Your privacy is important to us. This Policy explains how The Coombe Keynes Trust 2022 (known as and referred to below as the “Coombe Keynes Trust”) collects, stores, and uses personal data in person and online, and outlines your rights under the General Data Protection Regulations (GDPR) and the UK’s Data Protection Act 2018.

Who are we?

The Coombe Keynes Trust is a charitable trust registered as a charitable incorporated organisation (CIO) in England and Wales. Our Charity Commission charity number is 1198804. As a trust committed to supporting the Coombe Keynes community, we are governed by a board of trustees. Our primary aims are: to promote the restoration and permanent preservation for the public of the Church of the Holy Rood at Coombe Keynes in the county of Dorset, as a building of historical and architectural interest, which should be retained for the education of present and future generations; and to use the Church and any land appurtenant thereto for any public, social, educational or charitable purposes.

Why do we collect personal information about donors and members and how do we use it?

We collect personal information about our donors and members for lawful reasons, ensuring we do not collect sensitive personal information unless there is a clear and valid reason to do so. Our main lawful basis for processing personal information includes:

  • Legal Obligation: To comply with legal requirements, we process information necessary for:
    • Recording and monitoring donations for internal audit and compliance with HMRC regulations.
    • Managing Gift Aid declarations.
  • Legitimate Interests: We process some personal data under this basis to:
    • Share news and updates about our projects, events, initiatives and their impact.
    • Conduct appropriate marketing to trusts, individuals, or corporate organisations.
    • Apply for grants and seek support from potential corporate supporters.

You can object to processing based on legitimate interests. If you prefer not to be contacted by post or wish to withdraw your consent for emails, please contact us at trust_chair@coombekeynes.com.

What personal information do we collect about our donors and members?

We may collect:

  • Basic details such as names, addresses, and other contact details.
  • Donation details including amounts, dates, bank details (if necessary), and Gift Aid declarations.
  • Information on donor relations, event participation, and media such as photos and videos from events.

Where do we store personal donor and member  information and for how long?

Donor and member information is stored in a secure manner and is accessible only by the Coombe Keynes Trust. We retain donation records for a minimum of seven years to comply with HMRC and auditing requirements. Should you wish us not to retain your information beyond this period, please let us know at trust_chair@coombekeynes.com.

Sharing personal information about donors with third parties

We may share your data with:

  • HMRC for Gift Aid purposes.
  • Our bank for processing donations.
  • Third-party communication services for sending out bulk emails and other communications.

We do not engage in wealth screening, telephone marketing, or sell personal data to third parties. We do not knowingly transfer any personal data outside of the UK.

Your Rights

You have several rights regarding your personal data, including:

  • The right to be informed (as detailed in this policy).
  • The right to access the data we hold about you.
  • The right to rectification if data is inaccurate.
  • The right to erasure and to restrict processing in certain circumstances.
  • The right to object to direct marketing or processing based on legitimate interests.
  • The right to data portability.

Contact Information

For any inquiries or requests regarding your data, please contact us at trust_chair@coombekeynes.com.

Effective Date

This Privacy Policy is effective from 8th May 2024.