Last updated: 18th November 2025
Website: https://sobis.co.uk
SOBIS YPC (“we”, “us”, “our”) is committed to protecting your privacy and ensuring that your personal data is handled safely, securely, and lawfully. This Privacy Policy explains how we collect, use, store, and protect your personal information when you interact with our website and services.
By using our website, you agree to the practices described in this policy.
1. Information We Collect
We only collect personal information that you voluntarily provide when:
1.1 Contacting Us
If you submit an enquiry through our contact form, we may collect:
– Your name
– Email address
– Phone number
– Any information included in your message
1.2 Making a Donation
When you make a donation through our website, we may collect:
– Your name
– Email address
– Donation amount
– Billing or payment information
– Gift Aid details (if applicable)
Payment details are processed through secure third-party payment processors. We do not store full card details on our systems.
1.3 Submitting an Admissions Form
When you complete our admissions form, we may collect:
– Personal identification details (name, address, contact information)
– Application-related information
– Payment information (if an application fee is required)
All data is used solely for processing applications and maintaining accurate organisational records.
2. How We Use Your Information
We use your personal data for the following purposes:
– Responding to enquiries and messages
– Processing donations and issuing receipts
– Maintaining accurate financial records
– Processing admissions applications
– Communicating important updates or information related to your enquiry, donation, or application
– Managing organisational operations
– Complying with legal obligations, including record-keeping and reporting requirements
We do not sell or share your data with third parties for marketing purposes.
3. Legal Bases for Processing
In accordance with UK Data Protection Law and UK GDPR, we process your personal data under the following lawful bases:
– Consent: When you submit a form or request information.
– Contract: When processing information necessary to provide a service you request.
– Legal Obligation: For maintaining donation and financial records.
– Legitimate Interest: For organisational administration and improving user experience.
4. Data Sharing
Your information may be shared with trusted third parties only when necessary to:
– Process payments
– Deliver digital or administrative services
– Maintain website functionality and security
– Comply with legal or regulatory obligations
All third parties are required to handle your data securely and lawfully.
We do not permit any third parties to use your information for their own purposes.
5. Data Storage & Security
We take appropriate technical and organisational measures to protect your personal data, including:
– Secure, encrypted website connection (HTTPS)
– Controlled access to personal information
– Secure data storage systems
– Regular security monitoring
– Limited retention of data
While we take all reasonable steps to protect your information, no method of transmission over the internet is 100% secure. We cannot guarantee absolute security but strive to maintain the highest possible standards.
6. Data Retention
We keep your personal information only for as long as necessary:
– Enquiry messages: up to 12 months
– Donation and financial records: up to 6 years (legal requirement)
– Admissions data: up to 12 months after the admissions cycle ends
Once the retention period ends, your data is securely deleted or anonymised.
7. Your Data Protection Rights
Under UK GDPR, you have the right to:
– Access the personal data we hold about you
– Request correction of inaccurate or incomplete information
– Request deletion of your data (“right to be forgotten”)
– Restrict or object to processing
– Withdraw consent at any time
– Request a copy of your data in a portable format
To exercise any of these rights, contact us at:
info@sobis.co.uk
We may request verification to confirm your identity before fulfilling your request.
8. Cookies & Website Tracking
Our website may use essential cookies to function properly and improve the browsing experience.
We do not use intrusive tracking or advertising cookies.
You may control cookie preferences through your browser settings.
9. External Links
Our website may contain links to external websites.
We are not responsible for the privacy practices or content of these third-party websites. We encourage you to review their privacy policies individually.
10. Children’s Privacy
We do not knowingly collect personal information from children under 13 without appropriate consent. If you believe a child has submitted personal data to us without consent, please contact us so we can remove it promptly.
11. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated revision date. We encourage you to review this policy periodically.
12. Contact Us
If you have any questions or concerns about this Privacy Policy or how we handle your data, please contact:
info@sobis.co.uk