The Hollie Gazzard Trust (“the Trust”, “we”, “us” or “our”) is committed to protecting your privacy and handling your personal information openly and responsibly. This policy explains what information we collect about you, why we collect it, how we use it, and the rights you have over it.

It applies to our website at holliegazzard.org and to the ways we work with supporters, donors, volunteers, beneficiaries, and anyone who contacts us. We process personal information in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who we are and how to contact us

The Hollie Gazzard Trust is the data controller responsible for your personal information. This means we decide how and why your information is used. If you have any questions about this policy or about how we handle your information, please contact us using the details below.

Note for completion: The fields shown in red above should be completed with the Trust’s current registered address and the named contact for data protection queries before this policy is published.

2. The information we collect

We only collect the personal information we need. Depending on how you interact with us, this may include:

• Your name and contact details, such as email address, postal address, and telephone number.
• Information you give us when you make a donation or fundraise, including payment details and Gift Aid declarations.
• Information you provide when you sign up to our newsletter, register for an event, volunteer, or take part in our training and workshops.
• The content of any messages you send us through our contact form, by email, or on social media.
• Technical information collected automatically when you visit our website, such as your IP address, browser type, device information, and the pages you view.

Where you provide us with information about other people (for example, when making a donation in someone’s memory), you should make sure they are happy for their details to be shared with us.

3. How and why we use your information

The law requires us to have a valid reason, known as a “lawful basis”, for using your personal information. The table below sets out the main ways we use your information and the lawful basis we rely on for each.

Where we rely on legitimate interests, we have considered the impact on your privacy and will only use your information in ways you would reasonably expect. You can ask us about this assessment at any time.

4. Sensitive information and our safeguarding work

Some of our work involves speaking to people affected by domestic abuse and stalking, and delivering education and awareness programmes. In the course of this work we may sometimes handle more sensitive personal information, known under the law as “special category” data.

We treat any sensitive information with particular care. Where we process it, we do so on an appropriate additional lawful basis, such as your explicit consent or because the processing is necessary for reasons of substantial public interest, including safeguarding.

5. Who we share your information with

We do not sell your personal information, and we never share it for other organisations to use for their own marketing. We only share information where it is necessary to run the charity and deliver our work. This may include:

• Trusted service providers who help us operate, such as our website host, email and newsletter platform, donation and payment processors, and IT support. These providers act on our instructions and may only use your information to provide their service to us.
• HM Revenue & Customs, where you have made a Gift Aid declaration.
• Professional advisers, such as our accountants, where reasonably required.
• Regulators, law enforcement, or other authorities where we are legally required to do so, or where it is necessary to protect someone’s safety.

Our website may include links to other organisations, including partners, corporate ambassadors, and the Hollie Guard personal safety app. This policy does not cover those external sites and services, which have their own privacy policies. The third party platforms used by Hollie Gazzard Trust include donation platforms: Enthuse.com Givewheel.com Newsletter platform: Mailchimp.com plus Monday.com and scoreapp.com which help us with our marketing processes.

6. Storing your information and international transfers

We store your information securely and take appropriate technical and organisational measures to protect it against loss, misuse, or unauthorised access. Most of the information we hold is stored within the UK or the European Economic Area.

Some of the providers we use may store or process information outside the UK. Where this happens, we make sure suitable safeguards are in place, such as an approved adequacy decision or standard contractual clauses, so your information continues to receive the protection required by UK law.

7. How long we keep your information

We keep your personal information only for as long as we need it for the purposes set out in this policy, and to meet our legal and accounting obligations. The right length of time depends on the type of information.

• Donation and Gift Aid records are generally kept for at least six years to meet HMRC and accounting requirements.
• Newsletter and marketing records are kept until you unsubscribe or ask us to remove your details.
• Enquiry and contact records are kept only as long as needed to deal with your query and a reasonable period afterwards.

When we no longer need your information, we will securely delete or anonymise it.

8. Your rights over your information

Under data protection law you have a number of rights over your personal information. These are summarised below.

To exercise any of these rights, please contact us using the details in section 1. We will respond within one month. There is normally no charge, and we may need to confirm your identity before acting on your request.

9. Marketing and your choices

If you have signed up to receive the Hollie Gazzette or other updates, we will only contact you in the ways you have agreed to. Every marketing email we send includes an easy way to unsubscribe, and you can ask us to stop contacting you for marketing purposes at any time. You have an absolute right to object to direct marketing, and we will always respect it.

10. Cookies and our website

Like most websites, holliegazzard.org uses cookies and similar technologies. Cookies are small files placed on your device that help the website work properly, remember your preferences, and help us understand how the site is used so we can improve it.

When you first visit our website, you will be shown a cookie consent banner that lets you accept or reject non-essential cookies, such as those used for analytics and marketing. You can change your choices at any time using the cookie settings on the website, and you can also control or delete cookies through your browser settings.

Full details of the specific cookies we use, what they do, and how long they last are set out in our separate Cookie Policy: Cookie Policy (UK)

11. Children’s privacy

Much of our educational work takes place with young people in schools and colleges. We do not knowingly collect personal information directly from children through our website without appropriate consent. Where our programmes involve young people, we work with schools and partner organisations and follow appropriate safeguarding and consent arrangements.

12. How to complain

If you are unhappy with how we have handled your personal information, please contact us first so we can try to put things right. You also have the right to complain to the Information Commissioner’s Office (ICO), the UK regulator for data protection.

13. Changes to this policy

We may update this policy from time to time to reflect changes in how we work or in the law. When we make significant changes, we will update the date below and, where appropriate, let you know. We encourage you to review this policy periodically.

Last updated: 9/6/2026