Privacy Notice
Data Controller: Blank Canvas: Charity Number 1182185, known as Blank Canvas
Data Protection Lead: Jonny Hedges
Date of Policy: September 2026
Privacy Notice
Blank Canvas customer privacy notice
This privacy notice tells you what to expect us to do with your personal information.
Contact details
What information we collect, use, and why
Lawful bases and data protection rights
Where we get personal information from
How long we keep information
Who we share information with
How to complain
Contact details
Telephone
07310 250352
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
Photographs or video recordings
Right to work information
Health information (including medical conditions, test results, allergies, medical requirements and medical history)
Dietary information (including allergies and health conditions)
Website user information (including user journeys and cookie tracking)
We also collect or use the following special category information to provide services and goods, including delivery and third party referrals. This information is subject to additional protection due to its sensitive nature:
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)
Visitors to our stores and website
We collect or use the following personal information for service updates or marketing purposes:
Names and contact details
Marketing preferences
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
Any other personal information required to comply with legal obligations
Safeguarding information
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 )
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 set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:
Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.
Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
Your right to erasure - You have the right to ask us to delete your personal information. Read more about the right to erasure
Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.
Your right to object to processing - You have the right to object to the processing of your personal data. Read more about the right to object to processing.
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.
Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.
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.
Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Recognised legitimate interests - our pre-approved purpose for collecting or using personal information to provide services and goods, including delivery and third party referrals:
We need to respond to, or deal with, an emergency event or situation (the ‘emergencies condition’)., We need to protect the physical, mental or emotional well-being of people who need extra support, or to protect them from harm or neglect (the ‘safeguarding condition’).
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.
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 have a legitimate interest in using limited personal information to seek and receive donations or funding, maintain relationships with supporters, and organise fundraising activities, as this is necessary to sustain our charitable work. We only use relevant information where people would reasonably expect it, respect their communication preferences and right to object, and consider that the benefit to our charitable work outweighs the limited impact on their privacy.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
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.
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 have a legitimate interest in using limited personal information to keep people informed about relevant services, activities, events and opportunities to support our work. We only send communications where lawful and reasonably expected, use the minimum information necessary, and provide a clear way to opt out, so the benefits outweigh the limited impact on people’s privacy.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
Our lawful bases for collecting or using personal information to comply with legal requirements are:
Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Recognised legitimate interests - our pre-approved purpose for collecting or using personal information to comply with legal requirements:
We need to respond to, or deal with, an emergency event or situation (the ‘emergencies condition’)., We need to protect the physical, mental or emotional well-being of people who need extra support, or to protect them from harm or neglect (the ‘safeguarding condition’).
Our lawful bases for collecting or using personal information for recruitment 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.
Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
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 have a legitimate interest in using applicants’ personal information to manage recruitment, assess their suitability for a role, communicate with them, and make fair and informed appointment decisions. We only use relevant information, keep it secure and retain it for no longer than necessary, so the benefits of effective recruitment outweigh the limited impact on applicants’ privacy.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
Where we get personal information from
Directly from you
Family members or carers
Schools, colleges, universities or other education organisations
How long we keep information
Please see our Data Protection Policy relating to our retention policy - https://docs.google.com/document/d/1DXDnJsarTtAXAeGIDNB5VH0WhL7pkHdj/edit?usp=sharing&ouid=109993090190922209661&rtpof=true&sd=true
Who we share information with
Data processors
CharitySuite
Stores and manages the charity’s operational, governance and administrative records that we enter into the system.
Stewardship
Processes employee payroll information on our behalf, including pay, tax, National Insurance, pension and other relevant employment details.
Expense Plus
Processes and stores information relating to expenses, payments, receipts and other financial transactions.
Google Workspace
Provides our email, calendar, document storage and collaboration systems, including hosting and processing information contained in emails, documents and shared files.
MyConcern
Stores and processes safeguarding records, including concerns, incident details, case notes, actions and referrals, enabling our safeguarding team to manage, monitor and respond appropriately to concerns about a young person’s welfare.
Brevo
Stores and manages our mailing lists and recipients’ contact preferences, sends newsletters and service or marketing updates on our behalf, manages subscriptions and opt-outs, and provides information about email delivery and engagement.
Outcome Star
Stores and processes information from our advocacy work, including young people’s needs, assessments, support goals and progress, enabling us to plan appropriate support and monitor outcomes over time.
Others we share personal information with
Charities and voluntary organisations
Organisations we need to share information with for safeguarding reasons
Relevant regulatory authorities
Organisations we’re legally obliged to share personal information with
Current employers
How to complain
If you have any concerns about our use of your personal information, you can make a data protection complaint to us:
Email: info@blankcanvasyouth.com
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
Updated September 2026