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Privacy policy

How we collect, use and protect your information — in plain English.

Last updated: 2 October 2026

Who we are

This website is run by Geek Community Hub CIC (“GCHUBCIC”, “we”, “us”), a Community Interest Company based in Leytonstone, London. We are the “controller” of the personal information described in this policy, which means we decide how it is used and are responsible for looking after it under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Registered in England and Wales, company number 17230463.

If you have any questions about this policy or your information, contact us:

Information we collect

We only collect what we need. Depending on how you deal with us, this may include:

  • Enquiries: when you use the contact form on this website we receive your name, email address, phone number (if you give it), the topic you choose and your message. We also receive whatever you tell us by email, phone, WhatsApp or in person.
  • Repairs and purchases: your name and contact details, details of your device and the fault, what we did, what you paid, and when you collected it.
  • Information stored on your device: when you leave a device with us for repair or data recovery, we may need to access it to test or fix it. We only look at what is necessary for the job — see Data on your devices.
  • Donations: if you donate through the form on our site, the payment is handled by Zeffy. We receive your name, email address, the amount and any message you choose to share. We never see or store your card details.
  • Workshops and events: your name and contact details, and any access or support needs you tell us about so we can help you take part. For children and young people, we collect details from a parent or guardian.
  • Photos: we sometimes take photos at events and workshops to share in our gallery and blog. We ask before photographing anyone close up, and you can ask us to remove a photo of you at any time.

We do not use analytics, advertising or tracking tools on this website.

How we use it, and why we're allowed to

Data protection law requires us to have a “lawful basis” for each use of your information:

  • To reply to your enquiry and give you a quote — our legitimate interest in responding to people who contact us, or taking steps at your request before entering into a contract.
  • To carry out repairs, sell devices and provide services — to perform our contract with you.
  • To keep financial and business records — to comply with our legal obligations (for example, tax and accounting rules).
  • To process donations and thank you — our legitimate interest in running the hub and our contract with you.
  • To run safe, accessible workshops — our legitimate interests, and your consent for any health or access information you choose to share.
  • To send you news about the hub — only if you've asked us to, and you can opt out at any time.

We never sell your information or share it with anyone for their own marketing.

Data on your devices

Your devices hold private information, and we treat it that way:

  • We only access the data on your device where it's needed to diagnose, repair or test it, or where you've asked us to recover or transfer data.
  • We do not copy, keep or share your files, except temporarily as part of a data recovery or transfer you've asked for. Any working copies are deleted once the job is complete and you've confirmed you have your data.
  • Donated devices are securely wiped before they are refurbished, passed on or recycled.

We always recommend backing up your device and signing out of accounts before handing it over — see our Terms & Conditions.

Who we share it with

We use a small number of trusted services to run this website and the hub. They only process your information to provide their service:

  • FormSubmit (formsubmit.co) — forwards messages sent through our contact form to our email inbox.
  • Zeffy (zeffy.com) — processes donations made through our donation form, under its own privacy policy.
  • Our website host and email provider — store the website, its server logs and our emails.
  • Google — our pages load fonts from Google Fonts and the contact section shows an embedded Google Map. When these load, Google receives your IP address and basic browser information, under Google's privacy policy.
  • WhatsApp (Meta) — if you choose to message us on WhatsApp, your messages are handled under WhatsApp's privacy policy.

The Giving Lottery is run by an independent operator. If you sign up through our link, it collects and uses your information under its own privacy policy, not this one.

Some of these providers are based in, or store data in, countries outside the UK (such as the United States or Canada). Where that happens, the transfer is protected by safeguards recognised under UK law, such as adequacy regulations or standard contractual clauses.

We may also share information if the law requires it, for example with HMRC or the police.

Cookies

This website does not set any analytics or advertising cookies, so there is no cookie banner.

  • The embedded Google Map and Zeffy donation form may set their own cookies when they load. You can block these in your browser settings — the rest of the site will still work.
  • Our staff log-in area uses a single, strictly necessary session cookie to keep administrators signed in. It isn't used for ordinary visitors.

How long we keep it

  • Enquiries that don't lead to any work: up to 2 years, so we can follow up on any questions.
  • Repair, sales and donation records: 6 years from the end of the financial year they relate to, as required for tax and accounting purposes.
  • Workshop attendance details: up to 2 years after your last session.
  • News updates: until you unsubscribe.

After that, we securely delete or anonymise the information.

Your rights

Under UK data protection law you have the right to:

  • ask for a copy of the information we hold about you;
  • ask us to correct information that is wrong or incomplete;
  • ask us to delete your information;
  • ask us to restrict or stop using your information, or object to how we use it;
  • ask us to transfer your information to another organisation; and
  • withdraw your consent at any time, where we rely on it.

Some rights only apply in certain circumstances. To make a request, contact us using the details above — it's free, and we'll respond within one month.

If you're unhappy with how we've handled your information, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner's Office (ICO): ico.org.uk/make-a-complaint or 0303 123 1113.

Keeping it safe

We use sensible technical and practical measures to protect your information — including secure (HTTPS) connections, password-protected systems with access limited to people who need it, and secure wiping of donated devices. No system is completely secure, but we work to keep risks low and will tell you and the ICO if a serious breach ever affects you.

Changes to this policy

We may update this policy from time to time. The latest version will always be on this page, with the date it was last updated at the top.

Terms & Conditions Questions? Contact us