The Huddersfield War Memorial Trust Fund
Last updated: May 2026

Privacy policy.

We are the Huddersfield War Memorial Trust Fund (charity number 220016). This is our plain-English privacy policy. It covers everyone who writes to us, donates to us, volunteers with us, applies for a grant, or simply reads this website.

In short

  • We hold the smallest amount of personal data we need to do our work.
  • We never sell or rent your details. We do not run advertising.
  • We use Mailchimp to send the quarterly dispatch, and a regulated UK payment processor for donations.
  • We keep donor records for seven years for HMRC Gift Aid purposes; enquiry correspondence for two years.
  • You have the right to see, correct or delete the data we hold about you.
  • You can complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113.

Who we are

The Huddersfield War Memorial Trust Fund is the data controller for the personal data described in this policy. Our registered office is 1 Mon Abri, Amisfield Road, Hipperholme, Halifax, HX3 8NE. Our charity number is 220016. You can write to us at any time at [email protected].

What we collect, and why

We collect only the personal data we need to do our work, and we collect it only when you give it to us:

  • Enquiry correspondence. Name, email address, and the contents of your message, so we can reply to you.
  • Donations. Name, address, email, donation amount, and (if you give one) a Gift Aid declaration, so we can process your gift, write to thank you, and reclaim Gift Aid where applicable. Card details are never seen by us — they are entered directly into the payment processor.
  • Newsletter signup. Email address only, so we can send the four quarterly dispatches.
  • Volunteer enquiries. Name, contact details, postcode, and the role you are interested in, so we can phone or write to discuss.
  • Grant applications. The information requested on the relevant application form, plus correspondence with referring partners. Sensitive personal data may be collected where you have provided it as relevant to your application.
  • Website analytics. Aggregated, anonymised data about how the site is used (page views, country-level location, browser type). See the cookie policy for detail.

Our lawful basis (UK GDPR)

For each purpose above, we rely on one of the following lawful bases:

  • Consent — newsletter signup; optional marketing follow-ups after donating.
  • Contract — processing your donation, including Gift Aid where you have declared it.
  • Legitimate interests — replying to enquiry correspondence; assessing grant applications; running this website; keeping our records secure.
  • Legal obligation — Gift Aid record-keeping for HMRC; statutory reporting to the Charity Commission.

Who we share it with

We share personal data only with the small number of processors who help us do our work:

  • Mailchimp (Intuit Inc.) — to send the quarterly email dispatches.
  • A regulated UK payment processor — to process card donations. We will name the specific processor on each donation confirmation page once chosen.
  • HMRC — Gift Aid declarations and supporting records.
  • The Charity Commission for England and Wales — statutory annual returns and accounts.
  • Referring partner organisations — only where you have applied for a grant and only with your knowledge.

We do not sell, rent or trade personal data. We do not run any form of advertising. We do not use third-party marketing trackers.

How long we keep it

  • Donation records — seven years from the financial year of the donation, in line with HMRC Gift Aid requirements.
  • Newsletter subscriptions — until you unsubscribe. One-click unsubscribe links are in every email.
  • Enquiry correspondence — twenty-four months from the last reply, then deleted.
  • Volunteer enquiries — twenty-four months from the last contact, unless you remain an active volunteer.
  • Grant applications — six years for funded applications; twelve months for unsuccessful applications, then deleted.
  • Website analytics — fourteen months in aggregated form.

Your rights under UK GDPR

You have the right to:

  • see the personal data we hold about you (subject access);
  • correct it if it is wrong (rectification);
  • ask us to delete it (erasure), within the limits of our legal duties;
  • ask us to limit how we use it (restriction);
  • ask us to give you a copy of it in a portable format (portability);
  • object to our use of it for any purpose based on legitimate interests.

To exercise any of these rights, write to us at [email protected]. We will respond within one calendar month.

Cookies

A short, plain-English account of the cookies we use is on our cookie policy page. The site shows a cookie banner on first visit and remembers your choice in your browser’s localStorage.

Children’s data

We do not market to children. We do not knowingly collect personal data from anyone under 13. Grant applications relating to a household with children are submitted by an adult referrer and contain only the minimum necessary information about the children involved (typically first name and age). Our safeguarding policy is available on the Resources page.

Changes to this policy

We will update this policy whenever the substance of how we handle data changes. The ‘Last updated’ date at the top will tell you when the most recent change was made. Material changes will be noted in the next quarterly dispatch.

How to complain

Please write to us first — we’d rather hear from you. If you are not happy with our response, you have the right to complain to the Information Commissioner’s Office. Their contact details are: ico.org.uk, telephone 0303 123 1113, post Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.