Privacy Policy

1. Introduction

The Eden Foundation ("we", "us", or "our") is committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, and safeguard your data in accordance with the UK General Data Protection Regulation (GDPR) and the Data Protection Act 2018.

The Eden Foundation
Registered Charity No. 1153029
Registered Address: 35 Dryclough Road, Huddersfield, HD4 5HY
Email: enquiries@tef.org.uk

2. What Data We Collect

We may collect and process the following types of personal data:

• Personal Identification: Name, email address, phone number, and postal address
• Donation Information: Payment details, donation amounts, and Gift Aid declarations
• Event Registration: Names, contact details, and any specific requirements you provide when registering for events or services
• Newsletter Subscriptions: Email addresses and communication preferences
• Website Usage Data: IP addresses, browser type, device information, and pages visited through cookies and analytics tools

3. How We Use Your Data

We use your personal data for the following purposes:

• Processing Donations: To process your donations and Gift Aid claims, and to send acknowledgment receipts
• Service Delivery: To provide access to our services including educational programs, childcare, and community support
• Event Management: To register you for events, classes, and activities, and to communicate relevant information
• Communications: To send newsletters, updates about our work, and information about fundraising campaigns (only with your consent)
• Legal Compliance: To meet our legal obligations as a registered charity, including financial reporting and safeguarding requirements
• Website Improvement: To analyze website usage and improve user experience

4. Legal Basis for Processing

We process your personal data based on the following legal grounds:

• Consent: When you have given us explicit permission to process your data (e.g., newsletter subscriptions)
• Contractual Necessity: When processing is necessary to fulfill our obligations to you (e.g., delivering services you've registered for)
• Legitimate Interests: When we have a legitimate reason for processing (e.g., donor relations, event management) that does not override your rights
• Legal Obligations: When we must process data to comply with legal requirements (e.g., Gift Aid claims, charity reporting)

5. Data Retention

We retain your personal data only for as long as necessary to fulfill the purposes for which it was collected:

• Donation Records: Retained for 7 years to comply with HMRC Gift Aid requirements and charity accounting regulations
• Service Records: Retained for the duration of service provision plus 2 years for safeguarding purposes
• Marketing Consents: Reviewed every 2 years; inactive contacts may be removed from our mailing lists
• Website Analytics: Anonymized after 26 months in accordance with Google Analytics retention policies

6. Your Rights

Under UK 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 correction of inaccurate or incomplete data
• Right to Erasure: Request deletion of your personal data (subject to legal retention requirements)
• Right to Restrict Processing: Request that we limit how we use your data
• Right to Data Portability: Request a copy of your data in a machine-readable format
• Right to Object: Object to processing based on legitimate interests or for direct marketing purposes
• Right to Withdraw Consent: Withdraw consent at any time where processing is based on consent

To exercise any of these rights, please contact us at enquiries@tef.org.uk. We will respond to your request within 30 days.

7. Cookies

Our website uses cookies to enhance your browsing experience and analyze site traffic. Cookies are small text files stored on your device that help us:

• Remember your preferences and settings
• Understand how you use our website
• Improve website functionality and user experience

You can control and manage cookies through your browser settings. Please note that disabling cookies may affect the functionality of our website.

8. Third-Party Services

We use the following third-party services that may process your personal data:

• Sanity CMS: Content management system for our website
• Brevo: Email marketing platform for newsletters and communications
• Payment Processors: Secure payment gateways for processing donations
• Google Maps: Location services for displaying our centres
• Analytics Tools: Website analytics to improve user experience

These third parties are contractually obligated to protect your data and use it only for the purposes we specify. We ensure they comply with GDPR and UK data protection laws.

9. Data Security

We take the security of your personal data seriously and implement appropriate technical and organizational measures to protect it from unauthorized access, loss, or misuse. These measures include:

• Secure encrypted connections (SSL/TLS) for data transmission
• Regular security assessments and updates
• Access controls limiting who can view personal data
• Staff training on data protection and confidentiality
• Secure backup procedures

10. Data Sharing

We do not sell, rent, or trade your personal data with third parties. We may share your data only in the following circumstances:

• With service providers who help us deliver our services (under strict data protection agreements)
• When required by law or to comply with legal processes
• With regulatory bodies such as the Charity Commission or HMRC for compliance purposes
• In the event of a merger, acquisition, or sale of assets (with notice to you)

11. International Transfers

Some of our third-party service providers may process data outside the UK. When this occurs, we ensure appropriate safeguards are in place, such as:

• Standard Contractual Clauses approved by the UK authorities
• Adequacy decisions recognizing equivalent data protection standards
• Other legally approved transfer mechanisms

12. Contact Us

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

13. Right to Lodge a Complaint

If you are not satisfied with how we handle your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):

14. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. When we make significant changes, we will:

• Update the "Last updated" date at the top of this page
• Notify you via email if you have subscribed to our communications
• Display a notice on our website highlighting the changes

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your data.