Privacy Policy
The Shape Connection
Effective Date: 22nd February 2026
Last Updated: 22nd February 2026
The Shape Connection (“we”, “us”, “our”) is committed to protecting your privacy and handling your personal data with transparency, care and integrity.
We are a Scottish Charitable Incorporated Organisation (SCIO – SC045762)) established for the advancement of health and the provision of free wellbeing counselling and workshops to support mental health in the community.
This Privacy Policy explains how we collect, use, store and protect your personal data when you use our website or engage with our services.
1. Who We Are
Organisation Name: The Shape Connection
Legal Status: Scottish Charitable Incorporated Organisation (SCIO)
Principal Office: Scotland
Email: [email protected]
Website: www.theshapeconnection/org
For the purposes of data protection law, The Shape Connection is the Data Controller.
2. What Information We Collect
We may collect and process the following categories of personal data:
A. Information You Provide Directly
- Name
- Email address
- Phone number
- Organisation name
- Job role
- Booking details for workshops
- Enquiry details
- Feedback responses
If you access counselling services, we may also collect:
- Health information (including mental health information)
- Emergency contact details
- Relevant personal background information
Health data is considered special category data under UK GDPR and is handled with additional safeguards.
B. Information Collected Automatically
When you use our website, we may collect:
- IP address
- Browser type
- Device type
- Pages visited
- Time and date of visits
- Referring website
This information is collected via cookies and analytics tools.
3. How We Use Your Information
We use your personal data to:
- Respond to enquiries
- Process workshop bookings
- Deliver counselling services
- Provide information about events (e.g., Helping the Helpers workshops)
- Improve our website and services
- Meet legal and regulatory obligations
- Maintain safeguarding standards
We do not sell or trade your personal data.
4. Legal Basis for Processing
Under UK GDPR, we rely on the following lawful bases:
- Consent – When you subscribe to updates or provide health information
- Contract – When delivering agreed services
- Legitimate Interests – To operate and improve our services
- Legal Obligation – To comply with regulatory requirements
- Vital Interests – Where safeguarding concerns arise
For special category (health) data, we rely on:
- Explicit consent
- Provision of health or social care services
5. How We Store and Protect Your Data
We implement appropriate technical and organisational measures to protect your data, including:
- Secure password-protected systems
- Encrypted digital storage where possible
- Restricted access to authorised personnel only
- Secure disposal of paper records
We retain data only as long as necessary for the purpose it was collected, or as required by law.
6. Sharing Your Information
We may share data with:
- Trusted IT and website providers
- Secure booking systems
- Professional advisors (e.g., accountants, insurers)
- Safeguarding authorities where required by law
We will only share the minimum necessary information.
We do not transfer personal data outside the UK unless adequate safeguards are in place.
7. Cookies
Our website uses cookies to:
- Ensure the website functions correctly
- Understand how visitors use our site
- Improve user experience
You can manage cookie preferences through your browser settings.
A separate Cookie Policy may provide further details.
8. Your Rights
Under UK GDPR, you have the right to:
- Access your personal data
- Request correction of inaccurate data
- Request deletion (“right to be forgotten”)
- Restrict processing
- Object to processing
- Data portability
- Withdraw consent at any time
- Lodge a complaint with the UK Information Commissioner’s Office (ICO)
ICO Website: https://ico.org.uk
To exercise your rights, contact: [Insert contact email]
9. Children’s Data
Our website is not intended for children under 16 without parental consent. We take safeguarding seriously and handle any data relating to minors with additional care.
10. Safeguarding & Confidentiality
As a provider of wellbeing counselling and workshops, we maintain strong confidentiality standards.
However, confidentiality may be broken if:
- There is risk of serious harm to you or others
- There are safeguarding concerns
- We are required by law
Where possible, we will inform you before sharing information.
11. Changes to This Policy
We may update this Privacy Policy from time to time. Updates will be posted on this page with a revised “Last Updated” date.
12. Contact Us
If you have any questions about this Privacy Policy or how your data is handled, please contact:
The Shape Connection
7 Ward Road, Dundee DD1 1LP
07803184854