Last Updated: March 18, 2026

1. Introduction

Welcome to Common Wheel. We are a charity dedicated to supporting people managing or recovering from mental illness and dementia. We respect your privacy and are committed to protecting your personal data. This policy informs you how we look after your data when you visit commonwheel.org.uk, participate in our projects, or support our work.

2. Data Controller

Common Wheel is the data controller and is responsible for your personal data.

• Charity Name: Common Wheel (SCIO)

• Scottish Charity Number: SC031798

• Address: 77 Chapel Street, Maryhill, Glasgow, G20 9BD

• Email: hello@commonwheel.org.uk

3. The Data We Collect & Lawful Basis

We collect and process personal data under the following legal bases:

• Identity & Contact Data: (Names, addresses, emails). Processed to perform a Contract (e.g., bike repairs) or based on Legitimate Interests (responding to inquiries).

• Special Category (Health) Data: To provide our core services (Music, Bike Workshops, Carnival Club), we may collect information regarding your mental health or wellbeing. This is processed based on your Explicit Consent or under the Substantial Public Interest condition (providing support to individuals with a disability/illness).

• Financial Data: (Donations, Gift Aid). Processed to comply with Legal Obligations (HMRC reporting).

4. How We Use Your Data

• Project Participation: To manage referrals, attendance, and support for our participants.

• Bike Workshops: To manage repairs, bespoke builds, and customer communication.

• Fundraising: To process donations, track volunteer hours, and (with your consent) send newsletter updates.

• Reporting: We provide anonymised data to our funders to demonstrate the impact of our projects. You cannot be identified in these reports.

5. Hosting & Security (Cloudways)

Our website is supported by managed infrastructure provided by Cloudways Ltd. (a DigitalOcean company).

• Data Location: Website data is stored on secure servers in London, United Kingdom.

• Security: We implement technical measures, including SSL encryption, to protect data transmitted via our website.

6. Third-Party Sharing

We do not sell your data. We only share information with:

• HMRC: For Gift Aid claims.

• Professional Referrers: (e.g., GPs or Support Workers) if necessary for your care and with your consent.

• Service Providers: Trusted partners who help us manage our website, newsletters, or donations.

• Legal Requirement: If we are concerned about your safety or the safety of others, we may share information with emergency services.

7. Data Retention

• Participants: We retain project records for as long as you are active with us, plus a period defined by our insurance and safeguarding policies.

• Donors: Records are kept for 6 years to comply with HMRC financial regulations.

• Inquiries: Kept for 12 months if no further engagement occurs.

8. Your Legal Rights

Under UK GDPR, you have the right to Access, Correction, Erasure, Data Portability, and to Withdraw Consent. To exercise these rights, please contact the Charity Manager at hello@commonwheel.org.uk.

9. Complaints

You have the right to lodge a complaint with the Information Commissioner’s Office (ICO).

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

• Website: www.ico.org.uk

 

10. Questions and Support

If you have any questions about this policy, please feel free to reach out to Charity Manager Gill on gill2@commonwheel.org.uk or on 0141 211 0668