MAN&BOY Privacy Policy
Our organisation is called MAN&BOY. We are a registered charity no. 1153633 registered in England and Wales. Our address is Richard Mayo Centre, 11 Eden Street, Kingston, Surrey KT1 1HZ.
This privacy policy explains how we use any personal information we collect about you, when you are referred to our charity to take part in the MAN&BOY programme or when you become involved with MAN&BOY as a donor, supporter, volunteer, employee or referrer.
Areas this Privacy Policy covers are as follows:
· What information do we collect about you?
· How will we use the information about you?
· Marketing
· Access to your information and correction
· Changes to our privacy policy
· How to contact us
· Your right to complain
· Your right to be forgotten/ have your information deleted from our system
What information do we collect about you?
Participants
We collect information about you and the boy in your care, when you are referred to us by a third-party agency such as school or a social care provider. We also collect information when you voluntarily complete enrolment forms, the family agreement form, feedback forms or questionnaires about the MAN&BOY programme, to find out if the programme is helping you and your child. We ask you to complete a consent form at enrolment and this must be signed by the person with parental responsibility. We use an e-form for this purpose and once signed it is kept securely.
We collect information about you, the boy in your care and the boy’s main carer so that we can more easily communicate with you throughout the time that you take part in MAN&BOY.
If you agree to share your information with us, we will use physical and electronic, application-based communication tools, texting, email and letters to inform you of upcoming events that MAN&BOY is running that may be of interest to you. Please let us know if you no longer wish to receive these by contacting us using any of the methods specified in this policy.
We specifically collect some special (sensitive) categories of information about you to ensure that we are providing our service fairly to as many groups in society as possible and to ensure that when you are taking part in the programme we do all that we can to
ensure your safety. These special categories of information are ethnicity/ nationality/ gender/ religious belief/ marital status/ health needs/ declared disability and GP details.
We also use the information you provide to us in anonymised and aggregated forms, such as charts or statistics, to:
-Ensure we can research and analyse how the charity is impacting and supporting our participants.
-Report to funders to demonstrate the impact of the MAN&BOY programme and how their funding has supported both the charity and participants.
In this case, we will provide funders with the following anonymised (person non-identifiable) information:
Where possible we will discuss any disclosure regarding safeguarding with you in the first instance.
Referrers
In this case “you”/“your” refers to both the referring organisation and the then-current post-holder at that organisation unless the referrer is an individual.
We will collect the information that you supply to us, name, job title, organisation, telephone number and email address, we will also record factual accounts of conversations with you about the person you refer and any referral notes and applications that you send us. Please note that we reserve the right to share these conversations and referral notes with the participant that you have referred to us.
With regard to data related to your post and the person you refer, we will hold this for as long as any person that you refer is using our service and will hold the information after this date to inform you of upcoming events that may be of interest to you and your potential referees. In this case, if all your contact with us is closed (i.e. all ongoing referrals are closed) and you would prefer us not to contact you again, we would ask that you send us an email to to this effect and we will remove your details from our contact database. Where possible please update us with any changes to personnel in your organisation in terms of best contact.
Our preferred platform for contact regarding upcoming events and referral opportunities is Mailchimp. You will be invited to join this mailing list and you can opt-out or unsubscribe at any time. Mailchimp holds their own privacy policy which can be viewed on their website.
Where you give us personal information (for example in regard to a personal response to the charity to support us or donate to us), we will hold this information separately with our donor details and you have the right to withdraw this personal information at any time.
Employee/Volunteer
We will collect information that has direct relevance to us recruiting you and keeping you safe at work for example name, address, telephone number, email address and other electronic communication methods, date of birth, previous work history and experience, continuous professional development details, status to work in the UK, including any details of relevant visas. This applies to both job applicants and employees. We will also keep a record of any relevant health needs/ disabilities that you disclose to us on appointment or after. We will also collect next of kin details. We have an obligation to ask you to apply for a Disclosure and Barring Check before an appointment can take place and will keep the application number relating to this or the annual update check number. We will also hold any details regarding self-declarations relating to the DBS process securely according to our IT Security Policy. We will also keep notes of any one-to-one and staff meetings held with you.
Donor/Supporter
We appreciate that it is vital that we protect our donors’ and supporters’ privacy and take this right to privacy seriously. Donors are identified on our accounts with a unique identifier that is not their name. We will collect and hold any personal details that you give us including your name, address, telephone number/s, email and other address/es, marketing preferences and details of your preferred method of contact, separately. We will also keep on file your gift aid declaration, the amounts you have donated in the past and are anticipated to donate in the future and the bank account details for the accounts from which the debits are made. We will only pass on this data to authorities where we are legally bound to do so.
Any donations made via our partners Localgiving and Virgin Money Giving are held on their database under their terms and conditions.
Please note that we currently use Mailchimp as our supporter channel and will use this as a channel to send you occasional emails about our work if you have given us your contact email details. If you would prefer for us not to contact you in this way please let us know and we will delete your contact details from the platform. You can also unsubscribe via the platform at any time and through a link on each communication.
How will we use the information we hold about you?
If you are a participant, we will use the information we hold about you to provide you with services related to the MAN&BOY programme, to communicate with you and to communicate with the person that referred you. In this case, we will not disclose confidential information that you do not wish us to pass on, unless it has bearing on a safeguarding issue to which you are a party.
If you are a donor, employee, referrer, supporter, or supporter/ alumni of the MAN&BOY programme we will use the information that you give us to send you updates about MAN&BOY in line with your marketing preferences and will only contact you in the ways that you consent to be contacted by and prefer by: Letter, Email, Mobile Telephone, Social Media, (e.g. Facebook and Twitter, Instagram) Electronic messaging applications, and only with the information that you are interested in. This information includes:
You have the right to request a copy of the information that we hold about you. If you would like a copy of the personal information that MAN&BOY holds about you, please write to us at the address above or contact We will acknowledge your contact, verify your identity and provide the information within thirty days of receipt of your letter/ email and after verification of identity. We want to make sure that your personal information is accurate and up to date. You may ask us to correct or remove information you think is inaccurate. You may withdraw consent to us
contacting you at any time by writing to us at the address above, or by contacting us at or to cease receiving communications, by emailing the word Unsubscribe in response to any communication we send to you. However, be aware that we will be obliged to retain information that enables us to fulfil our legal obligations.
Please be aware that if we delete your data, for example your email address/mobile telephone number we will not readily be able to tell you about upcoming events that you may wish to attend or support or refer to. Please also be aware, in line with recommended best practice, it is MAN&BOY’s policy to keep information about a child that has attended any MAN&BOY event for up to ten years after our last contact with them and the name of the man who accompanies the child at any MAN&BOY event. This information will be secured on our computer archive or in a locked paper archive and securely destroyed at the end of the retention period. This is to ensure we comply with current guidance regarding safeguarding vulnerable children and adults.
Data Retention and Security – See Data Protection and IT Security Policy (copy available from
Right to complain
If you feel that any of the information we hold about you is inaccurate and we have not corrected this information within 30 days of request (after you have verified your identity to us), or we are holding your information unfairly or unlawfully you have the right to complain to MAN&BOY at
You can also complain to the Office of the Information Commissioner; complaints can be made at: https://ico.org.uk/concerns/handling/
Changes to our privacy policy
We keep our privacy policy under regular review and we will place any updates on this web page www.manandboy.org
How to contact us:
Please contact us if you have any questions about our privacy policy or information we hold about you:
This privacy policy was last updated: 30th November 2020 and will be updated yearly or in line with changes to legislation.
Signed by Trustees from the MAN&BOY board with delegated authority:
Justin Cooper: Treasurer
John Buckeridge: Chair of Trustees
Our Vision
Our Values