Data Protection & GDPR Policy

Last updated: November 2025

At The Friends of Hampton Court House (Registered Charity No. 1202096), we are committed to protecting your personal data and being transparent about how we collect, use, and safeguard it. This policy explains how we comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

The Friends of Hampton Court House ("The Friends") is a registered charity run by parent volunteers that supports the school community through events, fundraising, and enrichment. We collect personal information to manage these activities effectively.

2. What Data We Collect

• Depending on how you engage with us, we may collect and store:

• Contact Details: Name, email address, and phone number.

• Volunteer Info: Your availability and areas of interest.

• Event Data: Ticket purchases, dietary requirements, and attendance lists.

• Images: Photography and video taken at our public events (e.g., Summer Fête, Fireworks).

• Connection to School: Your child’s year group (to help coordinate events or class rep lists).

Note: We do not store credit or debit card numbers. All financial transactions are handled securely by third-party payment processors (e.g., PayPal).

3. How We Use Your Data

We process your data under the legal bases of Legitimate Interest (running the charity) and Consent (where you have signed up). Your data is used to:

Manage event logistics, ticketing, and volunteer rotas.

Process donations and Gift Aid.

Send updates, newsletters, and thank-you messages.

Maintain a historical archive of school community life (photos).

Analyse participation to improve future events.

We never sell your data. We do not share your data with third parties for marketing purposes.

4. Photography & Media

The Friends frequently take photographs and videos at our community events for use on our website gallery, newsletters, and social media to celebrate our achievements.

Public Events: By attending public events (e.g., Summer Fête), you acknowledge that general crowd shots may be taken.

Opt-Out: If you see a photo of yourself or your child on our platforms that you wish to be removed, please contact us, and we will delete it immediately.

5. Third-Party Tools We Use

To operate efficiently, we use secure third-party services. We ensure these providers have robust security measures in place. These include:

Google Workspace (Google Sites/Forms): For website hosting, data collection, and document storage.

PayPal: For secure donation and ticket processing.

Communication Tools: (e.g., Mailchimp or similar) for newsletters.

Affiliate Partners: (e.g., Easyfundraising) – we receive anonymised data from these partners unless you choose to share your details.

Some of these services may host data outside the UK/EEA. In these cases, we rely on standard contractual clauses to ensure your data remains protected.

6. Data Retention

We keep your personal information only for as long as necessary:

Volunteer/Contact Lists: Reviewed annually. We generally remove details once you are no longer a current parent or have asked to be removed.

Financial Records: Kept for 6 years as required by HMRC/Charity Commission rules.

6. Your Rights

Under GDPR, you have the right to:

Access the personal data we hold about you.

Request correction or deletion of your data.

Withdraw consent at any time (e.g., unsubscribe from emails).

File a complaint with the ICO (Information Commissioner’s Office).

To exercise any of these rights, please email the Trustees at:

📧 admin@hamptoncourthouse-friends.co.uk