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Langham Community Trust
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Privacy Policy

Last updated: 6 August 2026

Langham Community Trust ("the Trust", "we", "us", "our") is committed to protecting your privacy. This policy explains what personal information we collect through langhamcommunitytrust.org and our member/volunteer portal, why we collect it, how we use it, and the choices and rights you have.

We are the data controller for the personal information described in this policy. Our registered charity number and registered address are shown in the footer of this website. If you have any questions about this policy or how we handle your data, contact us at [email protected] or via our Contact page.

Information we collect

We only collect the information needed to run the Trust's activities. What we hold about you depends on how you interact with us:

Making a donation. If you donate, we (and our payment processor, Stripe) collect your name, email address, and payment details. We never see or store your full card number — Stripe handles and stores that securely. If you claim Gift Aid, we also hold the declaration needed to reclaim tax on your donation, as required by HMRC. If you choose to donate anonymously, we don't attach your name to the public record of the donation.

Volunteering with us. If you apply to volunteer, we collect your name, contact details, address, and the areas you're interested in helping with. Where a role involves working with children or vulnerable adults, we also process Disclosure and Barring Service (DBS) check information. This is "special category" data under data protection law, and we only collect and hold it for as long as needed to confirm someone is suitable to carry out a particular role, and to meet our own safeguarding obligations as a charity.

Attending or signing up for an event. If you book onto an event or buy a ticket, we collect your name, email address, and the number of attendees, so we can manage capacity and contact you with event details.

Getting in touch. If you contact us — by form, email, or phone — we keep a record of your name, email address, and the content of your message, so we can respond and keep a record of the correspondence.

Getting involved in other ways. If you submit a project idea, sponsorship enquiry, or apply to become a Friend of the Trust, we collect the information you provide in that form so we can consider and follow up on it.

Using the member/trustee portal. Trustees, staff, and volunteers with portal access have a user account (name, email address, and role). We keep a record of sign-ins for security purposes.

Browsing our website. We use privacy-friendly analytics (Plausible) to understand how our website is used. This does not use cookies and does not track you individually or across other websites — it only records aggregate statistics such as page views and referring sites. We do not use advertising or tracking cookies. The only cookie the site sets is a strictly necessary one to keep you signed in if you have a portal account.

Why we use your information, and our legal basis

We use your information to... Our legal basis
Process a donation and claim Gift Aid Contract (processing your donation) and legal obligation (Gift Aid records)
Assess a volunteering application, including DBS checks Legitimate interests in running safe activities, and legal obligation/substantial public interest for safeguarding checks
Manage event bookings and tickets Contract (fulfilling your booking)
Respond to enquiries and messages Legitimate interests in dealing with correspondence
Administer trustee/staff/volunteer portal accounts Legitimate interests / contract (carrying out your role)
Understand how our website is used Legitimate interests, using privacy-friendly, non-identifying analytics
Meet our obligations as a registered charity Legal obligation

Where we ask for your consent (for example, to send you SMS updates as a volunteer), you can withdraw that consent at any time by contacting us.

Who we share information with

We share personal information only where it's necessary to run the Trust's activities:

  • Stripe — to process card payments and donations securely.
  • Resend — to send transactional emails (for example, donation receipts, account verification, and event confirmations).
  • Plausible Analytics — to provide aggregate, non-identifying website statistics.
  • DigitalOcean — our hosting provider, which stores our database and any files uploaded through the website (for example, event photos or policy documents) on our behalf.
  • Regulators and authorities, such as HMRC (for Gift Aid) or the Charity Commission, where we're legally required to.

We do not sell your personal information, and we do not share it with third parties for their own marketing purposes.

Some of the organisations above may process data outside the UK/EEA. Where they do, they provide appropriate safeguards (such as the UK's International Data Transfer Addendum or the EU Standard Contractual Clauses) to protect your information to UK standards.

How long we keep your information

We keep personal information for as long as it's needed for the purpose it was collected, and then delete or anonymise it. As a guide:

  • Financial records, including donation and Gift Aid records are kept for at least 6 years, in line with HMRC and charity accounting requirements.
  • Volunteer applications and DBS-related records are kept only for as long as needed to confirm suitability for a role and to meet our safeguarding obligations, and are reviewed periodically.
  • Enquiries and contact messages are kept for as long as needed to deal with the matter, and then deleted after a reasonable period.
  • Portal accounts are kept for as long as you hold a role with the Trust, and removed after you leave unless we need to keep a record for legal reasons.

Your rights

Under UK data protection law, you have the right to:

  • Access the personal information we hold about you.
  • Correct inaccurate or incomplete information.
  • Ask us to delete your information, where we don't have a legal reason to keep it.
  • Object to, or ask us to restrict, certain processing.
  • Ask for a copy of your information in a portable format.
  • Withdraw consent at any time, where we rely on consent.

To exercise any of these rights, contact us at [email protected]. We'll respond within one month.

If you're unhappy with how we've handled your information, you can also complain to the Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113. We'd appreciate the chance to put things right first, so please get in touch with us as well.

Children's information

Some of our activities involve children and young people, usually alongside a parent, guardian, or through a school or group. Where we collect information relating to a child (for example, an event booking), we ask a parent or guardian to provide it and confirm they're happy for us to hold it for that purpose.

Keeping your information secure

We use appropriate technical and organisational measures to protect the personal information we hold, including encrypted connections, access controls limiting who can see sensitive information (such as DBS records), and secure hosting. Payment details are handled directly by Stripe and never stored on our own systems.

Changes to this policy

We may update this policy from time to time, for example if we start using a new service or our activities change. The date at the top shows when it was last updated. If we make significant changes, we'll make that clear on this page.

Contact us

Langham Community Trust Email: [email protected] Post: our registered address is shown in the footer of this website.