction
This Privacy Policy explains how personal information is collected, used, stored and protected when you use the Trauma Informed Plymouth Network website.
The Trauma Informed Plymouth Network is an unincorporated association. This website is operated on its behalf by Improving Lives Plymouth, which provides the hosting, systems and administration behind it. Improving Lives Plymouth decides how and why personal information collected through this website is used, and is therefore the data controller for that information.
Improving Lives Plymouth is registered with the Information Commissioner’s Office under registration number Z4957486.
This policy covers this website only. Improving Lives Plymouth also handles personal information in many other ways — through its services, referrals, job applications, donations and premises. All of that is explained in the Improving Lives Plymouth Privacy Policy, which sits alongside this one and should be read for anything not described here.
We may update this policy when the website, our responsibilities or our use of personal information changes.
How we handle your information
Personal information collected through this website is processed in accordance with the UK General Data Protection Regulation, the Data Protection Act 2018 and other relevant data protection legislation.
We are committed to ensuring that:
- Personal information is used fairly, lawfully and transparently.
- Information is collected for clear and specific purposes.
- We only collect the information we need.
- Access is restricted to people who need the information as part of their role.
- Information is kept only for as long as it is needed.
- Information is protected against unauthorised access, loss, alteration or disclosure.
- You can exercise your rights in relation to your personal information.
Contacting us through this website
Our contact page includes forms that ask for your name, email address, a subject and your message. We use what you send only to respond to your enquiry.
We handle website enquiries under our legitimate interests — responding to people who choose to get in touch with us. You can object to us handling your enquiry at any time using the contact details at the end of this policy.
Enquiries sent through this website reach us by email. We keep enquiries made through this website for 90 days, after which they are removed from our records and securely deleted.
Protecting our forms. Our contact form is protected against automated abuse by Google reCAPTCHA, which processes limited technical information about your visit for that purpose only. reCAPTCHA is loaded only on the page carrying the form, not across the rest of the site.
Email delivery. Messages generated by this website are sent through our mail delivery service, which keeps a log of sent messages for 90 days so that delivery problems can be investigated. That log contains the content of the notification emails.
Joining the network
If you sign up to join the network, we collect your first name, last name and email address and use them to send you news and updates about the network’s work. We do this with your consent, which you give when you sign up.
Our mailing list is managed using Mailchimp, which stores subscriber information on our behalf. You can withdraw your consent and unsubscribe at any time using the link in any email we send, or by contacting us. Withdrawing consent does not affect anything sent before you withdrew it.
Trainer availability and training bookings
Some people use this website to take part in the network’s training arrangements. If you hold a trainer or training administrator account, we collect and use:
- Your name and email address, held with your website account.
- The dates you record yourself as available.
- The training sessions you are assigned to, and the bookings those relate to.
We use this information solely to organise training — to see who is available, to arrange who delivers which session, and to keep an accurate record of what was arranged. We process it under our legitimate interests in running the network’s training programme, and because it is necessary for the role you have agreed to carry out. Access is limited to you and to training administrators.
These records are kept for as long as the training rota is in use. The system does not currently delete them automatically, so availability and assignment records build up over time. We are reviewing how long this information needs to be kept and will introduce deletion to match. If you would like your records removed, please contact us using the details at the end of this policy.
How this website is used
With your permission, we use Google Analytics to understand how this website is used, so that we can review and improve it. This tells us things like which pages are visited and how people move around the site. It does not tell us who you are.
Google Analytics only runs if you accept analytics cookies. If you do not accept them, it does not run and no analytics information is collected at all. You can change your choice at any time — see our Cookie Policy for details of every cookie this website uses.
Videos on this website
Some pages include videos hosted by YouTube and Vimeo. Watching a video means the provider can store information on your device.
We do not load these videos until you accept cookies. Until then you will see a placeholder in place of the video, with a button to review your cookie settings. When videos do load, we use the providers’ privacy-protective modes — YouTube’s no-cookie domain, and Vimeo’s do-not-track setting.
Website security
This website uses Wordfence security software to identify and block automated and malicious traffic. It processes limited technical information, including IP addresses, and uses it only to keep the website secure and available.
Cookie consent
Our cookie banner is provided by CookieYes, which records your cookie choices so that we can respect them and demonstrate that consent was given. Your choices are stored with a randomly generated identifier, not your name or email address. CookieYes delivers the banner through a content delivery network, which sets a short-lived cookie to distinguish real visitors from automated traffic.
Lawful bases
We only process personal information where we have a lawful basis to do so. On this website that means:
- Legitimate interests — responding to enquiries, organising the network’s training, and keeping the website secure and available.
- Consent — analytics cookies, videos and other non-essential third-party content, and the mailing list. Where we rely on consent, you can withdraw it at any time.
We do not make decisions that affect you based solely on automated processing. No payment or card details are collected or processed through this website.
Sharing your information
Information you submit through this website is used by Improving Lives Plymouth and the people running the Trauma Informed Plymouth Network. We do not sell it, and we do not share it for marketing purposes.
It is handled by the service providers named in this policy — our mailing list, analytics, cookie consent and website security providers — which act on our instructions. We may also share information where we are required to do so by law, or where it is necessary to protect someone’s safety. Improving Lives Plymouth’s approach to safeguarding and legal disclosures is set out in its main privacy policy.
International transfers
Personal information is normally stored and processed within the United Kingdom. Some of the services that support this website, such as Google Analytics and Mailchimp, may process limited information outside the UK. Where this happens, we make sure safeguards recognised by UK data protection legislation are in place, such as UK adequacy regulations or approved international data transfer agreements.
Your data protection rights
Depending on the circumstances, you may have the right to:
- Ask us to correct inaccurate or incomplete personal information.
- Ask us to delete your personal information.
- Ask us to restrict how we use your personal information.
- Object to certain types of processing.
- Request a copy of your information in a portable format where applicable.
- Withdraw your consent where we rely on consent.
- Make a complaint to the Information Commissioner’s Office if you are unhappy with how your personal information has been handled.
These rights do not apply in every circumstance. If we cannot comply with a request, we will explain the reason where the law allows us to do so.
You also have the right to ask whether we hold personal information about you and to request a copy of it. This is known as a Subject Access Request, and for information collected through this website it is handled by Improving Lives Plymouth — see the Subject Access Requests section of the Improving Lives Plymouth Privacy Policy.
Complaints
If you are concerned about how your personal information has been handled, please contact the Improving Lives Plymouth Data Protection Lead first, using the details below, so that we can consider and respond to your concern.
You also have the right to raise a concern with the Information Commissioner’s Office:
Information Commissioner’s Office
Wycliffe House, Water Lane
Wilmslow, Cheshire SK9 5AF
Telephone: 0303 123 1113
ico.org.uk
Contacting us
For general enquiries about the Trauma Informed Plymouth Network, please contact us at info@tipn.org.
For anything relating to this policy, including Subject Access Requests and data protection enquiries, please contact:
Data Protection Lead
Improving Lives Plymouth
Ernest English House, Buckwell Street
Plymouth PL1 2DA
Telephone: 01752 241052
Email: admin@improvinglivesplymouth.org.uk
Document Control
Version 1.0. Last reviewed: August 2026. Next review due: August 2027. Owner: Data Protection Lead, Improving Lives Plymouth.
