Privacy Policy - Shaftesbury Charitable Trust

 

Last Updated: 17th November 2024

 

1.    Who We Are

Shaftesbury Charitable Trust is a registered charity based in the UK 900073. We are registered with the Information Commissioner's Office (ICO) ZB820258.

 

2    Contact Details

Data Protection Contact: Derek Rowntree

Email: derekjrowntree@gmail.com

Address: c/o Shaftesbury Charitable Trust, 40 High Street, Shaftesbury SP7 8JG

 

 

3    Information We Collect

We collect:

- Names and contact details

- Donation information

- Gift Aid declarations

- Payment information

- Website usage data

- Communications preferences

 

4    How We Use Your Information

1. Donations Processing

- Process your donations

- Claim Gift Aid where applicable

- Send thank you acknowledgments

- Maintain financial records

 

    2. Gift Aid Processing

- Store Gift Aid declarations

- Submit claims to HMRC

- Maintain records for 6 years as required by HMRC

- Contact you about Gift Aid status changes

 

    3. Communications

- Send donation receipts

- Share charity updates (with consent)

- Respond to enquiries

- Process administrative requests

 

5    Lawful Basis for Processing

- Legitimate Interest: Processing donations, donor relations

- Legal Obligation: Gift Aid claims, financial records

- Consent: Marketing communications, newsletters

 

6    Data Protection

We protect your data by:

- Secure data storage

- Staff training

- Regular security reviews

- Limited access to personal data

- Data breach response plan

 

7    Marketing Communications

We will only send marketing communications if you:

- Have specifically consented

- Have provided your contact details

You can opt out at any time by email to secretary@shaftesbury charitabletrust.co.uk

 

8    Your Rights

You have the right to:

- Access your personal data

- Correct your data

- Request deletion

- Object to processing

- Withdraw marketing consent

- Request data portability

- Lodge a complaint with the ICO

 

9    Data Retention

We keep:

- Gift Aid declarations: 6 years after last donation

- Financial records: 6 years

- Marketing preferences: Until you opt out

- Website data: 3 years

 

10    Cookies

    1 Our website uses cookies to:

- Enable essential functions

- Improve user experience

- Analyze website usage

 

    2 You can control cookies through:

- Our cookie consent banner

- Your browser settings

 

11    Third Party Services

We use:

- Wix (website hosting)

- CAF Donate (Gift Aid processing)

 

 

12    Vulnerable Supporters

We:

- Train staff to identify vulnerable donors

- Never pressure individuals to donate

- Respect donor wishes

- Allow cooling-off periods

- Provide clear information

 

13    Updates to This Policy

We review this policy annually. Last reviewed: [date]

 

14    Making a Complaint

You can:

1. Contact us directly: see contact details above or alternatively email secretary@shaftesburycharitabletrust.co.uk

2. Contact the ICO: www.ico.org.uk