1. Who we are
Eastham & District Welfare Trust is a registered charity in England and Wales, number 220017. The data controller is the Trust's board of trustees, contactable at Hockerills, Eastham, Tenbury Wells, WR15 8NW or [email protected].
2. What we collect, and why
We collect personal data in five contexts:
- Beneficiary data: name, address, telephone number, a brief description of the help requested, and (where relevant) the amount of any grant paid. Held on paper, locked in the trustees' cabinet at Hockerills. Routinely shredded after six years.
- Volunteer data: name, contact details, two character references, DBS check outcome (yes/no — we do not retain the DBS certificate), induction date, and rota commitment. Held in our small encrypted database.
- Donor data: name, address and gift history. Held in our small encrypted database. Used only to send the quarterly letter and any tax statements you require.
- Newsletter subscribers: email address only. Held by our newsletter provider (MailerLite, EU servers). Used only to send the quarterly letter.
- Website visitors: we use only first-party, non-tracking analytics (Plausible Analytics, EU servers). We collect aggregate page-view counts and approximate country of visit. We do not use cookies for analytics or marketing.
3. The legal basis
We rely on three legal bases under the UK General Data Protection Regulation:
- Consent — for newsletter subscriptions and any photography that includes you.
- Legitimate interest — for our donor records (to thank you, to administer Gift Aid, and to comply with our reporting duties under the Charities Act 2011) and our volunteer records (to manage our rota and safeguarding obligations).
- Vital interest — for emergency beneficiary records (e.g. domestic violence cases) where another lawful basis cannot be obtained at the point of contact.
4. What we will never do
- We will never sell or rent your personal data to any third party.
- We will never share beneficiary data with Worcestershire County Council, the DWP, the NHS, or any other statutory body without your explicit written consent.
- We will never use beneficiary data for fundraising purposes.
- We will never store your data on any system based outside the European Economic Area.
- We will never use automated decision-making or profiling for any decision about a person.
5. Your rights
Under the UK GDPR, you have the right to: be informed of what data we hold (this policy is part of fulfilling that right); request access to your data; ask us to correct inaccurate data; ask us to delete your data ("the right to erasure"); restrict our processing of your data; receive a portable copy of your data; and object to our processing of your data.
To exercise any of these rights, please write to the Executive Officer at the address above, or email [email protected]. We will respond within one calendar month.
6. Complaints
If you are unhappy with the way we have handled your personal data, please write first to the Chair of Trustees, Rev Julia Curtis, at the address above. If you remain unhappy, you have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk or by post at Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.
7. Changes to this policy
This privacy policy is reviewed every January by the trustees. If we make material changes, we will note them at the top of this page and (for newsletter subscribers) email a summary with the next quarterly letter.
