Data Security Statement

Your privacy and safety matter to us

At Hackit Design, we understand that the people who use our services often share sensitive and personal information with us. We take that trust seriously. This statement explains how we protect your data and what we do to keep it safe.

What we collect and why

We only collect information that is necessary to provide our services to you. This may include your name, contact details, details about your home or workspace, and information about your health, disability or access needs where you choose to share it. We never ask for more than we need.

How we store your data

All information you share with us is stored securely using encrypted systems. Your data is protected in transit and at rest, meaning it is encrypted both when it travels between your device and our platform and when it is held in our systems.

Who can access your data

Only authorised members of the Hackit Design team can access your personal information, and only where it is necessary to deliver your service. We do not sell, rent or share your data with third parties for marketing or commercial purposes.

Partner accounts and mentor registration

When you join the Hackit Design Hub as a mentor, volunteer professional or support partner, we create a secure account for you. Your account is protected by encrypted login credentials and two-factor authentication is available on request.

Your profile information, including your name, email, phone, organisation, qualifications and insurance details, is stored securely and used to

• Verify your credentials and safeguarding status
• Display your profile in our vetted professional directory, only after approval
• Enable communication with clients and the Hackit Design team
• Generate contracts and letters that reference your details

You can update your profile information at any time by logging into your account. You can request deletion of your account and associated data by contacting info@hackitdesign.com. Please note that some data may be retained for legal, compliance or safeguarding reasons.

Document generation and communications

When we generate contracts or letters for Support Our Work partners, we use information from your profile to personalise these documents. This includes your organisation name, contact details and support type. These merge fields ensure accuracy and reduce errors.

All documents are stored securely in our system and are only visible to authorised Hackit Design team members and the relevant partner. Partners can only view documents marked as partner visible in their portal.

Letters and contracts are sent via encrypted email. Where we send a letter on your behalf, we may CC Angela Stewart, CEO, at angie@hackitdesign.com for oversight and compliance purposes. This is noted in the letter template and you will be informed before sending.

Email communications and notifications

We send automated emails to keep you updated on your account, tasks and communications. These include

• Welcome emails when you join
• Task reminders and notifications
• Letter and contract notifications
• Portal activity updates

All emails are sent securely and contain only the information necessary for that communication. You can manage your email preferences in your account settings.

If you do not wish to receive certain types of emails, you can opt out by updating your notification settings or contacting info@hackitdesign.com. Please note that we will always send critical account and safeguarding communications.

Artificial intelligence and your data

Where our platform uses AI-assisted features, only your name, email address and message content may be processed by trusted AI providers. This processing helps us categorise, prioritise and respond to your enquiry more efficiently. All AI processing happens under signed Data Processing Agreements.

We never send your health details, home address, safeguarding disclosures or financial information to any AI system. Your data is never used for AI model training. AI features operate under strict data minimisation rules and are reviewed regularly.

Enquiry processing

Assessment and contact form submissions are processed through a secure external enquiry management system. This system receives only the information you enter into the form , your name, email address and message. All transfers are encrypted and the services operate under signed Data Processing Agreements in compliance with UK GDPR. International data transfers are protected by UK Standard Contractual Clauses and the UK Extension to the EU-US Data Privacy Framework, as approved by the UK Information Commissioner's Office. Details of all third-party processors are maintained in our internal Data Processing Register, which is reviewed quarterly.

Third-party services

We use a small number of trusted third-party services to operate our platform, including secure payment processing through Stripe. Where any third party handles your data, we require them to meet GDPR standards and have a Data Processing Agreement in place. We do not transfer your data outside the UK or EU without adequate legal safeguards.

Safeguarding disclosures

Any information shared as part of a safeguarding concern is handled with the highest level of confidentiality. It is accessible only to our Safeguarding Lead and is never processed by automated or AI systems.

Your rights

Under UK GDPR you have the right to access the data we hold about you, correct it, request its deletion and object to how it is used. To exercise any of these rights, please contact us at info@hackitdesign.com or call 0800 865 4422.

Cookies

We use essential cookies to keep the platform working. We will always ask for your consent before setting any non-essential cookies. You can change your cookie preferences at any time using the cookie settings link in the footer.