Privacy notice

1. Information we collect

• Account information: name, email address, role, Organisation, authentication and account-status information.
• Organisation information: registration details, addresses, contacts, payment-provider connection details, applications, declarations and approval records.
• Governance and verification information: trustee or person-of-significant-control details and identity or supporting documents supplied for review.
• Donation and Gift Aid information: donation amount, date and status, collection context, donor name, home address, postcode, email, phone number and declaration records.
• Collector and invitation information: collector name, contact destination, invitations, session activity and access history.
• Technical and security information: device and browser information, network address, timestamps, session identifiers, audit events, error information and security logs.
• Communications: messages, support requests, replies and other correspondence.

We do not store full payment-card details. The connected payment provider processes card information under its own privacy notice.

Mobile collector apps

The GiftAidPay collector apps use account and organisation details to control access and attribute collections. Optional donor contact and address details, pledge amounts, payment references, payment status and Gift Aid declarations are sent to the service when entered. Payment history may include the card brand and last four digits; full card details are handled by the connected payment provider.

With device permission, the app records transaction location for collection records and payment security. You can change location permission in your phone settings; payment-provider requirements may limit contactless payments when permission is unavailable. Bluetooth is used where payment accessories require it.

The Stripe and SumUp payment SDKs process device, transaction and technical information to operate payments and prevent fraud. Their processing may include device identifiers, location and product-interaction information; Stripe also declares SDK analytics. The data processed depends on the provider and features used. Account/session credentials are kept in protected device storage, and app preferences and payment-recovery state are stored on the device. See Stripe’s privacy notice and SumUp’s privacy notice for their processing.

2. How we obtain information

We receive information directly from users and Organisations, from donors completing a Gift Aid journey, from authorised collectors, from connected payment providers, and from official public registers such as the Charity Commission. We may also generate audit, security and transaction metadata when the service is used.

3. Why we use information

Where we rely on legitimate interests, we consider the necessity and impact of the processing and balance those interests against individual rights.

4. Who we share information with

We share information only where necessary with the participating Organisation; authorised users within that Organisation; payment providers; infrastructure, hosting, email, storage, security and support suppliers; professional advisers; and regulators, courts, law-enforcement bodies or other parties where law requires or permits it.

We do not sell personal information.

5. International transfers

Some suppliers may process information outside the United Kingdom. Where UK data-protection law requires safeguards, we use an adequacy regulation, approved contractual protections or another lawful transfer mechanism and assess relevant risks.

6. How long we keep information

We retain information only as long as needed for the purposes described above, including service operation, security, dispute resolution and legal, tax and regulatory duties. Retention depends on the type of record and the Organisation’s instructions. Gift Aid and financial records may need to be retained for the period required by HMRC and applicable law. Account and security records may be retained after closure where reasonably necessary to establish, exercise or defend legal claims or prevent fraud. Information is deleted or anonymised when no longer required.

7. Security

We use organisational and technical safeguards designed to protect personal information, including access controls, workspace separation, encryption for sensitive credentials, audit logging, private document access and restricted administrator permissions. No internet service can guarantee absolute security, so users must also protect their devices and sign-in details.

8. Your rights

Depending on the circumstances, UK data-protection law may give you rights to be informed, access your information, correct it, erase it, restrict or object to processing, receive portable information and challenge certain automated decisions. You may also withdraw consent where consent is the lawful basis.

If your request concerns data controlled by a participating Organisation, contact that Organisation first. We will assist it as required. We may need to verify your identity before responding.

9. Browser storage and cookies

GiftAidPay uses browser session storage to keep authorised users signed in during a browser session and may use strictly necessary cookies or similar technology for security and service operation. We do not currently use non-essential advertising cookies on the public website. If this changes, we will update this notice and request consent where required.

10. Children

Organisation accounts are for adults authorised to act for an Organisation. The service is not directed at children. Organisations must ensure they have an appropriate lawful basis and safeguards before entering information about a child.

11. Complaints

Please contact us first so we can try to resolve your concern. You also have the right to complain to the UK Information Commissioner’s Office through ico.org.uk/make-a-complaint.

12. Changes to this notice

We may update this notice when the service, our suppliers or legal requirements change. We will publish the revised notice here and change the effective date, and will give additional notice where a change materially affects individuals.