Privacy Notice

Read our privacy notice to find out how we treat your personal information responsibly.

About Us

A Rainbow for Amala is a project run by The Other Way Works

We are a Company Limited by Guarantee (No. 06594555) and a UK Registered Charity (No. 1166679). The address of our head office is: 32 Melton Road, Birmingham, B14 7DA

This privacy notice explains how we use the personal data we collect from you when you use our website, attend our events, contact us by email, phone or letter, or otherwise use our services.

The Other Way Works is the data controller for this website.

We keep this privacy notice under regular review and publish any updates on this web page. This privacy notice was last updated on 13th August 2024.

The type of personal information we collect

We currently collect and process the following information:

  • Personal identifiers, contacts and characteristics (for example, names of people we work with and contact details like email and postal addresses if you get in touch with us, or sign up for our newsletter).
  • Website analytics data, (for example, IP addresses, and semi-anonymised data about links clicked on the website).
  • Photographs, video or screen recordings of events (for example, a recording of a video call for an online seminar you might attend).
  • Structured and unstructured research data (for example, survey responses, or notes from interviews and meetings).
  • Information shared on social media sites (for example, your public posts, direct messages you send to us, or your likes and follows).
  • Business and financial information (for example, invoices and bank details for individuals we work with).

How we get personal information and why we have it

Most of the personal information we collect and process is provided to us directly by you for one of the following reasons:

  • You contact us using the form on our website, or via email,
  • You reply to, DM or otherwise interact with our social media accounts,
  • You subscribe to our newsletter,
  • You register online for a workshop, mentoring or other service,
  • You attend an in-person workshop, meeting or event,
  • You voluntarily complete a research survey or you agree to be interviewed as part of a research project,
  • You use or view our website via your browser’s cookies,
  • You have a business relationship with us, and we need to use your contact details for our business and financial processes.

We also receive personal information indirectly, from the following sources in the following scenarios:

  • Someone we are working with may share your contact details so that we can run a workshop you participate in.
  • We take photographs or record a meeting or workshop for our own documentation.

We use the information that you have given us in order to

  • Respond to your enquiries and communication you share with us,
  • Email you with information about workshops and events you are attending,
  • Email you newsletters that you have opted in to recieve,
  • Research and write reports to share knowledge with the wider industry,
  • Promote our services on our website and social media (for example, with photos of us at work),
  • Run our business and financial operations,

We may share this information with other organisations and individuals

  • Partner organisations who we are working with, for example an organisation who support you within a programme we are part of.
  • Organisations which provide professional services to us, for example business consultants, web hosting providers, advertising partners, marketing agencies,
  • Law enforcement and other government authorities when we are legally obliged to, for example tax offices and customs

The lawful basis for using your personal information

Under the UK General Data Protection Regulation (UK-GDPR), the lawful bases we rely on for processing this information are:

  • We have your consent - when you have unambiguously and freely agreed to share your information with us. You are able to withdraw your consent at any time. You can do this by contact us using our online form
  • We have a contractual obligation - when we have a contractual relationship with you to provide services you’ve requested, or have a contractual agreement with a supplier or a client to process your information.
  • We have a legal obligation - when we need to store records of your consent or opt-out for using your data, or when a law enforcement authority uses its legal powers to make us share information.
  • We have a legitimate interest - when we could not operate our business without processing your information in some way.

How we store your personal information

We store your information in different ways depending on the type of data. It may be on secure remote servers, held locally on password protected devices or as hard-copies which will be filed in locked cabinets. We use secure, regularly updated passwords and two-factor authentication for services where available. Data transferred to remote servers will be sent over an encrypted connection.

If you submit a feedback form through our website the data you provide will be processed by FormSpree, sent by email to our email address. The email is secure, data sent over encrypted connections, password protected, and access restricted to nominated staff members and contractors.

If you Sign up to our mailing list the data you provide will be processed and stored by Mailchimp, our newsletter provider. This is secure, password protected, and access is restricted to nominated staff members. You can unsubscrobe at any time using the link in each email.

If you use our website, and opt in to cookies, Google Analytics will collect and process analytics data which will be stored within the Google Analytics platform. This is secure, password protected, and access is restricted to nominated staff members.

We review the information we hold regularly, do not store it longer than necessary, and archive and delete data according to our company retention policies.

Services we use

We use third party services and online platforms to host our website, store files, host video calls and workshops, manage our finances, and deliver other business processes as part of our work. These services manage the data from these tools on our behalf, governed by the contracts we have with them, and their terms of service and privacy policies.

This website is built using Hugo, a static site generator, and served directly from our own servers. We have turned on all of Hugo’s built in privacy protections, including setting ‘do not track’ headings on social media embeds. You can read about Hugo’s built in privacy settings.

We use Google Analytics to give us information about how you use the website. It is configured to collect data only when you have positively opted in to cookies. You can read about Google Analytics, and how it uses your data, and read Google’s Privacy Notice.

We use FormSpree to process data you submit on our contact form, and to deliver your email to us. We do not store this data in FormSpree. You can read FormSpree’s Privacy Notice.

We have protected our contact form with Google ReCAPTCHA, to combat spam and protect against security risks from automated bot attacks. reCAPTCHA monitors the way you use your mouse and keyboard to determine if you are a real human, rather than a piece of software. You can read about ReCAPTCHA, which is covered by Google’s Privacy Notice.

Our mailing list is managed with Mailchimp. You can read the Intuit privacy notice and find out how Mailchimp uses Cookies.

We also embed content from third party sites to offer video and audio, and to share social media posts.

If a platform or service we use has data centres outside the EU, we may transfer your information outside the European Economic Area. We take reasonable steps to make sure your personal information is treated securely and is protected by EU Standard Contractual Clauses and data processing agreements.

How you can opt out of marketing

If you have agreed to receive marketing email from us, you can still opt out at any time. We will include an unsubscribe link in any email we send, or you can contact us using our online form directly to opt out.

We will not share your information with any third party for marketing purposes without your consent.

How we use Cookies

We use cookies to help our website work properly, including one which stores your consent to our use of these essential cookies.

Using Cookies helps us to:-

  • remember if you’ve ticked the cookie opt in
  • make forms work properly on the site
  • show content from social media or video sites on our website
  • understand how you use the site, in order that we can improve it or spot problems and bugs.

We may use functional, analytics and essential required cookies to keep the site running and to gather analytics about how you use the site, in order to improve it.

You can opt out of cookies, and manage our use of cookies through the cookie preferences functionality at the foot of each page.

If you sign up for our mailing list, the MailChimp form page may set cookies. Find out how Mailchimp uses Cookies.

We also embed content from external sites like YouTube, Vimeo and Instagram. We have configured these embeds to honour any do not track settings you have set. These sites may set their own 3rd party social cookies. If you disable third party cookies in your browser, this embedded content might not work properly.

The ICO Website has good information about what cookies are, and how to opt out of them in your browser and across other websites.

Our website contains links to other websites. Our privacy notice applies only to our website, so if you click on a link to another website, you should read their privacy policy.

Your data protection rights

Under data protection law, you have rights including:

Your right of access - You have the right to ask us for copies of your personal information.

Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.

Your right to object to processing - You have the right to object to the processing of your personal information in certain circumstances.

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, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us using our online form or via the postal address below if you wish to make a request. Please clearly mark that you are making a Subject Access Request (SAR) in the email or letter.

How to contact us, or make a complaint

If you have any questions about this privacy notice, the data we hold on you, or you would like to exercise one of your data protection rights, please do not hesitate to contact us.

If you have a complaint about the way we have treated your personal information, please contact us first, as we would very much like to put any problems right.

The Other Way Works

E-mail Contact Form

Address: The Other Way Works, 32 Melton Road, Birmingham, B14 7DA

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:

Information Commissioner’s Office

Address: Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk