Data Protection & Privacy Policy

1. Purpose of this Policy

The Wellbeing Hub (“the Hub”) is committed to protecting the privacy and personal data of its members, event attendees, partners, and others who interact with the Hub.

This policy explains what personal data we collect, how we use it, how we store it, and your rights in relation to that data. It reflects our commitment to transparency, care, and good data stewardship, in line with applicable data protection laws in Jersey.

2. Who We Are

The Wellbeing Hub operates from 19 Commercial Buildings, St Helier, Jersey JE4 8PW, and provides shared workspace and facilities for organisations and individuals working in wellbeing, mental health, and community support.

For the purposes of data protection law, the Hub acts as the data controller for the personal data it collects and holds.

3. What Data We Collect

We only collect data that is necessary for the operation of the Hub and the management of membership and events.

This may include:

  • Name

  • Organisation name (if applicable)

  • Email address

  • Telephone number

  • Membership type

  • Billing and payment information

  • Access or booking-related information

  • Records of communication with the Hub

  • Emergency contact details (where provided)

We do not routinely collect sensitive personal data (such as health information). If sensitive information is shared with us incidentally (for example, in an email), it will be treated with additional care and confidentiality.

4. How We Use Your Data

We use personal data only for legitimate Hub-related purposes, including:

  • Managing memberships and access to the Hub

  • Communicating about bookings, events, closures, or operational matters

  • Administering payments and invoicing

  • Responding to queries or concerns

  • Meeting safeguarding, safety, or legal obligations

  • Improving the operation of the Hub

We do not sell personal data or use it for unrelated marketing purposes.

5. Legal Basis for Processing

We process personal data on the following bases:

  • Contractual necessity – to manage your membership or use of the Hub

  • Legitimate interests – to operate the Hub safely and effectively

  • Legal obligations – where required by law

  • Consent – where you have explicitly agreed (e.g. event communications)

6. Data Storage and Security

Personal data is stored securely and accessed only by those responsible for running the Hub.

This may include:

  • Secure email systems

  • Password-protected files or platforms

  • Locked physical storage where applicable

We take reasonable steps to protect data against loss, misuse, unauthorised access, or disclosure. As a small organisation, we keep systems simple and proportionate, and review them as the Hub grows.

7. Data Sharing

We do not share personal data with third parties except where:

  • It is necessary for Hub operations (e.g. payment processing)

  • We are legally required to do so

  • There is a safeguarding or safety concern

  • You have given explicit consent

Any third parties we work with are expected to handle data responsibly.

8. Data Retention

We keep personal data only for as long as necessary:

  • Membership data is retained while you are a member and for a reasonable period afterwards for administrative purposes

  • Financial records are kept in line with legal and accounting requirements

  • Data no longer needed is securely deleted or destroyed

9. Your Rights

You have the right to:

  • Request access to the personal data we hold about you

  • Request correction of inaccurate or incomplete data

  • Request deletion of your data where appropriate

  • Withdraw consent where processing is based on consent

  • Raise concerns about how your data is used

Requests can be made by contacting the Hub (see below).

10. Photography and Communications

From time to time, the Hub may take photographs at events for communications or promotional purposes. We will do this sensitively and respect requests not to be photographed wherever reasonably possible.

We will only send communications relevant to Hub membership, operations, or events.

11. Changes to this Policy

This policy may be updated as the Hub develops, systems change, or legal requirements evolve. Any significant changes will be communicated to members.

12. Contact

If you have questions about this policy or how your data is handled, please contact:

The Wellbeing Hub
Email: hubteam@wellbeinghub.je