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Privacy Policy

We value your privacy and want to be clear about the data we collect and process. Our Privacy Policy covers the EU General Data Protection Regulation (GDPR). We respect your personal data. We have never and will never sell it to third parties. If you have any questions about your privacy, please contact us.



We take the protection of your personal data very seriously. This is why it is important for us to identify how we process your personal data and the controls that you have over this.


This privacy policy sets out what personal data we will collect from you, how we collect it and our reasons for doing so.

By accessing and using our website you agree to the terms of this policy. Any amendments to this policy will be identified on this page. By continuing to use our website after these amendments have been made you agree to the terms of the revised policy.


Data Controller

The data controller of the personal data that we process for you is “Hashtag BigSmile, Livermore House, 46 High Street, Great Dunmow, Essex, CM61AW”.


What personal data we collect from you and how do we collect it?

Volunteers and Corporate Volunteers

When you request to be a volunteer on one of our international projects, we will collect the following personal data from you:

Personal details:- your name, email address; medical information via a questionnaire, passport details, address and phone number.


Corporate Partnerships - #BigSmile Club or #BigBrander

When you agree to become a #BigSmile Club or #BigBrander, we will collect the following personal data from you:

Personal details:- your organisation, job title, name and email address.


Why do we collect your personal data?

We will only use personal data from you in the following ways:

  • To contact you with information and updates on the volunteer project

  • To ensure you are fit and able to take part in the volunteer project

  • To ensure we have the correct details when booking flights for volunteers 

  • To keep you informed of the progress of the projects 

The General Data Protection Regulation – our obligations to you

Under the General Data Protection Regulation (GDPR), we have a legal obligation to protect any personal data that we process. To this end we will only use your personal data for the purposes we have described above.


As part of our commitment to protecting your personal data, we will:

  • keep your personal data confidential at all times, 

  • hold your personal data for the duration of your volunteer project,

  • agree to hold personal data for any follow up information, or engagement on the projects that you have been involved with, and/or are interested in keeping in touch with.


Data storage and personal information:
We follow strict procedures regarding the storage and disclosure of the personal information that you have given us to prevent unauthorised access in accordance with UK Data Protection legislation: The UK Data Protection Act 1998, the EU Data Protection Directive 1995 and the EU General Data Protection Regulation 2018 (GDPR). No sensitive information is collected or stored except when you knowingly provide it. You can update or remove your personal details by contacting us at any time.

Internal Server and third parties:
Data is stored on an internal server which is secure, protected, backed-up and GDPR compliant. Where an external company is used (e.g. Mail Chimp for email marketing), data is stored and processed in accordance with the regulations in this policy. The Mail Chimp privacy policy is 
available at:



When you disclose your personal information to us by email, telephone or by using this website you are consenting to the storage, collection and processing of said information as set out in this Privacy Policy. We will not share this information with third parties or sell, rent or exchange this information. We will never share your personal data with third parties.


If you want to amend your data:

To amend your personal details, please email us with your new details to:


Your rights


You have the right to:

  • request a copy of the personal data that we hold for you;

  • let us know if there are any errors in the personal data that we hold for you;

  • request us to delete any of the personal data that we hold for you.


Please email us at


If you are not happy about the way in which we have processed your personal data, please email us at to let us know and we will try to rectify this to your satisfaction.

Alternatively, if you wish to lodge a complaint with the Information Commissioner’s Office (ICO), you should call the ICO helpline on 0303 123 1113 or report your concern on the ICO’s website at (link is external contact you with your consent).

Unsubscribe policy:

Unless you tell us that you do not want #BigSmile to continue to hold your personal information, we may keep your personal information on our records, so that we can understand the number, nature and impact of our work.

In the event that you ask us to stop sending you our newsletter and occasional updates about our work, we will keep your name and/or e-mail address on our internal suppression list to ensure that you are not contacted in this way again. Newsletter subscribers have the option to opt-out of receiving further information from us. This can be done by sending an e-mail to, or by clicking the ‘Unsubscribe’ link at the foot of any of our e-newsletters.​

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