Privacy policy
Holland House is committed to protecting the privacy and security of everyone we work with. This policy explains how we collect, use, and store personal information. It applies to clients, participants in our projects, freelancers, and anyone engaging with us through our website.
What Information We Collect
We may collect the following types of information:
Contact details (name, email, phone number, address).
Professional details (CVs, portfolios, references).
Consent information (forms, agreements, permissions for use of videos, images or stories).
Video, images, and related case study information where individuals have given informed consent.
Sensitive information where relevant to project delivery (e.g. lived experiences), always handled with care and additional safeguards.
How We Use Your Information
We use personal data for purposes including:
Project delivery, including recruitment of participants and freelancers.
Safeguarding, governance, and regulatory compliance.
Producing films, photographs, and other resources where consent has been provided.
Administration, payments, contracting, and communication with individuals.
Digital assets are reviewed for accuracy and used only in line with the consent provided.
Where visual or narrative materials are used in open-access resources, participants have the right to request anonymisation.
Legal Basis
We rely on the following legal bases:
Consent (freely given, specific, informed, and revocable at any time).
Contract (where data is needed to deliver a service or agreement).
Legitimate interests (e.g. improving our services, safeguarding, protecting rights).
Legal obligations (e.g. safeguarding, tax, and employment requirements).
All image or video use is governed by signed consent and model release forms that clearly set out how the material may be used.
Data Storage & Security
Personal data is stored securely in password-protected systems with access limited to project team members who require it.
Visual and case study materials are stored securely with anonymisation protocols in place.
Consent and model release forms are stored separately from project materials to protect anonymity.
Data is reviewed annually and retained only as long as necessary for project, legal, or safeguarding requirements.
Sharing Data
We only share personal data when:
Required by law or safeguarding concerns.
Explicit consent has been provided for use in films, photography, case studies or any other visual materials relating to projects.
Working with trusted partners (e.g. NHS organisations, funders, or subcontractors) under strict confidentiality and data protection agreements.
Your Rights
You have the right to:
Access the personal data we hold about you.
Request correction, deletion, or restriction of your data.
Withdraw consent at any time (without affecting prior lawful use).
Raise a concern with the Information Commissioner’s Office (ICO).
Cookies
Our website may use cookies to improve your browsing experience. You can adjust settings in your browser to refuse cookies if you prefer.
Updates
Overall responsibility for this policy rests with the Director, Jodie Bailey. This policy is reviewed annually and updated as needed to reflect changes in law or practice.
Holland House
Date: January 2025
Contact Us
For questions about this policy or to exercise your rights, please contact:
info@hollandhouse.work
All staff and freelancers are briefed on this Privacy Policy during onboarding, and updates are communicated to ensure awareness and compliance. This Privacy Policy should be read alongside our Commitments to Equality Diversity & Inclusion, Safeguarding, and Accessibility and our Equal Opportunities.