Privacy Policy
Last updated: September 2026
At Bebe’s Hive CIC, we take your privacy seriously. This Privacy Policy explains how we collect, use, store and protect your personal information when you visit our website, contact us, apply to work or volunteer with us, attend or support our events, purchase from us, make an enquiry, or otherwise interact with Bebe’s Hive.
Bebe’s Hive CIC is responsible for deciding how and why your personal information is used and is the data controller for the personal information covered by this policy.
Who we are
Bebe’s Hive CIC is a Community Interest Company creating a safe, creative and compassionate space for children and families affected by grief and bereavement.
Our website is bebeshive.org.
If you have any questions about this Privacy Policy or how we use your personal information, you can contact us through the contact details provided on our website.
What information we may collect
The information we collect will depend on how you interact with us and may include:
- your name;
- address;
- email address and telephone number;
- date of birth or age, where relevant;
- information you provide through contact, enquiry, registration or application forms;
- employment history, qualifications, experience and references where you apply for a job or volunteer role;
- information required for recruitment, safeguarding, DBS or suitability checks where applicable;
- emergency contact details;
- information relating to events, fundraising activities or challenges you take part in;
- donation and fundraising information;
- order, delivery and transaction information when purchasing merchandise or other items;
- your communication and marketing preferences;
- photographs, video or other media where appropriate permission has been obtained;
- technical information about your use of our website, such as your IP address, browser type and cookie information; and
- any other information you choose to provide to us.
In some circumstances, particularly in connection with safeguarding or the support we provide, information may be more sensitive. We will only collect sensitive personal information where there is a clear reason for doing so and where we have an appropriate lawful basis.
Children and families
The work of Bebe’s Hive involves children, young people and families affected by bereavement.
We recognise that information relating to children requires particular care and protection. Where we collect personal information about a child, we will only collect information that is necessary for the relevant purpose and will take appropriate steps to ensure that it is handled securely and responsibly.
Where appropriate, information will be provided to and/or consent obtained from a parent, guardian or person with parental responsibility.
There may be circumstances, particularly relating to safeguarding, where we need to use or share information without consent in order to protect a child or another person from harm or to comply with a legal obligation.
How we collect your information
We may collect information directly from you when you:
- complete a form on our website or through a form service we use;
- apply for a job or volunteering opportunity;
- register for an event, activity or fundraising challenge;
- contact us by email, telephone, social media or in person;
- make a donation or fundraise for us;
- purchase merchandise or other items;
- subscribe to receive news or updates;
- attend one of our events;
- provide photographs, stories or other content to us; or
- access services or activities provided by Bebe’s Hive.
We may also receive information from third parties where appropriate, for example event or fundraising platforms, payment providers, recruitment services, referees or partner organisations.
How we use your information
We may use your personal information to:
- respond to enquiries and communicate with you;
- process job and volunteer applications;
- manage our staff and volunteers;
- arrange interviews, references, training and appropriate safeguarding checks;
- manage events, fundraising activities and challenges;
- process donations and maintain appropriate financial records;
- process and fulfil merchandise orders;
- administer activities and services provided by Bebe’s Hive;
- maintain the safety and wellbeing of children, families, staff and volunteers;
- manage safeguarding concerns;
- send you news, fundraising information or other updates where we have permission or another lawful basis to do so;
- manage our relationship with supporters, partners and suppliers;
- improve our website, activities and services;
- keep appropriate organisational, financial and governance records; and
- comply with our legal and regulatory responsibilities.
We will not use your personal information for purposes that are incompatible with the reason it was collected unless permitted or required by law.
Our lawful bases for using your information
Under UK data protection law, we must have a lawful reason for using your personal information.
Depending on the circumstances, we may rely on:
Consent – where you have given us clear permission to use your information for a particular purpose, for example certain marketing communications or the use of photographs.
Contract – where using your information is necessary to enter into or perform a contract with you, for example when processing an order or managing employment.
Legal obligation – where we need to use information to comply with the law, including certain employment, financial, safeguarding and regulatory requirements.
Legitimate interests – where it is reasonably necessary for the operation of Bebe’s Hive and those interests do not override your rights and freedoms. This may include responding to enquiries, administering applications, managing supporters and improving our organisation.
Vital interests – in exceptional circumstances where using information is necessary to protect someone’s life.
Where we process special category information, we will also ensure that an additional legal condition permitting us to process that information applies.
Job and volunteer applications
If you apply to work or volunteer with Bebe’s Hive, we will use the information you provide to assess your application and suitability for the role.
This may include your contact information, employment and volunteering history, qualifications, experience, references and answers provided during the application and interview process.
For roles involving children or vulnerable people, additional safeguarding and suitability checks may be required.
Information provided during recruitment will only be accessible to people who need it for the recruitment, safeguarding or administration process.
If your application is unsuccessful, we will not retain your application information indefinitely. We will keep it only for an appropriate period for recruitment, legal and record-keeping purposes and will then securely delete or destroy it unless you have agreed that we may retain it for consideration for future opportunities.
Safeguarding
Safeguarding is central to the work of Bebe’s Hive.
Where information raises a safeguarding concern, we may need to record, use and share relevant information with our safeguarding leads and, where necessary, appropriate statutory agencies or other organisations responsible for protecting children or individuals from harm.
Where there is a safeguarding concern, protecting a child or individual may take precedence over confidentiality. We will only share information that is necessary and appropriate in the circumstances.
Donations and fundraising
If you donate to Bebe’s Hive or fundraise on our behalf, we may collect information necessary to administer your donation or fundraising activity, communicate with you and meet our accounting and legal obligations.
Where donations are processed through an external fundraising or payment platform, that provider may also process your information in accordance with its own privacy policy.
Purchases and payments
When you purchase merchandise or other items from us, we may collect information such as your name, contact details, delivery address and order information.
Payments may be processed by third-party payment providers. We do not intentionally store complete payment-card details ourselves where payment is handled securely by an external payment provider.
We may retain appropriate transaction records where required for accounting, tax, legal or regulatory purposes.
Marketing and keeping in touch
We may occasionally send information about Bebe’s Hive, including news, events, fundraising opportunities and ways to support our work.
Where required, we will only send electronic marketing communications where you have given us permission to do so.
You can unsubscribe from marketing communications at any time by using the unsubscribe option provided in the communication or by contacting us.
We will still be able to contact you about administrative matters where necessary, for example an event you have registered for, an application you have submitted or an order you have placed.
Who we may share your information with
We do not sell your personal information.
We may share information with trusted organisations that help us operate Bebe’s Hive, where this is necessary and appropriate. These may include:
- website, email and IT service providers;
- form and database providers;
- payment processors and banking providers;
- event, ticketing and fundraising platforms;
- payroll, accounting and professional advisers;
- delivery and fulfilment providers;
- recruitment, DBS or safeguarding services;
- partner organisations where necessary to deliver an activity or service; and
- regulators, local authorities, police, safeguarding agencies or other statutory bodies where required by law or where necessary to protect someone from harm.
Where third-party organisations process personal information on our behalf, we expect them to handle it securely and only for the purposes for which it has been provided.
Some third-party services may process information outside the United Kingdom. Where this happens, we will take appropriate steps to ensure that the information receives the protections required by UK data protection law.
How long we keep your information
We only keep personal information for as long as reasonably necessary for the purpose for which it was collected and to meet any legal, safeguarding, financial, insurance or regulatory requirements.
Different types of information may therefore be retained for different periods.
When information is no longer required, we will securely delete, anonymise or destroy it.
Certain safeguarding records may need to be retained for longer periods in accordance with safeguarding requirements and our organisational policies.
How we protect your information
We take appropriate organisational and technical measures to protect personal information against loss, misuse, unauthorised access, alteration or disclosure.
Access to personal information is limited to staff, volunteers, directors, professional advisers and service providers who have a legitimate reason to access it.
Cookies and our website
Our website may use cookies and similar technologies to help the website operate correctly, understand how it is being used and improve visitors’ experience.
Some third-party services embedded within our website may also place cookies or collect technical information.
Where required by law, we will ask for your consent before placing non-essential cookies on your device.
You can also manage cookies through your browser settings.
Links and embedded content
Our website may contain links to or embedded content from other websites and services, including social media, video, ticketing, fundraising or payment platforms.
These organisations may collect information about you in accordance with their own privacy policies. Bebe’s Hive is not responsible for the privacy practices of third-party websites.
Your data protection rights
Depending on the circumstances, UK data protection law gives you rights over your personal information. These may include the right to:
- ask us for a copy of the personal information we hold about you;
- ask us to correct inaccurate or incomplete information;
- ask us to delete your information in certain circumstances;
- ask us to restrict how your information is used;
- object to certain uses of your information;
- receive certain information in a portable format; and
- withdraw your consent where we rely on consent to process your information.
You will not normally have to pay a fee to exercise these rights.
If you would like to exercise any of these rights, please contact Bebe’s Hive using the contact details provided on our website.
Complaints
If you have concerns about how Bebe’s Hive has handled your personal information, please contact us first so that we have an opportunity to address your concerns.
You also have the right to raise a concern with the Information Commissioner’s Office (ICO), the UK’s independent regulator for data protection.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time as Bebe’s Hive develops, our services change or legal requirements are updated.
The latest version will always be published on our website with the date it was last updated.