Legal
Privacy Policy
Last updated: [DD Month YYYY, set this when you publish]
This policy explains what personal data Fellowshell ("we", "us") collects through this website and our placement service, why we collect it, and the rights you have over it. It is written to meet our obligations under the EU/UK General Data Protection Regulation (GDPR).
Before publishing: replace the remaining bracketed placeholders below, and have this reviewed by a lawyer for your jurisdiction. This template describes the data practices actually implemented in this codebase. Update it if those practices change.
1. Who we are
The data controller for information collected through this site is Fellowshell. You can reach us at privacy@fellowshell.com for anything covered by this policy, including a request to a Data Protection Officer if one is appointed later.
2. What we collect, and why
| Data | Purpose | Legal basis |
|---|---|---|
| Name, email, company, message content, and any file you attach via the contact form | Respond to your enquiry; assess fit if you're applying as a volunteer | Legitimate interest / steps taken at your request prior to a contract |
| Email address, if you opt in to updates | Send occasional news about Fellowshell | Consent (withdraw anytime via the unsubscribe link) |
| Cookie consent choice (necessary/analytics) | Remember your cookie preference so we don't ask again | Legitimate interest (strictly necessary storage) |
| Aggregate usage data (pages viewed, approximate location, device type) | Understand how the site is used and improve it | Consent (only collected if you accept analytics cookies) |
| Background, work history, and any application materials (volunteer applicants) | Assess suitability for the program and match you to real work | Steps taken at your request prior to a contract |
3. Cookies and similar storage
We only set strictly necessary storage by default. Analytics storage is off until you actively accept it in the cookie banner, and you can change your choice at any time via "Cookie preferences" in the footer. Full detail is in our Cookie Policy.
4. Who we share data with
We do not sell personal data. We may share it with:
- Client companies, when you apply as a volunteer and are put forward for a specific piece of work (with your knowledge beforehand)
- FormSubmit (formsubmit.co), which delivers contact form submissions, including any attached files, to our inbox by email
- Regulators or authorities where we're legally required to disclose it
[Add any further processors here as you adopt them, e.g. a hosting provider or analytics vendor.]
5. International transfers
If personal data is transferred outside the EU/UK, we rely on an adequacy decision or appropriate safeguards such as Standard Contractual Clauses. [Confirm and detail once hosting/processors are finalised.]
6. How long we keep data
- Contact form enquiries: [retention period, e.g. 12 months from last contact]
- Volunteer applications and program records: [retention period, e.g. duration of the program plus a defined period after]
- Cookie consent records: up to 12 months, after which we ask again
7. Your rights
Under the GDPR, you have the right to:
- Access the personal data we hold about you
- Correct inaccurate or incomplete data
- Request erasure of your data ("right to be forgotten")
- Restrict or object to certain processing
- Request a portable copy of data you provided to us
- Withdraw consent at any time, where processing relies on consent
- Lodge a complaint with your local data protection supervisory authority
To exercise any of these rights, email privacy@fellowshell.com. We'll respond within one month, as required by law.
8. Automated decision-making
We do not use fully automated decision-making or profiling that produces legal or similarly significant effects when matching volunteers or evaluating enquiries.
9. Children's data
This site is intended for business use and is not directed at children. We do not knowingly collect data from anyone under 16.
10. Changes to this policy
We'll update this page when our practices change and update the "last updated" date above. Significant changes will be flagged more prominently where appropriate.
11. Contact
Questions about this policy or how your data is handled: privacy@fellowshell.com.