Privacy Policy: Calder Rivers Trust

Last Updated: 4th April 2026

1. Introduction

Calder Rivers Trust ("we", "us", "our") is committed to protecting the privacy and security of your personal data. This policy explains how we collect, use, and look after your information when you volunteer with us, donate, or use our website.

We are a "Data Controller," meaning we are responsible for deciding how we hold and use personal information about you.

2. Contact Details

• Full Name of Charity: The Calder and Colne Rivers Trust (operating as Calder Rivers Trust)

• Charity Number: 1134377

• Postal Address: Elsie Whiteley Innovation Centre, Hopwood Lane, Halifax, HX1 5ER

• Email: talk@calderandcolneriverstrust.org

3. The Data We Collect

We collect different types of information depending on your relationship with us:

• Volunteers: Name, email address, telephone number, postal address, and confirmation that you are over 18.
• Donors: Name and contact details provided via PayPal. We do not see or store your full credit/debit card details; these are processed securely by PayPal.
• Supporters: Name and email address for our mailing list (where you have opted in).
• Media: Photographs or videos taken during Trust events or volunteer activities.

4. How We Use Your Data (Lawful Basis)

Under UK GDPR, we must have a valid legal reason to use your data. We use the following:

• Legitimate Interests: To manage our volunteers, coordinate activities, and respond to your inquiries. It is in our legitimate interest to process your application so you can safely help our rivers.
• Consent: For sending you marketing emails or newsletters. You can withdraw this consent at any time.
• Legal Obligation: To keep financial records (e.g., donation history) for tax and audit purposes. [If the Trust claims Gift Aid, we hold these records for 6 years to comply with HMRC rules.]

5. How We Store Your Data

Your information is stored securely within our [Electronic Database / Secure Spreadsheets]. Access is limited to authorized trustees or staff who need the information to perform their roles.

6. Third-Party Sharing

We do not sell your data. We only share it with trusted service providers to run the Trust, such as:

• PayPal: To process your donations.
• Email Service Provider: [Insert Name, e.g., Mailchimp/Brevo] to send our newsletters.
• Regulatory Bodies: If required by law (e.g., the Charity Commission or HMRC).

7. How Long We Keep Your Data

• Volunteer Records: We keep your details for the duration of your time with us and for [e.g., 2 years] after you stop volunteering.
• Donation Records: Kept for 6 years for financial auditing.
• Marketing: Until you unsubscribe or ask us to delete your details.

8. Your Rights

You have the right to:

• Ask for a copy of the data we hold about you (Subject Access Request).
• Ask us to correct or delete your data.
• Object to us using your data for certain purposes.

To exercise these rights, please contact us at the address provided in Section 2.