In compliance with the UK GDPR, the Data Protection Act 2018 and the Data Use and Access Act 2025 (DUAA) how we collect, store and use your data is defined below. We are committed to handling your data lawfully, fairly, and transparently.
Who we are
Hay Green Education (HGE) Ltd is the Data Controller and is based at Fishlake, Doncaster DN7 5LA.
What information we hold
We hold the details you provided when you interacted with our website:
• Name
• Email address
• Mailing address
• Telephone number(s)
• Your communication preferences
We do not retain any sensitive financial information.
If you need to update your contact details, please contact Fiona Trimingham via the contact details listed below.
Our lawful bases for processing
HGE uses the lawful bases of consent and legitimate interests to process your information.
We may use your contact details to send you information about our activities where you have previously engaged with us. This is known as the ‘soft opt in’ under the UK Data (Use and Access) Act. You will always have the opportunity to opt out when your details are collected and in every communication we send.
What we use the information for
HGE Ltd will use your contact details to provide you with updates related to HGE’s activities and services.
We may also occasionally contact you with requests to participate in surveys relevant to the aims of HGE. We may also notify you of upcoming events that might be of interest.
We will not share any contact details with a third party unless we are legally required to do so.
Cookies and tracking technologies
We use cookies and similar technologies to operate and improve our services
Under DUAA:
• Some analytics and security cookies no longer require consent
• Tracking, profiling and advertising cookies still require opt in
• Cookie banners must avoid dark patterns
How we store the information and ensure it is securely held
Your contact details are stored on ‘Dropbox’ an encrypted document repository and on ‘MailChimp’ an email platform both of which are compliant with UK data protection laws and regulations.
Any identifiable personal information stored on the HGE website is stored on a server in Europe managed by ‘Ionos’ which is also compliant with UK data protection laws and regulations. All data is password protected and encrypted at all three locations.
We use technical and organisational measures to protect your data, including encryption, access controls, monitoring and auditing, staff training and secure development practices.
We do not keep paper records.
How long we will keep the information
We will keep your information until you either unsubscribe from our emails or contact us to ask for your details to be removed from our mailing list.
You can ‘unsubscribe’ from any email contact by clicking the ‘unsubscribe’ at the bottom of any of the emails we send to you. Alternatively you can contact us via the contact details below and we will remove your details for the email list.
Your rights
You have the following rights:
• The right to be informed
• Access to your data
• Correction of inaccurate data
• Erasure (‘right to be forgotten’)
• Restriction of processing
• Data portability
• Objection to processing
• The right not to be subjected to automated decision making, including profiling
• Withdrawal of consent
Your right to know what we hold (Subject Access Requests)
You can check the information we hold for you by contacting us via the contact details below.
We will make reasonable and proportionate searches when you ask for access to your personal information.
We will respond promptly to your access request and within one calendar month at the latest. If we do not have enough information from you to provide access to your data, we will be able to pause the clock until we have enough information from you to process your request.
Access will be provided to your data and errors or omissions will be corrected free of charge as long as requests are reasonable and not trivial or vexatious.
If you request that any errors of omissions are corrected this action will be taken will be made as soon as practicable.
Complaints and internal review
The DUAA requires all organisations to provide a formal internal complaints procedure.
Any complaints in relation to data protection should be submitted by email to
We will acknowledge receipt of your complaint by email within 30 calendar days of its receipt. (For the avoidance of doubt, the 30-day period will start the day after your complaint is received).
We will gather the information required to investigate the complaint. This may include seeking additional information from you.
You will be notified of the outcome of the investigation without unjustifiable or excessive delay and this will include the action taken to resolve your complaint and, if relevant, any action taken as a result of your complaint.
If you are not satisfied by the manner in which your compliant was handled by us, you have the right to complain to the Information Commissioner’s Office (ICO) on this page of the ICO website: https://ico.org.uk/make-a-complaint/data-protection-complaints/?p=start
Updates to this notice
We may update this privacy policy statement to reflect legal, technical or operational changes. The latest version will always be available on our website.
Enquiries
If you have any questions about HGE and data protection, please contact us at…
Fiona Trimingham
ICO Registration number ZA242995
Company number 5930383