Sarai's Light Foundation - Privacy Policy

Last updated: 18/10/26

1. Introduction

Sarai's Light Foundation ("the Foundation", "we", "us" or "our") is a registered charity based in England.

We are committed to protecting the privacy and personal information of everyone who supports, engages with or contacts the Foundation.

This Privacy Policy explains how we collect, use, store and protect personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Contact: info@saraislightfoundation.org.uk

Website: www.saraislightfoundation.org.uk

Registered charity number: 1217768 

2. Information We Collect

Depending on how you interact with us, we may collect:

• Your name, email address, telephone number and other contact details.

• Information provided through trustee and volunteer expression of interest forms.

• Details of your professional experience, skills, interests and availability.

• Information relating to donations, fundraising activities and event participation.

• Correspondence you send to the Foundation.

• Any other information you voluntarily provide.

We may occasionally receive sensitive personal information, such as information about health conditions or personal experiences. We will only collect and use this where necessary and where an appropriate legal basis and additional condition for processing apply.

3. How We Use Your Information

We may use personal information to:

• Respond to enquiries and requests.

• Review trustee and volunteer expressions of interest.

• Communicate with applicants about opportunities.

• Coordinate volunteering, fundraising and awareness activities.

• Administer donations and maintain appropriate financial records.

• Organise events and communicate with participants.

• Meet our legal, regulatory and governance obligations.

• Send news and updates where we have the necessary permission or another lawful basis to do so.

4. Our Legal Basis for Processing

We process personal information only where we have a lawful basis under UK data protection law.

Depending on the activity, this may include:

• Legitimate interests: To administer the Foundation, assess expressions of interest and carry out activities that support our charitable purposes, where those interests are not overridden by individuals' rights.

• Legal obligations: To comply with charity, financial, accounting and other legal requirements.

• Consent: Where we ask for permission to use information for a particular purpose.

• Contract: Where processing is necessary to enter into or fulfil an agreement.

Where we process special category information, such as health information, we will identify an additional lawful condition before doing so.

5. Sharing Your Information

We do not sell personal information.

We may share information with authorised trustees and volunteers where necessary to carry out the Foundation's activities.

We may also use trusted third-party service providers to support our operations, including Google Workspace, Google Forms and fundraising platforms such as JustGiving.

We will only share personal information where there is a legitimate need and appropriate safeguards are in place.

6. How We Store and Protect Information

We take reasonable organisational and technical measures to protect personal information against unauthorised access, loss, misuse or disclosure.

Access to personal information is restricted to individuals who require it for authorised Foundation activities.

We use third-party technology providers, including Google Workspace, to store and manage information securely.

Some providers may process information outside the UK. Where this occurs, we will ensure that appropriate data protection safeguards apply.

7. How Long We Keep Information

We retain personal information only for as long as necessary for the purposes for which it was collected, or where required by law.

For example:

• Trustee and volunteer applications will be retained in accordance with our recruitment retention arrangements.

• Records relating to appointed trustees and active volunteers will be retained for the duration of their involvement and any appropriate period afterwards.

• Financial and donation records will be retained for applicable legal and accounting periods.

• General enquiries will be retained only as long as reasonably necessary.

We will periodically review the information we hold and securely delete records that are no longer required.

8. Your Data Protection Rights

Depending on the circumstances, you may have the right to:

• Request access to the personal information we hold about you.

• Ask us to correct inaccurate or incomplete information.

• Request deletion of your personal information.

• Ask us to restrict how your information is processed.

• Object to certain uses of your information.

• Request transfer of your information where applicable.

• Withdraw consent where consent is the basis for processing.

To exercise your rights, please contact info@saraislightfoundation.org.uk

You also have the right to raise concerns with the Information Commissioner's Office (ICO) at www.ico.org.uk.

9. External Websites

Our website may contain links to external websites, including fundraising platforms and partner organisations.

We are not responsible for the privacy practices of third-party websites. We encourage visitors to review their privacy policies.

10. Changes to This Policy

We may update this Privacy Policy to reflect changes in our activities, legal requirements or how we handle personal information.

The latest version will be available on our website.

11. Contact Us

If you have any questions about this Privacy Policy or how we handle your personal information, please contact:

Sarai's Light Foundation

Email: info@saraislightfoundation.org.uk

Website: www.saraislightfoundation.org.uk