our Privacy policy

This privacy notice tells you what you can expect us to do with your personal information.

As you may be aware, there are various laws that govern how we collect and use information, and we are committed to keeping your data safe.

The Alfie Nick Foundation is a registered charity in England and Wales (charity number 1210267). We are committed to protecting personal information and complying with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Under the legislation, you have certain rights:

  • The right to be informed how your personal data is processed.

  • The right of access to your personal data.

  • The right to edit and update your personal information.

  • The right to have your personal information deleted.

  • The right to restrict processing of your personal information.

  • The right to object.

  • The right to lodge a complaint with a supervisory authority.
    Tel: 0303 123 1113
    Website: www.ico.org.uk

This document lets you know how, when, and why we collect data and how we use it.

What information we collect, use, and why

The Alfie Nick Foundation will only use personal data for the purposes described in the notice and not for any unrelated purposes without additional consent.  We only collect data from people we are connected to (i.e. we do not buy in data lists). When you give us your personal details, we save it and use it to communicate with you. ‘Personal details’ include things like your name, contact details and personal information that may relate to care needs that the Alfie Nick Foundation may support with.

You give us this information when you donate, request materials or information, make grant applications, request a service or attend an event or you / a family member are in correspondence with us.

We may also, where relevant, collect publicly available information from the Charity Commission or information from community groups and organisations.

Our charity aims to support disadvantaged children; by donating or requesting support or information and attending events, you will receive information about how we can support you.  You can always opt out of these interests by letting us know via any email correspondence we send you.

When you visit our website, we collect non-personal data such as IP addresses, which pages people visit and which items they download. We do this to ensure our website is working properly and providing a good service.

If you give us sensitive data such as physical and mental health information, we will only keep this information where it is relevant to your interaction with us. 

When you volunteer with us, we will collect relevant information which will support background checks.

The type of information Alfie Nick Foundation collects may include:

  • Names, titles and contact details

  • Addresses

  • Date of birth

  • Photographs or video recordings where relevant 

  • Health information (including medical conditions, medical history and medical requirements). 

  • Information about care needs (including disabilities, home conditions and general care provisions)

  • Information about support requirements

  • Records of meetings and decisions

  • Information about income and financial needs for funding or personal budget support

  • Payment details (including card or bank information for transfers and direct debits)

  • Gift Aid status

  • Donation history and financial transaction history

  • Website user information (including user journeys and cookie tracking)

  • Information relating to compliments or complaints

  • Any other information provided by yourself that is relevant to your relationship to us

ONLINE SHOP PURCHASES

When you purchase merchandise from our online shop, we collect the information needed to process and fulfil your order. This may include your name, contact details, billing and delivery addresses, and details of the products purchased.

We use this information to process payments, arrange delivery or collection, communicate about your order, manage returns and refunds, and maintain financial records.

Our lawful bases are the performance of a contract and compliance with legal obligations, such as financial record-keeping.

We use Squarespace to operate our online shop and third-party payment providers to process payments securely. We may also share relevant delivery information with postal or courier services.

We retain order records for as long as necessary to meet our legal and accounting obligations.

Purchasing from our shop does not automatically subscribe you to fundraising or marketing communications.

Our lawful basis for the collection and use of your data

We collect and use personal information to support the Alfie Nick Foundation's charitable activities, provide services, manage donations and operate our online shop. The lawful basis we rely on depends on why we need the information and how we use it.

The main lawful bases we rely on are:

  • Consent: Where you have given us permission to use your information for a specific purpose. You can withdraw your consent at any time.

  • Contract: Where we need your information to fulfil a contract with you, such as processing purchases from our online shop.

  • Legal Obligation: Where we need to use or retain information to comply with the law, such as maintaining financial records and processing Gift Aid claims.

  • Legitimate Interests: Where using information is necessary to support our charitable activities, provided these interests do not override your rights and freedoms. Examples include managing relationships with supporters and administering charitable programmes.

Where we process sensitive personal information, such as health information, we ensure that an additional lawful condition for processing applies.

Your data protection rights depend on how and why we use your information. We will consider all requests in accordance with data protection law.

Examples of how we use information:

  • Share news, stories and updates about our charitable work and events, where permitted.

  • Send newsletters and information you have requested.

  • Invite you to support our work through donations, fundraising or volunteering, where permitted.

  • Process donations, Gift Aid claims and financial transactions.

  • Process online shop purchases, deliveries, returns and refunds.

  • Manage grant applications, referrals and requests for support.

  • Work with schools and service providers to arrange and deliver charitable programmes.

  • Maintain appropriate records of our interactions with supporters, beneficiaries and partner organisations.

  • Respond to enquiries, feedback and complaints.

  • Improve our services and understand the impact of our work.

Where we send marketing or fundraising communications, we provide an appropriate way to opt out. You can also contact us at admin@alfienickfoundation.org to update your communication preferences or ask questions about how we use your information.

COOKIES 

Our website uses cookies to improve your experience.  Cookies are small text files placed on your device to collect information on website usage and preferences.  We use the following types of cookies:

  • Necessary cookies: Essential for the functioning of our website

  • Analytical cookies: To analyse website traffic and usage

  • Functionality cookies: To remember usage preferences and enhance experience

You can manage your cookie preferences through our website's cookie settings and your browser settings. Disabling certain cookies may affect how our website functions.

Whom we share your information with 

We may share personal information with trusted organisations and service providers where necessary to deliver our charitable activities, administer donations, operate our online shop, process payments, arrange deliveries and manage our website and communications.

These may include schools, service providers, payment processors, website and IT providers, and delivery companies, where appropriate.

We may also share information where required by law or regulatory authorities.

Some of our service providers may process information outside the UK. Where personal information is transferred internationally, we ensure appropriate safeguards are in place in accordance with applicable data protection law.

How and where we store your data

The security of your information is very important to us, and we commit to handle this carefully and sensitively.  We ensure that there are appropriate controls and procedures in place to protect your personal details. However, despite all the security and protection we put in the place, the internet is not 100% secure and when you submit data to us, it is always at risk.

We do all we can to protect your personal data, and we ensure that it is securely stored and only accessed by those authorised to do so.

We ensure that any third-party providers we work with meet our strict data protection standards and sign relevant agreements before sharing your data.

How long we keep your information

We’ll only keep your personal information for as long we need to fulfil the function that it relates to, or as long as is required by law. For example, HMRC requires us to keep donation, Gift Aid and financial transaction records for seven years.

Exercising your rights

You can request a copy of the personal information we hold about you by contacting admin@alfienickfoundation.org. This is known as a Subject Access Request. We may ask for additional information to verify your identity where reasonably necessary.

You can update your communication preferences or make any updates/corrections to your information by emailing admin@alfienickfoundation.org.  

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details above.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:           

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

Last updated

15 October 2026