Privacy notice

Who we are

Example Trust (registered charity 1000000) is the controller of the personal information described here. Contact us at enquiries@example.org, by phone on 01632 960 648, or by post at Riverside Mill – Floor 5, Mill Lane, Millbrook, AB1 3EF.

Volunteer and job applications

We collect your name, contact details, how and when it is safe to contact you, the roles you are interested in, your availability, anything you choose to tell us about your skills and experience, any adjustments you need and, for paid roles, your supporting statement, CV and whether you have the right to work in the UK.

We use this information to consider your application and contact you about it. Our lawful basis is taking steps at your request before entering into an agreement with you (for paid roles) and our legitimate interest in recruiting volunteers safely. We do not ask about personal experience of abuse or offending in the application form. If a role needs a criminal record (DBS) check, we will explain this separately and only record that the check was completed.

Applications are stored on our secure system and can only be seen by authorised staff, who must sign in with two-factor authentication. If your application does not go ahead or you withdraw, we delete it 6 months after that decision. If you join us, your details become part of your volunteer or staff record.

Donations

Online card payments are handled by Stripe, who process your payment details on our behalf; we never see your card number. We receive your name, email address, the amount and the date, so we can keep accurate financial records and respond to queries. If you add Gift Aid, we also keep your name, house name or number, postcode and declaration, because HMRC requires us to. Donation records are kept for 6 years after the end of the financial year, as required for charity accounts and Gift Aid. PayPal payments are covered by PayPal’s own privacy notice.

Referrals and support

Our referral forms are separate from this website and have their own privacy information. If you contact us by phone or email, we use what you tell us to respond and to provide support.

Live chat

If live chat is open, your messages and any name you give are stored on our own server and read by Example Trust staff who handle support requests. We do not use a chat company. Nothing is saved on your device: the chat lives only in the open page. We keep a chat for 30 days after it ends, then delete it automatically.

Cookies

The public website does not use analytics, advertising or tracking cookies. Our staff area uses one essential cookie to keep staff signed in.

Sharing

We do not sell your information or share it for marketing. We use service providers to host this website and to take payments. We will share information if the law requires it, or to protect someone from serious harm.

Your rights

You can ask for a copy of your information, ask us to correct or delete it, or object to how we use it. Contact us using the details above. If you are unhappy with how we have handled your information, you can complain to the Information Commissioner’s Office at ico.org.uk.