Privacy Notice
Daybreak Trust (“we”, “us”, “our”) is committed to protecting your personal data and respecting your privacy. This Privacy Notice explains how we collect, use, store and protect your information when you interact with us, donate, volunteer, attend our events, use our website, or engage with our partners such as Octopus Legacy.
We are a registered charity in England and Wales (charity number 1142270).
Our registered address is: Daybreaks Kennels, 10 Coventry Road, Elmdon, B26 3QS.
If you have any questions about this notice or your data, you can contact us at:
info@daybreakstrust.co.uk
1. What personal data we collect
We may collect and process the following types of personal data:
Supporters and donors
- Name
- Email address
- Postal address
- Donation history
- Gift Aid status
- Communication preferences
- Information shared via fundraising platforms (e.g., JustGiving)
- Bank details (for members of our 50/50 Club)
Volunteers
- Contact details
- Emergency contact information
- Relevant skills or experience
- Availability
- Any information required for safeguarding
Event attendees
- Name
- Email address
- Ticket information (via Eventbrite)
- Accessibility requirements (if provided)
Website users
- IP address
- Cookies and analytics data
- Pages visited and interactions
Legacy pledgers via Octopus Legacy
- Name
- Email address
- Confirmation that a legacy pledge has been made (value is not shared)
- Marketing consent (if given)
2. How we collect your data
We collect data when you:
- Donate to us
- Sign up for email updates
- Register for an event
- Volunteer with us
- Contact us by email or phone
- Use our website
- Make a legacy pledge through Octopus Legacy
- Donate via JustGiving or similar platforms
- Interact with us on social media
We may also receive data from third parties where you have consented to this, such as:
- JustGiving (donation details and contact information)
- Octopus Legacy (legacy pledger details, with consent)
- Eventbrite (event registration details)
3. Why we use your data (lawful bases)
We process your data under the following lawful bases:
Legitimate interests
- Managing supporter relationships
- Processing donations
- Sending stewardship messages
- Running events
- Improving our services
- Ensuring the security of our systems
- Administering membership schemes such as our 50/50 Club, including processing monthly payments
Consent
- Email marketing
- Sharing your details with us via Octopus Legacy
- Receiving donor information from JustGiving (if you opt in)
Legal obligation
- Gift Aid processing
- Financial record keeping
- Safeguarding requirements
Contract
- When you volunteer or register for an event
- When you request information or services from us
4. How we use your data
We use your data to:
- Process donations and Gift Aid
- Send updates, newsletters and fundraising appeals (if you opt in)
- Manage events and ticketing
- Administer volunteering
- Thank supporters for legacy pledges
- Improve our website and services
- Maintain accurate records
- Comply with legal obligations
- Administer the 50/50 Club, including collecting monthly payments and contacting winners
We do not sell your data to third parties.
5. Sharing your data
We only share your data when necessary and with trusted partners who support our work.
Data processors we use
These organisations process data on our behalf:
- Mailchimp – email marketing
- Eventbrite – event registration
- Microsoft 365 – email, document storage and administration
- Website hosting provider – website analytics and security
These providers are contractually required to keep your data secure.
Joint controllership with Octopus Legacy
When you use our dedicated link to create a free will through Octopus Legacy, we act as joint data controllers for:
- Your name
- Your email address
- Confirmation that you have pledged a gift to Daybreak Trust (if applicable)
- Your marketing consent (if given)
This data is shared only if you consent during the will writing process.
Other third parties
We may receive data from:
- JustGiving – where you consent to share your details
- HMRC – for Gift Aid claims
- Payment providers – for donation processing
We will only share your data if required by law or to protect your vital interests.
6. International transfers
Some of our processors (e.g., Mailchimp, Eventbrite) store data outside the UK.
They use approved safeguards such as:
- UK GDPR adequacy decisions
- Standard Contractual Clauses (SCCs)
- Additional security measures
These ensure your data remains protected.
7. How long we keep your data
We keep your data only as long as necessary:
- Donation records: 6 years (legal requirement)
- Gift Aid declarations: 6 years
- Email marketing data: until you unsubscribe
- Volunteer records: for the duration of your involvement + 1 year
- Event data: 1 year
- Legacy pledger data: until notified of a change or withdrawal
- 50/50 Club bank details: retained for the duration of your membership and securely deleted within 3 months of cancellation
We securely delete or anonymise data when no longer needed.
8. Your rights
You have the right to:
- Access your data
- Correct inaccurate data
- Request deletion
- Restrict processing
- Object to processing
- Withdraw consent at any time
- Request data portability
- Complain to the ICO (Information Commissioner’s Office)
To exercise your rights, contact:
info@daybreakstrust.co.uk
9. How we protect your data
We use appropriate technical and organisational measures, including:
- Two factor authentication
- Encrypted cloud storage (Microsoft 365)
- Access controls for staff and trustees
- Secure password policies
- Regular data reviews
- Staff/volunteer awareness of data protection principles
- Bank details for the 50/50 Club are stored securely, with access restricted to authorised personnel only, and are never shared with third parties except for payment processing
10. Updates to this notice
We may update this Privacy Notice from time to time.
The latest version will always be available on our website.
