Privacy Policy for Red Squirrel South West

1. Introduction

Welcome to redsquirrelsouthwest.org.uk (“we”, “us”, or “our”). We take your privacy seriously and are committed to protecting your personal data. This Privacy Policy explains how we collect, use, and safeguard your information when you visit our website or use our services.

This policy is governed by the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Data We Collect

We collect personal information when you voluntarily provide it, including:

  • Contact information such as name and email address when signing up to our mailing list (via Mailchimp)
  • Gift Aid details when completing a Gift Aid declaration
  • Payment information processed via PayPal (note: PayPal processes and stores card/payment details)
  • Any information submitted via Jotform forms hosted on our site

We do not collect personal data from children under 13. If we become aware that we have collected data from someone under 13, we will take steps to delete it.

3. How We Use Your Information

Your information is used for the following purposes:

  • To process and manage newsletter subscriptions
  • To administer Gift Aid declarations and related tax processing
  • To facilitate payment processing through third‑party providers
  • To maintain accurate internal records related to your interactions with us

If we need to use your information for any other purpose, we will ask for your consent where necessary under applicable law.

4. Sharing Your Information With Third Parties

Why is user information shared with third party service providers?
to allow third party service providers to perform functions on our behalf and help ensure the website runs smoothly, including hosting form data and managing communications

Why is user information shared with third party payment providers?
to enable third party payment providers to securely process user payments and refunds

Your information may also be stored with our form host (Jotform) and Mailchimp to manage form submissions and newsletter services.

We do not sell your personal data to any third parties.

5. Sharing With Employees, Agents, or Professional Advisers

We may share Gift Aid declaration information with our administrator to process it and ensure compliance with Gift Aid requirements.

6. Cookies and Tracking Technologies

Our website uses cookies and similar technologies to provide essential services and improve your experience. You can manage your cookie preferences at any time using our cookie preference centre.

Strictly Necessary Cookies

  • Session cookie: we use this session cookie to remember you and maintain your session whilst you are using our website
  • Jotform session cookie: we use this cookie to maintain your form session and ensure form submissions are processed correctly
  • PayPal session cookie: we use this cookie to securely process payments

Functionality Cookies

  • Jotform functionality cookie: to remember form interaction and prevent duplicate submissions
  • Mailchimp functionality cookie (if using embedded forms): to remember if you’ve interacted with a signup form

Analytical or Performance Cookies

  • we do not currently use analytical or performance cookies such as Google Analytics

By using our site, you consent to the use of these cookies. You can adjust your preferences or withdraw consent at any time via our cookie preference centre.

7. International Data Transfers

Some of our third-party service providers, including Mailchimp, Jotform, and PayPal, may store or process your personal data outside the UK. Where this occurs, we ensure that your data is protected by appropriate safeguards, such as standard contractual clauses approved by the UK Information Commissioner’s Office (ICO), or that the provider participates in a recognised data protection framework. This ensures your personal data receives a level of protection equivalent to that under UK data protection law. If you want further information about the safeguards in place, please contact us using the details provided in this privacy policy.

8. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes we collected it for, including legal, tax, or reporting requirements.

9. Your Rights

Under UK GDPR, you have rights including:

  • The right to access your personal data
  • The right to correct inaccurate information
  • The right to request deletion of your data
  • The right to restrict or object to processing
  • The right to data portability

To exercise these rights or make enquiries, please contact us at the email address provided on our website. If you are not satisfied with our response, you may contact the UK Information Commissioner’s Office (ICO).

10. Data Security

We implement appropriate technical and organisational measures to protect your personal data. Access is limited to employees, agents, and contractors who need it to perform their duties, and all are bound by confidentiality obligations.

11. Changes to This Policy

We may update this policy to reflect changes in law or our data handling practices. Updated versions will be posted on our website.