Privacy Policy

This Privacy Policy outlines how Kids’ Village (“we”, “our” or “us”) collects, uses, retains, and protects your personal information through our website (www.kidsvillage.org.uk) and broader organisational activities.

It also explains your data protection rights and how you can exercise them.

In this privacy policy we also outline how the collection of this information relates to your associated data protection and privacy rights and how you can choose to restrict the collection of your information or use of your personal data.

Kids’ Village is committed to transparency about how we process and use your information collected on our website. We respect and value your data privacy rights and will ensure that your information remains safe and secure and only used in the way that is documented in this policy.

Any changes to this privacy policy will be posted here so please continue to visit this page. We reserve the right to modify this privacy policy from time to time and continued use of this website shows your agreement to these changes.

We are committed to transparency, protecting your privacy, and ensuring your personal information is handled securely and lawfully.

What information we collect, use and why

We may collect and use the following types of personal information:

  • To receive donations or funding and organise fundraising activities: Names and contact details, donation history, taxpayer status (for Gift Aid).
  • For service updates or marketing: Contact details and address, marketing preferences and consent, donation history.
  • For recruitment: Contact details, employment history and references.
  • For queries, complaints or claims: Names and contact details, correspondence records.
  • For B2B or corporate fundraising: Publicly available professional contact details (e.g., job title, organisation, LinkedIn profile).

Lawful Bases and your data protection rights

We rely on the following lawful bases under the UK GDPR:

  • Consent – for email marketing and newsletter sign-ups. You can withdraw consent at any time.
  • Contractual necessity – when processing is required to fulfil a contract (e.g., employment applications).
  • Legal obligation – for recruitment and Gift Aid purposes.
  • Legitimate interests – when processing supports our charitable activities, e.g., fundraising, donor research, responding to queries.

You have the right to:

  • Access your personal data
  • Rectify inaccurate or incomplete data
  • Request erasure (‘right to be forgotten’)
  • Restrict or object to processing
  • Data portability (where applicable)
  • Withdraw consent (if processing is based on consent)
  • Lodge a complaint with the ICO (www.ico.org.uk)

To exercise any of your rights, email us at info@kidsvillage.org.uk.

Where we get personal information from

  • Directly from you (e.g., donations, newsletter sign-up, job applications)
  • Publicly available sources (e.g., Companies House, social media)
  • Trusted third parties (e.g., recruitment references, marketing list providers)

Who we share your data with

We never sell your data. However, we may share your information with:

Data processors:

  • Prospecting for Gold – market research services to collate lists from publicly available sources of prospective donors.
  • Moors Whitehouse – for payroll processing
  • Mailchimp (USA) – for email communications

Other recipients:

  • Professional advisors
  • Current or previous employers (for reference checks)

All third parties must comply with data protection laws and are subject to strict confidentiality.

Sharing information outside of the UK

Some data may be transferred outside the UK, including to the USA (e.g., Mailchimp). These transfers are protected by appropriate safeguards, such as Standard Contractual Clauses (SCCs).

How long we keep your data for

We retain your personal data only for as long as necessary to fulfil the purposes outlined in this policy.

We review personal data every three years and securely delete or anonymise it when no longer needed.

Contact data linked to Gift Aid claims is held for six years minimum.

Cookies and Analytics

We use cookies to enhance your website experience and analyse usage. You can manage preferences via our Cookie Policy or the cookie banner. Where consent is provided, data may be shared with platforms such as:

  • Google
  • Facebook
  • LinkedIn
  • YouTube
  • TikTok
  • Vimeo
  • Instagram

Fundraising Research and Profiling

To better understand and engage with our supporters, we may carry out research using:

  • Publicly available sources (e.g., rich lists, company websites)
  • Specialist agencies (e.g., Prospecting for Gold)
  • Wealth screening tools

This helps us tailor communications and identify potential supporters. We rely on legitimate interests but you may opt out at any time by emailing info@kidsvillage.org.uk.

Opting Out of Communications

You may opt out of receiving communications or request changes to your preferences by contacting info@kidsvillage.org.uk.

CCTV Monitoring

We use Closed-Circuit Television (CCTV) at our site office for the purposes of safety, security, and crime prevention. CCTV is used to monitor the premises and protect our staff, visitors, and property.

Legal basis for processing
The lawful basis for processing CCTV footage is our legitimate interests in maintaining a safe and secure environment.

How we use the footage
CCTV footage is used strictly for the purposes stated above and is only accessed by authorised personnel. Footage may be shared with law enforcement if required for the investigation of a crime or legal obligation.

How long we keep it
CCTV footage is retained for a maximum of 30 days unless it is required for an ongoing investigation or legal matter.

Your rights
You have the right to request access to CCTV footage that includes you, subject to certain legal exemptions. Please contact us using the details below if you wish to make such a request.

Disclaimer

Information on our website is provided for general guidance only. Always seek professional advice before acting on information found here. We take appropriate steps to protect our website but cannot guarantee it is free from viruses or vulnerabilities.

How to Complain

In the first instance, any complaints should be sent in writing to: info@kidsvillage.org.uk

If unresolved, you can then contact the ICO:
Information Commissioner’s Office
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
www.ico.org.uk/make-a-complaint

Last Updated

May 2025