Privacy Policy | Hear Their Roar

[CONFIRM: owner or a legal adviser to review before launch]
This privacy policy is a plain-English explanation of our current data handling practices. It has been prepared for Hear Their Roar CIO and should be formally reviewed prior to public launch.

1. Who we are

Hear Their Roar is a Charitable Incorporated Organisation (CIO) registered with the Charity Commission for England and Wales (Charity Number: 1188513). Our registered address is 11 Lewis Close, Aylesbury, Buckinghamshire, HP19 9AW, United Kingdom.

For the purposes of the UK Data Protection Act 2018 and the UK General Data Protection Regulation (UK GDPR), Hear Their Roar is the Data Controller responsible for your personal data.

2. What data we collect

We only collect personal information that you choose to provide to us directly. When you use the contact form on our website, we collect:

Your full name (First Name and Last Name)
Your email address
The topic of your enquiry (Giving, Partnering, Media, or Something else)
Your message text and any additional information you include in your message
Your consent confirmation timestamp

We do not collect sensitive special-category data through our website contact form.

3. How we use your data and legal basis

We process your personal information under the legal basis of Consent (when you submit the contact form and tick the agreement checkbox) and Legitimate Interests (to communicate with you and answer your enquiries):

To respond to your questions, partnership proposals, or giving queries.
To keep an administrative record of correspondence.
We will never sell, rent, trade, or commercially exploit your personal information.

4. Who sees your data and where it is stored

Access to your contact details is strictly restricted to designated charity trustees and operational team members (such as our enquiry coordinators, Sam and Megan). Form submissions are stored securely in our encrypted WordPress database and transmitted via email notifications directly to our official charity mailboxes (roar@heartheirroar.org and sam@heartheirroar.org).

5. How long we keep your data (Retention)

We retain correspondence for as long as necessary to address your enquiry, maintain a responsible relationship with our partners, or meet legal and statutory charity record-keeping requirements. If our interaction ends and there is no continuing relationship, your correspondence will be safely deleted after 2 years.

6. Your statutory rights under UK GDPR

Under UK data protection law, you have specific rights regarding your personal information:

Right of Access: You can request a copy of the personal information we hold about you.
Right to Rectification: You can ask us to correct inaccurate or incomplete data.
Right to Erasure (“Right to be Forgotten”): You can ask us to delete your personal data.
Right to Restrict Processing: You can ask us to pause processing your data in certain circumstances.
Right to Withdraw Consent: Where processing is based on consent, you may withdraw that consent at any time.

To exercise any of these rights, please email us at roar@heartheirroar.org. We will respond within one calendar month free of charge.

7. Cookies and third-party services

Our website aims to be privacy-first and lightweight:

Essential Cookies: We only use technical session cookies necessary for website security and form submission verification (anti-spam honeypot).
Stewardship Donation Portal: When you click our Donate buttons, you are transferred to Stewardship’s secure website (stewardship.org.uk), which operates under its own privacy policy. Hear Their Roar does not collect or store your bank or payment card details.
Social Media Links: Links to Instagram, Facebook, X, and LinkedIn open directly on those platforms. No invasive tracking beacons or tracking cookies are executed without your direct interaction.

8. Contact us or raise a concern

If you have any questions about this Privacy Policy or how we handle your personal data, please contact:

Hear Their Roar
Email: roar@heartheirroar.org
Phone: 07708779474
Address: 11 Lewis Close, Aylesbury, Bucks, HP19 9AW

You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO) at ico.org.uk if you believe your data has been handled improperly.

Last updated: October 2026.