How we look after your information.

Who we are

We are the Estate Charity of Sir Christopher Nevile, a registered charity in England and Wales (number 219964) with a registered office at The Old Vicarage, Church Lane, Aubourn, Lincoln, Lincolnshire LN5 9DT. Our working names are 'Aubourn Charity' and 'Sir Christopher Nevile / Summers Charity'. For the purposes of UK GDPR and the Data Protection Act 2018 we are the data controller. The trustees are jointly responsible. You can write to us at [email protected].

What personal data we collect

We collect only what we need. In practice this is one of a few short lists:

• If you make an enquiry or refer a household: your name, your email, your message, and (if you choose to share it) your telephone number and address.
• If you apply for a Summers Bursary or one of the grant programmes: your name, age, address, the brief details of your application, and the name of a person who can vouch for you. We keep this on paper, in a locked deed-box, and only the named trustees see it.
• If you donate: your name, your email, your billing address (if you make a Gift Aid declaration), and the donation amount. The website donate form does not store your card details — see the note on the donate page.
• If you subscribe to our quarterly dispatch: your email, and (if you ask for the paper copy) your postal address.
• If you book an event: your name, your email, the number in your party and any accessibility needs you choose to share.
• If you visit this website: we use one essential session cookie to remember whether you have dismissed the cookie banner. We do not use Google Analytics or any third-party tracking. We do not place a marketing pixel. Our server logs your IP address briefly for security purposes and discards it within 30 days.

Why we collect it (our lawful basis under UK GDPR)

• Legitimate interest: answering your enquiry, processing your referral, paying a grant, sending you a receipt for your donation, sending you the quarterly dispatch when you have asked for it.
• Consent: for any non-essential use we ever consider in future (none currently).
• Contract: processing a donation you have made to us is a contractual matter (we agree to apply it as you direct, you agree we will apply it as we describe).
• Legal obligation: Gift Aid records, statutory reporting to the Charity Commission for England and Wales, safeguarding referrals where required.

Who we share it with

We do not sell or rent your data, ever. We do share it carefully with a small list of named processors who help us run the charity:

• Our bank, Lloyds Banking Group, for the processing of bank transfers and standing orders. Their privacy notice is at lloyds.com.
• Our email platform, currently Mailerlite Limited (Ireland), for the quarterly dispatch when sent by email. Their privacy notice is at mailerlite.com.
• The Charity Commission for England and Wales, for statutory annual reporting. We share aggregate financial figures, not personal data of donors or beneficiaries.
• HM Revenue and Customs, for Gift Aid claims once we are registered.
• An independent examiner in Lincoln who reviews our accounts annually. The examiner sees the accounts; the examiner does not see the personal data of donors except where strictly necessary.

How long we keep your data

• Enquiries and contact-form messages: 24 months from receipt, then destroyed.
• Volunteer enquiries: 24 months, then destroyed; longer if you become a regular volunteer (managed by separate consent).
• Donor records: 7 years from the most recent donation, for Gift Aid and accounting purposes.
• Grant application and beneficiary records: 7 years from the date of the grant decision, for audit and safeguarding purposes.
• Quarterly dispatch subscriber list: until you ask to leave, or three years of inactivity, whichever is sooner.
• Website server logs: 30 days.

Your rights under UK GDPR

You have the right to:

• Be informed about how we use your data (this notice).
• Access the data we hold about you.
• Have inaccurate data corrected.
• Have your data erased ('the right to be forgotten'), subject to legal retention obligations.
• Restrict our processing of your data.
• Receive your data in a portable format.
• Object to our processing.
• Lodge a complaint with the Information Commissioner's Office.

To exercise any of these rights, please write to [email protected]. We will reply within one calendar month.

Cookies

We use one essential session cookie — scn-cookies-dismissed — to remember whether you have dismissed the cookie banner. It contains no personal data. We do not use analytics, marketing or third-party tracking cookies. Read our short cookie policy for a fuller list of all cookies and their purpose.

Children's data

We do not market to children under thirteen. Where a grant application is made on behalf of a child (for example a school-uniform contribution), the application is made by the parent or guardian and the records are held against the parent or guardian's name. Safeguarding is governed by our safeguarding policy, adopted 2022 and reviewed annually; the designated safeguarding lead is the current Chair of trustees. Our safeguarding policy is on our resources page.

Changes to this policy

We will update this notice when our practices change. The 'last updated' date at the top of the page changes when we do. We do not separately email you when this notice changes; we publish each version here for at least three years before retirement.

How to complain

Please write first to the Chair at [email protected]. We aim to reply within fourteen days. If you are not satisfied, you may then complain to the Information Commissioner's Office at ico.org.uk or by telephone on 0303 123 1113.