A short policy, in plain English.
We are a small charity. We collect as little personal data as possible, hold it as briefly as we can, and never sell it. Where you have given us your details, you have the rights set out in the UK GDPR, and we will help you exercise them.
In short
- We collect your name, email, postal address (if you give it), and donation amount.
- We collect anonymous web analytics — pages visited, country, browser type. No advertising cookies.
- We never sell or rent your data. We share only with our payment processor, our email platform, and the Charity Commission for statutory reporting.
- We keep donor records for 7 years (Gift Aid); newsletter subscribers until you unsubscribe; enquiries for 24 months.
- You can access, correct, delete, or object to our use of your data at any time — write to [email protected].
- If you are unhappy, you may complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.
Who we are
The data controller is the Eure and Smale Charity, registered charity number 220042, with its registered office at The Almshouses, Beatrice Street, Oswestry, Shropshire, SY11 1QE. As a charity of our size, we are not required to register as a controller with the Information Commissioner's Office; we have, however, paid a voluntary fee since 2018.
What personal data we collect
Through this website and our offline forms, we may collect:
- Identity and contact data: your name, postal address, email, and (if you provide it) a daytime telephone number.
- Financial data: the amount of any donation, your Gift Aid status, and your payment-card details handled solely by our payment processor.
- Correspondence data: the content of any letter or email you send us.
- Technical data: an anonymous record of pages visited, country of access, and the browser used. No advertising or tracking cookies.
Why we collect it (and the lawful basis under UK GDPR)
- To process a donation — lawful basis: contract.
- To claim Gift Aid — lawful basis: legal obligation (HMRC).
- To reply to a letter, enquiry or volunteer application — lawful basis: legitimate interest in running the charity.
- To send the quarterly dispatch — lawful basis: consent, which you give by subscribing and may withdraw at any time.
- To analyse anonymous web traffic — lawful basis: legitimate interest. No personal data is collected.
Who we share your data with
We share your data only with the following, and only where necessary:
- A regulated UK payment processor that handles card details on our behalf (we do not see your full card number).
- A privacy-respecting email platform (Mailchimp UK) that sends our quarterly dispatch.
- HMRC, where Gift Aid is claimed.
- The Charity Commission for statutory reporting (aggregate figures only).
- Our independent examiner, who may inspect donor records as part of the annual examination.
We do not transfer personal data outside the UK or the EEA. We do not sell, rent, or trade personal data, ever.
How long we keep your data
- Donor records: 7 years from the date of your last donation (HMRC Gift Aid requirement).
- Newsletter subscribers: until you unsubscribe.
- Enquiries (volunteer, partnership, general): 24 months from your last contact.
- Resident application records: 7 years after a decision, or for the length of the residency if appointed.
- Anonymous analytics: 14 months.
Your rights under UK GDPR
You have the right to:
- Access the data we hold about you (a 'subject access request').
- Have inaccurate data corrected.
- Have your data deleted, in most circumstances.
- Restrict our use of your data.
- Receive your data in a portable format.
- Object to our use of your data on the grounds of legitimate interest.
- Withdraw consent at any time (for the newsletter, by clicking 'unsubscribe' at the foot of any dispatch).
To exercise any of these rights, please write to [email protected] or to the trustees by post. We will respond within one calendar month.
Cookies
We use only essential and anonymous-analytics cookies. We do not use advertising or tracking cookies. The detail is set out on our cookie policy.
Children's data
This website is not directed at children under 13, and we do not knowingly collect their data. We do not send marketing to under-13s. If you believe we hold data about a child without parental consent, please write and we will delete it immediately. Our safeguarding policy summary is on the resources page.
Changes to this policy
We update this policy as necessary and date each change. The “Last updated” date appears at the top of this page. Material changes will be summarised in the next quarterly dispatch.
How to complain
Please write to us first. We will reply within one calendar month and try our best to resolve the matter. If you are not satisfied, you have the right to complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113. The ICO is the UK regulator for data protection.