Aylsham Older Peoples Association
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Privacy policy

Last updated: NEEDS_INPUT: date the policies were reviewed with the client

This policy explains how Aylsham Older Peoples Association (registered charity number 1009280) collects, uses, and looks after your personal data when you visit our website, donate, sign up to volunteer, or get in touch. We’ve written it in plain English so you can see exactly what we’re doing with your information and what choices you have.

On this page

Who we are

Aylsham Older Peoples Association is a registered charity in England and Wales, charity number 1009280. Our registered office is Friendship Hall, 38 Mill Road, Aylsham, Norwich NR11 6DS.

For the purposes of UK data protection law (the UK GDPR and the Data Protection Act 2018), Aylsham Older Peoples Association is the data controller for the information described in this policy. If you have any questions about how we handle your data, you can email us at .

What information we collect

We only collect information we genuinely need. The exact details depend on how you interact with us.

Contact details

When you fill in a form on our website (volunteering, contact, newsletter signup, event booking) we collect your name, email address, and any other fields you choose to fill in, such as a phone number or postal address.

Donation data

When you donate, our payment processor handles your card details directly. We never see or store your card number. We do receive your name, email, donation amount, and (if you opt in) your Gift Aid declaration and home address.

Service data

If you become a member of one of our services, such as meals on wheels, social club, friendship club, we collect the details we need to support you safely. That can include emergency contacts, accessibility needs, and any relevant health information you choose to share. We treat this information with extra care and only share it with the staff and volunteers who need it to do their job.

Website data

When you visit our website we automatically collect basic technical information, such as your IP address (truncated), the pages you view, and the type of device you’re using. This is described in more detail in the cookies section below.

How we use your information

We use your information to:

  • Administer your donation, send you a receipt, and reclaim Gift Aid where you’ve opted in.
  • Run the service you’ve signed up for: contact you about a volunteer role, book you onto an event, or arrange a place on one of our services.
  • Send you updates by email, but only if you’ve asked us to. We won’t add you to a mailing list because you donated or got in touch.
  • Improve our website and services. We look at anonymous, aggregated information about how people use the site.
  • Meet our legal and regulatory obligations as a registered charity, including financial reporting and safeguarding.

Our lawful basis

Data protection law requires us to have a lawful basis for using your information. We rely on different bases for different activities.

  • Consentwhen you’ve specifically asked us to do something, such as send you our newsletter.
  • Contractwhen we need your information to deliver something you’ve asked for, such as booking your place at an event.
  • Legitimate interest for activities that are reasonably expected, such as thanking you for a donation or contacting you about a volunteer application you’ve started.
  • Legal obligation for things we have to do by law, such as keeping Gift Aid records for HMRC or reporting safeguarding concerns.

Who we share it with

We don’t sell your data, and we don’t share it with anyone for marketing purposes. We do use a small number of trusted suppliers to run our day-to-day work.

  • GoHighLevel (HighLevel Inc.), our customer relationship system, which stores contact records, donations, Gift Aid declarations, bookings and the emails we send you.
  • Stripe, our payment processor, which handles donation and booking card payments on our behalf.
  • Vercel, our website host.
  • HMRC (the UK tax authority), receives the minimum information needed to process a Gift Aid claim, and only if you have made a declaration.

We may also share information where we’re legally required to, for example to comply with a court order or where we have a safeguarding duty. Outside of these cases, your information stays with us.

How long we keep it

We keep your information only for as long as we actually need it, and no longer. How long that is depends on why we hold it: a donation record has to be kept for tax purposes, a contact form message does not.

The one period set for us rather than by us is Gift Aid. HMRC requires us to keep records supporting a Gift Aid claim for at least 7 years. For everything else we review what we hold, and we delete or anonymise information once the reason we collected it has passed.

If you want to know how long we are keeping something specific about you, ask us and we will tell you.

Your rights

You have a number of rights over the information we hold about you. You can:

  • Access a copy of the information we hold about you.
  • Correct anything that’s inaccurate or out of date.
  • Deleteyour information, where we don’t need to keep it for a legal reason.
  • Move your data to another organisation in a portable format.
  • Restrict how we use your information while a query is being looked into.
  • Object to us using your information for a particular purpose.
  • Complainto the Information Commissioner’s Office (see below).

To exercise any of these rights, email us at . We’ll reply within one calendar month and never charge you for the request.

Cookies

Cookies are small files a website saves to your device so it can remember things between visits. We use two kinds.

Essential cookies

These keep the site working: they remember whether you’ve dismissed the cookie banner, keep you signed in if you’ve logged in, and help with security. They don’t track you and can’t be turned off.

Analytics cookies

We don't run any analytics or tracking on this site. Nobody is measuring which pages you visit.

If that changes we will say so here before it starts.

International transfers

Some of the suppliers listed above are based outside the UK (GoHighLevel (HighLevel Inc.), Stripe, Vercel). The UK government has confirmed that the US provides an adequate level of data protection through the UK Extension to the EU–US Data Privacy Framework, so your information remains protected when it’s processed there.

Contacting us about your data

If you have a question, want to update your details, or want to exercise any of the rights above, you can contact us in the way that works best for you.

  • Email:
  • Phone:
  • Post: Data Protection Lead, Aylsham Older Peoples Association, Friendship Hall, 38 Mill Road, Aylsham, Norwich NR11 6DS

The person responsible for data protection queries. We aim to reply as quickly as we can, and always within one calendar month.

How to complain to the ICO

If you’re not happy with how we’ve handled your information, please tell us first. We’ll do everything we can to put it right.

You also have the right to complain to the UK’s data protection regulator, the Information Commissioner’s Office (ICO). You can reach them at:

  • Website: ico.org.uk/make-a-complaint
  • Helpline: 0303 123 1113
  • Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

Questions about your data?

We’re happy to talk it through. Email is usually quickest, but you can also write to us or give us a call.


Aylsham Older Peoples Association, Friendship Hall, 38 Mill Road, Aylsham, Norwich NR11 6DS