Privacy Policy

Effective Date: January 2025

At The ELY Memorial Fund, we are committed to protecting your privacy and handling your personal data responsibly and transparently. This Privacy Policy explains how we collect, use, and protect your information in accordance with the General Data Protection Regulation (GDPR).

1. Who We Are

The ELY Memorial Fund is a registered charity that provides financial support to families who have lost a young loved one in a road traffic collision.

2. What Information We Collect

We may collect and process the following personal data:

  • Contact Information: Name, address, email, phone number.

  • Donation Details: Payment information (processed securely via third-party providers), donation history, Gift Aid preferences.

  • Event Participation: Information provided when signing up for events or volunteering, including registrations processed through third-party platforms such as TicketSource.

  • Communication Preferences: Your preferences for receiving updates, newsletters, and fundraising appeals.

  • Website Data: IP addresses, browser type and usage data collected via cookies (see Cookies section below).

3. How We Use Your Information

We process your personal data for the following purposes:

  • To process donations and claim Gift Aid (where applicable).

  • To send you updates, newsletters, and information about our events and fundraising activities (if you’ve consented).

  • To manage event registrations and volunteer participation.

  • To improve our website and ensure its secure operation.

  • To comply with legal obligations, such as financial reporting or safeguarding requirements.

4. Lawful Basis for Processing

We process your data under the following lawful bases:

  • Consent: When you have explicitly agreed to receive communications from us.

  • Contract: To fulfil our obligations when you donate or sign up for an event.

  • Legal Obligation: For compliance with legal requirements (e.g. Gift Aid records).

  • Legitimate Interests: To manage our operations, improve services, and communicate with supporters, provided these do not override your rights.

5. Sharing Your Information

We do not sell or share your personal information with third parties for marketing purposes. However, we may share your data with:

  • Service Providers: Trusted third-party providers who help process donations, event registrations (e.g., TicketSource), or manage communications, under strict confidentiality agreements.

  • Legal Authorities: Where required by law or to protect our rights, property or safety.

  • Gift Aid Processing: With HMRC to claim Gift Aid on eligible donations.

6. Data Retention

We retain your personal information only as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, or reporting requirements.

  • Donation Records: Retained for 7 years to comply with tax and accounting obligations.

  • Communication Preferences: Retained until you withdraw your consent.

7. Your Rights Under GDPR

You have the following rights regarding your personal data:

  • Right to Access: Request a copy of the personal data we hold about you.

  • Right to Rectification: Request corrections to inaccurate or incomplete data.

  • Right to Erasure: Request deletion of your personal data, where legally permissible.

  • Right to Restrict Processing: Request that we limit how we use your data.

  • Right to Data Portability: Request your data in a machine-readable format.

  • Right to Object: Object to the processing of your data for direct marketing purposes.

To exercise any of these rights, please contact us at hugs4u@ely-memorial-fund.org.uk

8. How We Protect Your Information

We implement appropriate technical and organisational measures to safeguard your personal data against unauthorised access, loss, or misuse. These include secure servers, encryption, and restricted access to personal information.

9. Cookies and Website Usage

Our website uses cookies to enhance your browsing experience and analyse website traffic. You can manage your cookie preferences through your browser settings. For more details, please see our Cookie Policy.

10. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies before providing any personal data.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Any changes will be posted on our website, and where appropriate, notified to you via email. Please review this page periodically to stay informed.

12. Contact Us

If you have any questions or concerns about this Privacy Policy or how we handle your data, please contact us:

If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at ico.org.uk, our ICO number is ZA316679.

Thank you for supporting The ELY Memorial Fund and trusting us with your information.