Effective from: 3 October 2025

About this privacy notice

Traid is committed to protecting and respecting your privacy.

This privacy notice sets out why we collect personal data, how we collect and use it and who it is shared with. It also explains the legal basis for the use of your personal data and the legal rights you have over the way it is used.

Who we are

For the purposes of the UK GDPR and the Data Protection Act (DPA) 2018, the controller of your personal data is Traid (a registered charity in England and Wales with registered charity number 297489 and a registered company in England and Wales (company number 2143753). Traid’s contact details are as follows:

• Address: 2 Westlinks, Alperton Lane, Wembley, HA0 1ER
• Telephone number: 020 8733 2580
• Email: dataprotection@traid.org.uk 

The person who is in charge of Data Protection for Traid is Umashish Panda, who may be contacted via dataprotection@traid.org.uk

How we obtain your personal data

We may collect your personal data in the following ways:

1. Information you give us directly: for example, you may provide your details to us when you set up an account on our website, book a free collection or sign up for gift aid on your donations.

2. Information about your website use: when you use our website, some limited information about you may be recorded and temporarily stored (please see the “Cookie Policy” section below for more details).

Types of personal data we process

The type and amount of personal data we collect depends on the purposes for which we will need to use it and will include:

1. 1. Information used to identify and keep in touch with you: Such as your name and contact details (email address, phone number). We collect this data to communicate effectively with you.

2. 2. We may need to ask for your financial data to process donations (including those by debit or credit card).

3. 3. Correspondence between us, for example, if you email or write to us.
4. 4. Donation and transaction history: Records of donations, purchases in our shops and Gift Aid declarations.
5. 4. Volunteering or employment data: If you volunteer or apply for a role with us, we may collect information such as your CV, references, skills, and right-to-work documentation.
6. 5. Research and survey responses: Information you provide when we ask for feedback, opinions, or to take part in surveys.

How we use your personal data

We will use your personal data for various purposes consistent with the legal basis we rely on to process your data. These purposes include:

• providing you with the information or services you have asked for;

• processing donations you make, including processing for gift aid purposes;
• sending you communications with your consent that may be of interest, including marketing information about our services and activities, campaigns and appeals asking for donations and other fundraising activities and promotions for which we seek support;
• seeking your views on the services or activities we carry on so that we can make improvements;
• maintaining our organisational records and ensuring we know how you prefer to be contacted;

Failure to provide personal data

When we collect personal data from you, we will make it clear whether you are required by law, or under a contract, to provide your personal data, and what will happen if you do not provide that data.

Our legal basis for processing your information

Data protection law requires us to have a lawful basis for processing your personal data. Depending on the purposes for which we use your data, we may rely on one or more of the following lawful bases:

1. 1. Consent: Where you have provided your consent for us to use your personal data. For example, if you sign up to receive marketing communications from us. You may withdraw consent at any time by unsubscribing from the email communications when you receive them or by emailing us at dataprotection@traid.org.uk. This will not affect the lawfulness of processing of your information prior to your withdrawal of consent being received and actioned.

2. 2. Performance of a contract: It may be necessary for us to use your information to carry out our obligations under a contract entered into with you or to take steps you ask us to take prior to entering into a contract.
3. for us to use your information to comply with our legal obligations. For example, if we are legally required to hold transaction details for gift aid or accounting/tax purposes.

3. 3. Legitimate interests: It may be necessary for us to use your personal data for the purposes of “legitimate interests” pursued by the Charity or a third party (as long as those legitimate interests are not overridden by your rights and freedoms). For example, where we need to provide information or services to you, we may rely on the fact that it is necessary for our legitimate interests to provide the information or service requested, and given that you have made the request, we would presume that there is no prejudice to you.

If you want to contact us about your marketing preferences please contact dataprotection@traid.org.uk.

How we keep your personal data safe

We understand the importance of security of your personal data and take appropriate steps to safeguard it.

Your personal data when held on the Traid’s website is fully protected and encrypted. Other electronic records are held via our logistics provider, Podfather and EPOS provider, CSY. Hard copy data is in locked cabinets in locked rooms solely used by Traid.

We always ensure that only authorised persons have access to your personal data, which means only those members of our staff who need to access your data to fulfil their roles. Everyone who has access to personal data is appropriately trained and aware of their obligations to ensure confidentiality and security of your data.

Please note, we interact via the internet and email, and no external data transmission over the internet can be guaranteed to be 100% secure. So, while the Traid strives to safeguard your personal data, we cannot guarantee the security of any information you provide online and you do this at your own risk.

Who has access to your personal data?

We will not share your personal data with third parties without your consent unless the law allows us to. We may disclose your personal data to the following third parties, to enable us to provide our services, fulfil our charitable objectives or comply with our legal obligations:

• HM Revenue & Customs (HMRC), for example, to process Gift Aid claims;
• Regulators such as the Charity Commission or the Information Commissioner’s Office, where required;
• Partner organisations we may work with to deliver joint projects or campaigns (we will always make it clear when this applies)
• Banks and payment providers to process donations or other financial transactions;
• Our insurance providers, where necessary for risk management or claims handling

We also need to disclose your data to companies who provide services for us, for example our legal advisors, appointed accountants, our IT services provider and parties providing mailing and marketing services. We select all third-party service providers with care and provide them with the minimum amount of information necessary to provide their service. We always a have an appropriate agreement in place that requires them to protect personal data to the same standard as we do.

Transfers of your personal data to other countries

Your personal data is stored and accessed only from within the UK.

How long we keep your personal data for

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements and, where required for us to assert or defend against legal claims, until the end of the relevant retention period or until the claims in question have been settled.

If you would like further information about our retention periods, please contact dataprotection@traid.org.uk.

Your rights

Data protection law provides individuals with various legal rights, which may be exercised in certain circumstances. You have the following legal rights over your personal data:

• The right of access (commonly referred to as a “subject access request” or “SAR”): This right enables you to obtain a copy of the personal data we hold about you as well as other information about how we are processing your personal data.
• The right to rectification: This right enables you to require us to correct the personal data we hold about you if it is inaccurate or incomplete.
• The right to erasure (also known as the right to be forgotten): In certain circumstances, you have the right to request that personal information we hold about you is erased (such as where we no longer need your personal data for the purpose it was originally collected for).
• The right to restrict processing of your personal data: You may ask us to restrict the use of your personal data in certain circumstances (such as where you believe your personal data is incorrect and we need to verify the accurate of the personal data we hold)
• The right to object: You may object to our processing of your personal data in certain circumstances, such as where we are processing your personal data on the basis of “legitimate interests”. Please note, you always have the right to object to processing of your personal data for direct marketing purposes.
• The right to data portability: This right allows you to request that we transfer your personal data to you or another third party in a commonly used, machine-readable format. Please note, this right only applies to automated information that you initially provided consent for us to use or where we used the information to perform a contract with you.
• The right to withdraw consent: Where we are relying on your consent to process your personal data, you have the right to withdraw your consent at any time, and may do so by contacting us via dataprotection@traid.org.uk with ‘Unsubscribe’ in the subject field or writing to our Head Office at the address given at the beginning of this policy. You can also unsubscribe from our promotional emails and updates by clicking ‘unsubscribe’. If you decide to withdraw your consent, that does not mean that our use of your personal data before you withdrew your consent is against the law.

Please note, some of your legal rights are subject to safeguards, limitations or exemptions.

If you wish to exercise your rights, please contact us via dataprotection@traid.org.uk and we will respond within the time limits set out in data protection law.

Complaints

If at any time you are not happy with how we are processing your personal information then you may raise the issue with [Insert details of person responsible for data protection] in the first instance.

If you are not satisfied with the handling of your issue, you may raise a complaint with the Information Commissioner’s Office, which regulates and enforces data protection law in the UK.

Details of how to do this can be found at https://ico.org.uk/make-a-complaint/.

Keeping your information up to date

We really appreciate it if you could let us know if your contact details change. You can do so by changing the information in your online account or by contacting us at dataprotection@traid.org.uk

Changes to this Privacy Notice

This privacy notice was last reviewed in September 2025. This privacy notice may be changed from time to time. We will advertise any changes on https://traid.org.uk/privacy-policy/ or, if the changes are significant, we will contact you directly with the information.