Privacy policy.

Who we are.

This privacy notice is published by the Kitchings General Charity, a registered charity in England and Wales (charity number 219957), with registered office at The Old Vestry, Church Lane, Bardney, Lincolnshire LN3 5UF. We are the data controller for any personal information you give us or that we collect about you while you use this website. We have no data protection officer because at our scale one is not legally required, but enquiries can be addressed to the chair of the trustees at [email protected].

What personal data we collect.

We collect only the personal information you give us:

• Your name, postal address, and email when you write to us, apply for a grant, register for an event, sign up to our newsletter, or make a donation.
• The amount and purpose of any donation you make to us.
• The content of any messages you send us through this website or by email.
• Basic information about your visit — IP address, browser, pages visited — collected by our hosting provider's standard server logs.

We do not knowingly collect any special-category personal data (information about your health, ethnicity, religion, etc.) unless you choose to tell us, for example in a hardship application. Where you do, we hold it under explicit consent.

Why we collect it and the lawful basis.

We collect and use personal data for the following purposes:

• To consider and administer grants — lawful basis: legitimate interest (running the trust as a grant-making charity).
• To process donations and record them in our accounts — lawful basis: contract (the donation transaction) and legal obligation (charity accounting law).
• To send you the quarterly Letter from Bardney if you have subscribed — lawful basis: consent.
• To respond to your enquiries — lawful basis: legitimate interest.
• To understand who reads our website through anonymised analytics — lawful basis: consent (where cookies are involved) and legitimate interest (for purely aggregated stats).

Who we share your data with.

We share your personal data only with a small number of trusted third parties, all of whom are themselves bound by data protection law:

• Our payment processor if you make a card donation online. The payment processor receives your card details directly and we never store them.
• Our email provider if you subscribe to our newsletter. They hold your name and email solely to send you the dispatch.
• Our independent examiner (Holman & Speakman, Lincoln) in connection with the annual accounts; donor names and amounts may appear in samples examined.
• The Charity Commission in connection with our statutory annual return. Trustees' names appear on the public register, as is required of all UK charities.
• His Majesty's Revenue and Customs, if and when we ever register for Gift Aid.

We do not, and will not, sell or rent your personal data to anyone. We do not share your personal data with any marketing partners. We do not allow third-party advertising on this website.

How long we keep your data.

• Donor records: seven years from the date of the gift, in accordance with HMRC and charity accounting requirements.
• Grant application files: seven years from the date of the decision, after which they are securely destroyed.
• General enquiries: twenty-four months from the date of the last correspondence.
• Newsletter subscriptions: until you unsubscribe.
• Analytics data: fourteen months in aggregated form.
• Server logs: thirty days.

Your rights under UK GDPR.

Under UK data protection law, you have the right to:

• Access the personal data we hold about you.
• Rectification of inaccurate or incomplete personal data.
• Erasure of your personal data in certain circumstances (the 'right to be forgotten').
• Restriction of how we use your personal data.
• Portability of your personal data to another data controller.
• Object to our processing of your personal data on grounds of legitimate interest.
• Withdraw consent at any time where processing is based on consent.

To exercise any of these rights, write to [email protected] or by post to the registered office. We will respond within one calendar month.

Cookies.

This website uses a small number of cookies. Our cookie policy sets out each cookie, its purpose, and its retention period.

Children's data.

We do not knowingly collect personal data from children under 13. We do not market to children. Where the Schools & Pupils Grants involve children, applications are made by parents, schools, or other adult intermediaries, and any data about a child is held with the explicit consent of a parent or guardian. We hold a written safeguarding policy, summarised on our About page and available in full from the resources page.

International transfers.

Our newsletter provider may transfer aggregated data outside the UK or European Economic Area for storage. Any such transfers are made under adequate safeguards (UK adequacy decision or standard contractual clauses). We do not otherwise transfer personal data internationally.

Changes to this policy.

We will update this policy from time to time. We will note the date of the last update at the top of the page, and where the change is material we will tell you by email if you are a newsletter subscriber.

How to complain.

If you are unhappy with how we have handled your personal data, please write to us first — we read every complaint ourselves. If you remain dissatisfied, you have the right to complain to the Information Commissioner's Office (the ICO) at:

Information Commissioner's Office
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
ico.org.uk · 0303 123 1113