Overview

HMR Circle Privacy Notice
Rochdale Circle CIC t/a Heywood, Middleton & Rochdale Circle (HMR Circle)

Effective date: October 2026
Registered company number: 08101462

HMR Circle is a not-for-profit organisation. Any surplus generated is used to support our work and services and is not distributed for the financial benefit of individuals.

We are committed to protecting your privacy and handling your personal information responsibly. This Privacy Notice explains what information we collect, why we collect it, how we use it, who we may share it with, and the rights you have in relation to your personal information.

This notice applies when you use our website, become a member, use or enquire about our services, contact us by telephone, email, post or in person, attend our activities or events, or otherwise provide personal information to us.

1. Who we are
The organisation responsible for your personal information is:

Rochdale Circle CIC t/a Heywood, Middleton & Rochdale Circle (HMR Circle)
Registered office: Suite F4, Lock 50 Business Centre, Oldham Road, Rochdale, OL16 5RD
Company number: 08101462

Telephone: 0800 112 3440

If you have any questions about how we use your personal information or about this Privacy Notice, please contact us using the details above or through our website.

2. What personal information we collect
The information we collect will depend on how you interact with HMR Circle and the services you use.

This may include:

your name;
age or date of birth where relevant to the service;
postal address;
telephone number;
email address;
postcode;
information about your interests, preferences and circumstances;
information needed to provide particular HMR Circle services;
information you provide when taking part in surveys, activities, events or other services;
information contained in correspondence or enquiries you make to us; and
information relating to your use of our website, including technical and cookie information.
Where a particular HMR Circle service requires us to collect more sensitive information, we will explain why that information is needed and how it will be used.

3. How we use your information
We collect and use personal information so that we can operate HMR Circle and provide and improve the services we offer to our members, customers and the wider community.

Depending on how you interact with us, we may use your information for:

providing and administering HMR Circle services;
maintaining internal records;
communicating with you about services, activities, events or enquiries;
understanding your needs and improving our services;
arranging or coordinating services provided to you;
administering memberships and participation in activities;
undertaking surveys, evaluation and research to understand and improve the services we deliver;
monitoring and evaluating the impact of our work;
providing information about HMR Circle activities, services and opportunities where we are permitted to do so;
complying with legal, regulatory or contractual requirements;
protecting the safety and security of our staff, volunteers, members and service users; and
dealing with enquiries, complaints, safeguarding matters or other issues that require us to take action.
Where possible, information used for statistical or evaluation purposes will be anonymised or aggregated so that individuals cannot be identified.

4. Our lawful basis for using your information
Data protection law requires us to have a lawful basis for using personal information.

Depending on the circumstances, we may rely on one or more of the following lawful bases:

Consent – where you have given us permission to use your information for a particular purpose.
Contract – where processing is necessary to provide a service or fulfil an agreement with you.
Legal obligation – where we are required to use or provide information to comply with the law.
Vital interests – where processing is necessary to protect someone's life or prevent serious harm.
Public task – where applicable to the services or activities we provide.
Legitimate interests – where processing is necessary for our legitimate organisational interests, provided those interests are not overridden by your rights and interests.
Where we rely on consent, you can withdraw that consent at any time. Withdrawal of consent does not affect processing that took place before consent was withdrawn.

Where we use legitimate interests, we will consider the impact on individuals and ensure that their rights are appropriately protected.

5. Information relating to other people
If you provide us with information about another person, for example a family member, carer or person you are supporting, you should make sure that you have permission to provide their information where this is appropriate.

There may be circumstances where we receive information about individuals from other organisations or people, for example when coordinating services or responding to a referral. Where this happens, we will provide the relevant privacy information in accordance with data protection requirements.

6. Who we may share information with
We do not sell, distribute or lease your personal information to third parties for their own commercial purposes.

We may share information where this is necessary and lawful to provide a service, meet a legal obligation, protect someone's safety, or operate HMR Circle.

Depending on the circumstances, this may include sharing information with:

organisations involved in delivering or supporting an HMR Circle service;
professional advisers or service providers acting on our behalf;
partner organisations where this is necessary to provide or coordinate a service;
local authorities or other public bodies where there is a lawful basis for doing so;
emergency services or other relevant organisations where necessary to protect someone's safety;
regulators, auditors or other bodies where required by law or contract; and
other organisations where you have given permission for us to share your information.
Where another organisation processes personal information on our behalf, we will take appropriate steps to ensure that it is required to protect the information and comply with applicable data protection requirements.

We will only share the information that is necessary for the particular purpose.

7. Sharing information with members, helpers or tradespeople
Where a particular HMR Circle service involves helping people within their own homes, we may share relevant information, such as a person's address, with an appropriate helper, tradesperson or other service provider where this is necessary to arrange the service.

Information will only be shared where there is an appropriate lawful basis for doing so and only to the extent necessary.

Where appropriate, we will obtain your agreement before sharing information in this way.

8. How long we keep your information
We will not keep your personal information for longer than is necessary for the purposes for which it was collected.

The length of time we retain information depends on the type of information, the service involved, our legal and contractual responsibilities and any applicable funding, accounting or reporting requirements.

We periodically review the information we hold and securely delete or dispose of information when it is no longer required.

9. Keeping your information secure
We are committed to ensuring that your information is secure.

We use appropriate physical, technical and organisational measures to prevent personal information from being accidentally lost, misused, altered, disclosed or accessed without authorisation.

These measures include appropriate access controls, secure systems, confidentiality requirements and procedures for responding to suspected data breaches or security incidents.

Access to personal information is limited to people who need it for their role or responsibilities.

10. Your rights
Under data protection law, you have a number of rights in relation to your personal information. Depending on the circumstances and the lawful basis for processing, these may include the right to:

access the personal information we hold about you;
correct information that is inaccurate or incomplete;
request erasure of your information in certain circumstances;
request restriction of how we use your information in certain circumstances;
object to certain processing, including direct marketing;
receive your information in a portable format where the right to data portability applies;
withdraw consent where we rely on consent as our lawful basis; and
request information about how we use your personal information.
Some rights are not absolute and may not apply in every situation. We will explain this if it applies to your request.

If you wish to exercise any of your rights, please contact HMR Circle using the contact details in this notice.

We will normally respond to a valid request within the timescale required by data protection law.

11. Direct marketing
We may occasionally contact you about HMR Circle services, activities, events, news, fundraising or other information that we believe may be relevant to you.

Where consent is required, we will ask for it.

You can opt out of receiving promotional communications at any time. If you no longer wish to receive them, please contact us or use the unsubscribe option provided in the communication where available.

We will continue to send essential service or administrative communications where necessary.

12. Cookies and our website
Our website may use cookies and similar technologies.

A cookie is a small file placed on your device which can help a website remember information about your visit or understand how the website is being used.

We may use cookies or similar technologies to:

help the website operate;
understand which pages are being used;
analyse website traffic and improve our website; and
remember preferences where appropriate.
Where required, we will ask for your permission before using non-essential cookies.

You can also control or disable cookies through your browser settings. Doing so may affect how some parts of the website operate.

13. Links to other websites
Our website may contain links to other websites.

Once you leave the HMR Circle website, those websites are outside our control and are not governed by this Privacy Notice.

We recommend that you read the privacy notice applicable to any other website you visit.

14. International transfers
Where personal information is processed outside the UK, we will ensure that the appropriate legal safeguards are in place in accordance with applicable data protection law.

Where required, this may include relying on an adequacy decision or using appropriate safeguards for international transfers.

15. Automated decision-making
HMR Circle does not intend to make decisions about individuals based solely on automated processing where those decisions have legal or similarly significant effects.

If this changes, we will provide the appropriate privacy information before undertaking such processing.

16. Complaints
If you have a question or concern about the way HMR Circle has used your personal information, please contact us first so that we can investigate and try to resolve the issue.

You also have the right to complain to the Information Commissioner’s Office (ICO) if you believe that your personal information has not been handled correctly.

Information about how to make a complaint is available from the ICO website.

17. Changes to this Privacy Notice
We may update this Privacy Notice from time to time to reflect changes to our services, the way we use personal information, or changes in data protection law.

We will review the notice regularly and update it when necessary.

The current version will be made available through the HMR Circle website.

This Privacy Notice was last updated: October 2026.

 
Contact HMR Circle
Rochdale Circle CIC t/a Heywood, Middleton & Rochdale Circle (HMR Circle)
Suite F4, Lock 50 Business Centre
Oldham Road
Rochdale
OL16 5RD
United Kingdom

Telephone: 0800 112 3440

Website: https://hmrcircle.org.uk

Company number: 08101462

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