Registered name: WE EMBRACE LTD
This privacy notice tells you what to expect us to do with your personal information.
Contact details
Post
49 Effra Road, , , Brixton, London, SW2 1BZ, GB
Email
[email protected]
What information we collect, use, and why
We collect or use the following information to provide services and goods, including delivery and third party referrals:
- Names and contact details
- Gender
- Addresses
- Date of birth
- Emergency contact details
- Next of kin details
- Photographs or video recordings
- Call recordings
- Service use history
- Health information (including medical conditions, test results, allergies, medical requirements and medical history)
- Dietary information (including allergies and health conditions)
- Information about care needs (including disabilities, home conditions, dietary requirements and general care provisions)
- Information about work, home and living conditions
- Information about support requirements
- Information about lifestyle, interests or personal history
- Criminal offence data
- Records of meetings and decisions
- Information about income and financial needs for funding or personal budget support
- Payment details (including card or bank information for transfers and direct debits)
- Website user information (including user journeys and cookie tracking)
- Information relating to compliments or complaints
We also collect or use the following information to provide services and goods, including delivery and third party referrals:
- Religious or philosophical beliefs
- Health information
We collect or use the following information to receive donations or funding and organise fundraising activities:
- Names and contact details
- Addresses
- Payment or banking details
- Donation history
- Tax payer information (for Gift Aid purposes)
We collect or use the following personal information for service updates or marketing purposes:
- Names and contact details
- Addresses
- Marketing preferences
- Recorded images, such as photos or videos
- Call recordings
- Purchase history
- Donation history
- IP addresses
- Website and app user journey information
- Records of consent, where appropriate
We collect or use the following personal information for research or archiving purposes:
- Names and contact details
- Addresses
- Recorded images, such as photos or videos
- Call recordings
- Purchase history
- Donation history
- IP addresses
- Website and app user journey information
- Records of consent, where appropriate
We collect or use the following personal information to comply with legal requirements:
- Name
- Contact information
- Identification documents
- Financial transaction information
- Health and safety information
- Criminal offence data
We collect or use the following personal information for recruitment purposes:
- Contact details (eg name, address, telephone number or personal email address)
- Date of birth
- National Insurance number
- Copies of passports or other photo ID
- Employment history (eg job application, employment references or secondary employment)
- Education history (eg qualifications)
- Right to work information
- Details of any criminal convictions (eg Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks )
We collect or use the following personal information for dealing with queries, complaints or claims:
- Names and contact details
- Address
- Payment details
- Account information
- Purchase or service history
- Witness statements and contact details
- Relevant information from previous investigations
- Customer or client accounts and records
- Financial transaction information
- Correspondence
We also collect or use the following information for dealing with queries, complaints or claims:
Lawful bases and data protection rights
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.
Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:
If you make a request, we must respond to you without undue delay and in any event within one month.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
Our lawful bases for the collection and use of your data
Our lawful bases for collecting or using personal information to provide services and goods, including delivery and third party referrals are:
- Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
- Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
- • Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- We collect and use personal information to match individuals with the right services, support, and opportunities—whether delivered directly by Embrace or through trusted partner organisations. Our legitimate interest is in helping displaced professionals access meaningful support and rebuild their careers. This benefits the individuals involved and contributes to wider societal integration. We ensure data is only shared where necessary and appropriate, with due consideration for privacy and dignity.
- Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.
Our lawful bases for collecting or using personal information to receive donations or funding and organise fundraising activities are:
- Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
- Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
- • Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- We process personal information to engage with existing and prospective donors, send updates on our impact, and invite people to support our work through fundraising activities. Our legitimate interest is to secure the funding needed to continue delivering services and empowering the communities we support. Outreach is proportionate and respectful, with clear opportunities for individuals to opt out. We do not buy or sell donor data.
Our lawful bases for collecting or using personal information for service updates or marketing purposes are:
- Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
- Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
- • Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- We use contact information to send relevant updates about our services, events, and campaigns to people who have interacted with Embrace or who we believe may be genuinely interested based on their prior engagement or public profile. Our legitimate interest is in keeping our supporters and service users informed, engaged, and empowered. Communications are limited in frequency, relevant in content, and always include the option to unsubscribe.
Our lawful bases for collecting or using personal information for research or archiving purposes are:
- Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
- • Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- We may use anonymised or pseudonymised personal data to evaluate the effectiveness of our programmes, support internal research, or contribute to wider learning in the charity and refugee support sectors. Our legitimate interest is to learn from our work, measure impact, and inform future improvements. No decisions are made about individuals based on this research, and data is handled with care to protect identity.
Our lawful bases for collecting or using personal information to comply with legal requirements are:
- • Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- Although many legal obligations (such as tax reporting or safeguarding) fall under legal obligation rather than legitimate interest, we may occasionally process data under legitimate interest where it helps us identify, prepare for, or fulfil legal responsibilities in a proactive and responsible way. This might include keeping internal audit trails or safeguarding assessments. Such processing supports legal compliance and operational integrity.
Our lawful bases for collecting or using personal information for recruitment purposes are:
- • Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- We collect and use personal information to manage applications, assess suitability for roles, and communicate with candidates. Our legitimate interest is to recruit the right people to help deliver our mission. We only collect information relevant to the role and treat all data with confidentiality and fairness. Unsuccessful applicant data is retained only as long as necessary, in line with best practice.
Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:
- Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- We use personal information to respond to enquiries, resolve complaints, and manage any claims made against or by Embrace. Our legitimate interest is to ensure clear communication, provide a fair and responsive service, and protect the rights and interests of both the organisation and the individuals we engage with. Data is only shared internally or with legal advisors if necessary and is handled with discretion and care.
Where we get personal information from
- Directly from you
- Family members or carers
How long we keep information
We retain personal information for as long as it is necessary to fulfil the purposes for which it was collected, including to meet any legal, accounting, or reporting requirements. In practice, this means we generally retain data indefinitely unless an individual requests its deletion or it is no longer required for our operations.
We regularly review the data we hold to ensure it remains relevant and up to date. Where individuals request that we delete their information, or where we no longer need the information for operational or legal reasons, we will securely delete or anonymise it.
We are currently developing a formal data retention schedule, and this notice will be updated accordingly when it is available.
Who we share information with
Data processors
Teque
This data processor does the following activities for us: Teque acts as a data processor for Embrace and provides a range of technology services that support our operations. Specifically, they: Manage and maintain our Beneficiary Database, which securely stores information about individuals receiving support from Embrace; Handle our email communications, including newsletters, service updates, and fundraising appeals, ensuring messages are delivered securely and efficiently to our supporters and service users; Support the management of donor information, helping us track contributions, generate reports, and ensure a smooth donor experience. Teque only processes this information under our instruction and does not use it for their own purposes. They have appropriate security measures in place and have signed a data processing agreement with Embrace.
Others we share personal information with
- Charities and voluntary organisations
- Organisations we need to share information with for safeguarding reasons
- Emergency services
- Current employers
How to complain
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint
Last updated: 31/03/2025