Sobus Privacy Statement

As you may already know, on Friday 25th May 2018, data protection law changed, when the new General Data Protection Regulation (GDPR) came into force. These regulations set out the rights of you the individual, along with the obligations placed on organisations who hold your personal data – such as Sobus.

Protecting your data is really important to us, and always has been.  This Privacy Statement explains how we use any personal information we collect about you when you use our services.  Our Privacy Policy provides more detail on what information we collect, and how carefully we use and store it.  If you would like a copy of the full Privacy Policy, please contact any member of Sobus staff, or email

What data we collect

3rd sector organisations  Sobus processes personal data on the grounds of “legitimate interest”. When you register your organisation with us, we ask you to provide us with contact information for your organisation, (name, title, job title, postal address, email address, telephone number and social media) as well as information about what your organisation does and the people or communities your services support.   We will ask you to confirm what information should be made available to the public through our 3rd sector directory, and what contact information is only to be used by Sobus to keep in touch with or communicate with you.

Local residents  Sobus processes personal data on the grounds of “consent of the data subject”. Through our Community Organising service, we will seek your specific consent to collect and process your data, your name, address, contact details and the specific issues or concerns that you agree we will work with you on.

We also collect information when you voluntarily complete customer surveys, provide feedback and participate in networks and events. Website usage information is collected using cookies.

What we use your personal data for

3rd sector  The directory information you provide will be shared with people asking for information about local 3rd sector services.   Sobus will use the contact information you provide to deliver our core services, to invite your input and contributions on local issues and to to send you information relevant to your organisation, the services you provide or the communities you support.  Your specific consent will be sought to add you to mailing lists for:

  • Sobus News Bulletins
  • Sobus Funding alerts
  • Networking opportunities relevant to your organisation, the services you provide or the communities you support.

We may use photographs taken at events for reports, publicity and social media purposes. You will be informed if we are taking photographs for this purpose, and will be able to request that your photograph is not used.

Visitors  We process data on the grounds of “compliance with legal obligations”. Visitors to our Hubs in Dawes Road and Freston Road are requested to sign in for health and safety purposes.  Our visitor logs are scanned and saved electronically for 6 months, after which they are destroyed.

H&F Residents  We collect data about you to provide you with the service and support you have asked us to provide.

How we store your data

Our database and electronic files are stored on an externally hosted server within the EU. Only Sobus staff have access to our IT systems and the company which hosts our server is GDPR compliant. Paper documents are kept in secure lockers, and access to our offices and building is only by door access controls. A lot of our communication is sent by email. For ease of use and compatibility, communications will not be sent in an encrypted form unless you require it and provide the certification to enable us to communicate with you in that way.  E-mail unless encrypted is not a fully secure means of communication. Whilst we endeavor to keep our systems and communications protected against viruses and other harmful effects we cannot bear responsibility for all communications being virus-free.

How we share your data

Sobus does not share personal data, (other than the information provided by organisations to be made available through our 3rd sector directory) without your explicit consent.

How long we keep your data for

3rd sector  We will keep your information on our database until you ask us to remove it. If we are informed or made aware that your organisation’s contact details or services have changed, we will try and contact you to update your information.  If we can’t get in touch with you, we will archive your organisation’s information on our database for 12 months, and after that, remove all personal data that we hold.

H&F Residents  We will keep your data until you ask us to delete it. After 12 months, we will anonymise your data.

Access to your information, correction and removal

You have the right to request a copy of the information that we hold about you and we also want to make sure that your personal information is accurate and up to date. You may ask us to correct your data that you think is incorrect, and ask that we remove your personal data from our systems.


Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information. This information is used to track visitor use of the website and to compile statistical reports on website activity.

For further information visit or

You can set your browser not to accept cookies and the above websites tell you how to remove cookies from your browser. However in a few cases some of our website features may not function as a result.

Other websites  Our website contains links to other websites. The Sobus privacy policy only applies to the Sobus website, so when you link to other websites you should read their own privacy policies.

How to contact us

If you have any questions about how Sobus processes personal data, or if you would like a copy of the information we hold about you, please contact Sue Spiller, Chief Executive Officer:

By email:

By post:           The Dawes Road Hub, 20 Dawes Road, London SW6 7EN

By phone:        020 7952 1230