A short, plain-English account of what we do with your data.

1. Who we are

Farndon Charities is an unincorporated registered charity (charity number 219005), registered with the Charity Commission for England and Wales. Our governing document is a Scheme of the Charity Commission dated 1962, as revised. Our registered office — and the address of the data controller for the purposes of UK GDPR — is 6 Plover Close, Farndon, Chester, Cheshire, CH3 6RG. The Honorary Clerk to the Trustees acts as the responsible person for data protection. You can reach the Clerk at [email protected] or 01829 270 847.

2. What personal data we collect

We collect the smallest amount of personal data we can while still doing our job. Specifically:

• Donors · name, postal address (for Gift Aid), email address, donation amount, payment method, Gift Aid declaration where applicable.
• Newsletter subscribers · first name (optional), email address.
• Volunteer enquiries · name, email, telephone (optional), brief note of which role and why.
• Grant applicants · name, address, contact details, short description of need, supporting information you choose to provide.
• Event registrants · name, email, party size, any access notes.
• Web analytics · aggregated and anonymised usage (page views, session counts) via a single first-party analytics cookie. No third-party trackers.

3. Why we collect it and the lawful basis

• Donations · contractual necessity (delivering your gift) and legal obligation (HMRC, Gift Aid).
• Newsletter · consent (you ticked the box or filled in the form).
• Volunteer enquiries · legitimate interest in matching you to a role.
• Grant applications · legitimate interest in considering your application (with safeguarding considerations under Article 6(1)(f) of UK GDPR).
• Analytics · legitimate interest in understanding which pages are useful, balanced against your privacy.

4. Who we share data with

We do not sell, rent, or trade your personal data. In limited circumstances we share data with named processors:

• HMRC · for Gift Aid claims (name, address, donation amount, declaration).
• The Charity Commission · aggregate statutory reporting (no personal data).
• Our email platform (Beehiiv) · name and email address of newsletter subscribers.
• Our high-street bank · bank-transfer details for incoming gifts.
• Cheshire Archives · the trustees deposit anonymised year-end summaries at Cheshire Archives, Chester, with no recipient identifying details.

We do not use ad networks, social-media trackers, or any kind of third-party analytics beyond the single first-party cookie noted in section 2.

5. How long we keep your data

• Donor records · seven years from year-end (to satisfy HMRC Gift Aid retention rules).
• Newsletter subscribers · until you unsubscribe, plus 30 days for processing.
• General enquiries · 24 months from last correspondence.
• Grant applications · seven years (with safeguarding-sensitive material destroyed sooner on a case-by-case basis).
• Analytics · 14 months, then anonymised aggregates only.

6. Your rights under UK GDPR

You have the right to ask us for:

• Access · a copy of the personal data we hold about you.
• Rectification · a correction of any inaccurate or incomplete data.
• Erasure · deletion of your data where we no longer have a legitimate reason to hold it.
• Restriction · a pause on processing while a query is resolved.
• Portability · a machine-readable copy of your data where applicable.
• Objection · the right to object to processing on grounds of legitimate interest.

To exercise any of these rights, write to the Honorary Clerk at the address above. We will respond within one calendar month.

7. Cookies

This site uses one essential session cookie (for the cookie-notice dismissal state, stored in your browser's localStorage) and one first-party analytics cookie. See our cookie policy for a full list.

8. Children's data

We do not market to anyone under thirteen. Where a grant application involves children — for example, a school-uniform grant or an under-18 apprentice — we hold only the information needed to administer the grant, and we apply our safeguarding policy (see the resources page).

9. Changes to this policy

We review this policy each Easter (or sooner if the law or our practice changes materially). Material changes will be flagged in the next quarterly dispatch. The ‘last updated’ date at the top is the authoritative record.

10. How to complain

Please write to us first; we take complaints seriously and try to reply within ten working days. If you are not satisfied, you may complain to the Information Commissioner's Office, the UK regulator for data protection, at ico.org.uk or 0303 123 1113.