Privacy Policy

Introduction

About Sweaty Betty Foundation and this Privacy Policy

Sweaty Betty Foundation – Privacy Policy  

Last updated: March 2026 

1. Introduction 

The Sweaty Betty Foundation is a charity registered in England and Wales with charity number 1193601 (“we”, “us”, “our”) is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, store, and share your personal data when you interact with us – including through our website, events, programmes, and communications. 

For purposes of UK data protection law, we are the data controller of your personal data. 
If you have questions about this policy, you can contact us at: SBFinfo@sweatybetty.com 

Address: Kings Place, 90 York Way, London N1 9AG. 

2. What This Policy Covers 

This Privacy Policy applies when you: 

• Visit our website 

• Contact us by email, telephone, post, or online form 

• Take part in our events, programmes, research or grant-funded activities 

• Subscribe to our newsletters or updates 

• Donate to the Foundation 

• Engage with us on social media 

• Are photographed or filmed at one of our activities (see Section 6) 

• Otherwise provide your personal data to us 

3. What Personal Data We Collect 

We may collect the following types of personal data: 

3.1 Information you provide to us 

• Name, contact details, and communication preferences 

• Date of birth (where relevant to programme participation) 

• Donation information 

• Event sign‑up details 

• Survey or feedback responses 

• Consent forms (including parental/guardian consent for participants under 18) 

• Gift Aid where applicable 

• Volunteer to work with us. 

• Information provided in funding or grant applications. 

3.2 Information we collect automatically 

• Website usage data (cookies, IP address, browser type, device type) 

• Interaction with our email campaigns 

• Social media engagement (based on your platform settings) 

3.3 Information from third parties 

• Donation platforms transferring supporter data 

• Partner organisations delivering programmes jointly with us 

• Schools or community organisations participating in our initiatives 

4. How We Use Your Personal Data 

We use your information to: 

• Deliver our programmes, events, and services 

• Process donations and maintain accurate financial records 

• Administer Gift Aid claims 

• Communicate with you about our work and fundraising 

• Manage our charitable activities and programmes 

• Improve our website and services 

• Meet legal or regulatory obligations 

• Manage safeguarding responsibilities 

• Share updates where you have opted in to receive them 

We do not sell personal data. 

5. Lawful Bases for Processing 

We will only process your personal data when we have a legal basis to do so under applicable law.  Depending on the circumstances, these legal bases may include: 

• Consent (e.g., where you opt in to receive email marketing, or where we rely on consent for certain photos and videos) 

• Legitimate interests (e.g., administering our charity, monitoring and improving programme effectiveness, responding to enquiries, protecting our organisation, and keeping records of our activities) 

• Legal obligation (e.g., meeting our legal obligations, financial reporting, tax, safeguarding and other legal or regulatory requirements) 

• Contract (e.g.,  where processing is necessary to manage your participation in a programme, donations, event, grant or other arrangement with us) 

6. Photos and Videos  

6.1 What We Collect 

We may capture photos or videos at events, activities, workshops, or programmes we run or fund. These may include identifiable images of participants, volunteers, staff, or partners, but only where a lawful basis applies. 

6.2 How We Use Photos and Videos 

We may use your image or likeness for: 

• Showcasing our work and impact 

• Reporting to funders and stakeholders 

• Promotional materials (digital and print) 

• Social media or website content 

• Internal documentation 

We will not use your image for purposes beyond those for which you were informed. 

6.3 Legal Basis 

Our legal basis is usually: 

• Consent (including parental/guardian consent where needed) 

• Legitimate interests (e.g., non-identifiable or operational documentation) 

Consent can be withdrawn at any time by emailing SBFinfo@sweatybetty.com 

6.4 How Long We Keep Photos and Videos 

We retain images and video recordings for up to 5 years, unless: 

• You withdraw consent 

• The material is no longer needed 

• Safeguarding, legal or regulatory requirements require a different timeframe 

After this period, content will be securely deleted or anonymised. 

6.5 Storage & Security 

Imagery is stored securely with limited access to authorised personnel and partners who genuinely need it for Foundation activities. 

6.6 Sharing 

We may share photos or videos with: 

• Design, media, or marketing partners 

• Funders and programme delivery partners 

• External media (only with appropriate consent) 

We do not sell or commercially exploit imagery. 

7. How We Store and Protect Your Information 

We take appropriate technical and organisational measures to safeguard your personal data from loss, misuse, or unauthorised access. These may include access controls, encryption, secure networks, and data minimisation. 

8. How Long We Keep Your Data 

We retain personal data only for as long as necessary to fulfil the purposes we collected it for, including legal, accounting, or reporting requirements. Specific retention periods depend on the type of data and purpose of processing. 

9. Sharing Your Personal Data 

We may share your data with: 

• Programme delivery partners 

• Schools, community organisations, or research partners 

• IT and data storage providers 

• Marketing and design agencies 

• Regulatory bodies where required 

• Donation platforms processing payments 

• Our professional advisors (for example, lawyers and auditors) 

Where we share personal data with third parties, we do so only where there is a legal basis and an appropriate reason for such sharing.  Some recipients act as our processors, and may only use the personal data on our instructions.   Other recipients are classified as independent controllers, but all recipients of personal data are required to comply with data protection law and are bound by confidentiality obligations. 

10. International Transfers 

Where personal data is transferred outside the UK, we ensure appropriate safeguards are in place as required by applicable law (e.g., adequacy decisions or standard contractual clauses).  These may include transfer to a country that has been recognised as providing an adequate level of protection, or the use of approved transfer mechanisms such as the UK International Data Transfer Agreement or the UK Addendum to standard contractual clauses, together with any supplementary measures that are required. 

11. Your Rights 

Depending on where you are located, you may have the following rights over your personal data: 

• Right to access 

• Right to rectification 

• Right to erasure 

• Right to restrict processing 

• Right to object 

• Right to data portability 

• Right to withdraw consent at any time 

• Right to opt out of targeted advertising 

You can exercise your rights by contacting SBFinfo@sweatybetty.com.  Not all of the above rights are absolute, and exceptions may apply.   You may also have the right to complain to the UK Information Commissioner’s Office if you are unhappy with how we use your personal data, although we would appreciate the chance to address your concerns first.   

If we decline to take action on your request to exercise your privacy rights, you may have the right to appeal our decision. To submit an appeal, please contact us at SBFinfo@sweatybetty.com, stating that you are appealing a decision and providing any additional information you would like us to consider. 

We may need to verify your identity before responding to your request. This is to help protect your personal data. We will only ask for information that is necessary to confirm your identity. 

12. Cookies 

We use cookies and similar technologies on our website for essential functions and, where applicable, for analytics or other optional purposes.  Where required by law we will ask for your consent before placing non-essential cookies on your device.  You can manage your cookie settings via your browser settings. 

13. Children’s Data 

Our website is not intended for use by children under the age of 16. 

14. User Generated Content 

If you submit, upload, or otherwise share any user-generated content (UGC) with the Sweaty Betty Foundation—such as feedback, stories, media, or materials—you confirm that you have the right to share this content with us. We may use UGC for the purposes of delivering our charitable activities, promoting our work, or reporting to funders, provided such use aligns with the permissions you have granted. Any personal data contained within UGC will be processed in line with this Privacy Policy, and we will not use your content in ways beyond what you were informed of or have consented to. 

15. Changes to This Policy 

We may update this Privacy Policy occasionally. Updated versions will be posted on our website with a revised “Last updated” date. 

16. Contact Us 

If you have any questions or concerns about how your data is handled, or if you would like to exercise your rights, please contact: 
SBFinfo@sweatybetty.com