JOHN WILLIAM FOSTERCharity 219863 · Horton-in-Ribblesdale
A cream-paper policy document on a pine vestry table, headed 'JOHN WILLIAM FOSTER · POLICY DOCUMENT'.
Privacy Policy

A short, plain account of what we do with the small amount of personal data we hold.

Written by the trustees, not by a law firm. Reviewed annually. Last updated 1 May 2026.

In short

  • We are JOHN WILLIAM FOSTER, registered charity 219863. We are the data controller for any personal data you give us.
  • We collect very little — names, addresses, email addresses, and (for donations) the amount and gift type.
  • We use this data only to reply to you, to send the dispatch you have asked for, and to keep our financial records.
  • We do not sell, rent, share or trade your data. We do not pass it to other charities or to commercial partners.
  • You have full UK GDPR rights, including access, correction, erasure, and objection. Write to us and we will action your request.
  • You can complain to the Information Commissioner's Office at ico.org.uk or 0303 123 1113 at any point.

Who we are

JOHN WILLIAM FOSTER is a small parish dole charity, registered with the Charity Commission for England and Wales as charity number 219863. Our working name is Horton-in-Ribblesdale Dole Charities. Our registered office is c/o St Oswald's Church, Church Lane, Horton-in-Ribblesdale, North Yorkshire, BD24 0HD. We are the data controller for any personal data described in this policy.

What personal data we collect

We keep this list short on purpose. The personal data we may hold about you is:

  • Identity data: first name, last name.
  • Contact data: postal address, email address, occasionally a phone number if you have given us one.
  • Donation data: amount and date of a donation, frequency (one-off or monthly), any Gift Aid declaration. We do not hold card numbers — the donation form on this site is a demonstration form; no payment processor is integrated.
  • Volunteering data: the role you have offered to take on, your village, and any practical notes you have shared.
  • Correspondence data: the content of letters or emails you send us, kept for so long as the conversation is open.
  • Website data: very basic, anonymous server logs (date, page requested, anonymised IP). We do not run any third-party analytics or advertising scripts.

Why we collect it, and our lawful basis under UK GDPR

  • To reply to your enquiries — lawful basis: legitimate interests (responding to people who write to us).
  • To send you the dispatch if you have asked for it — lawful basis: consent (which you can withdraw at any time).
  • To process and acknowledge a donation, and to keep proper accounting records as a registered charity — lawful basis: legal obligation (under the Charities Act 2011 and tax legislation) and contract.
  • To organise the volunteer rota — lawful basis: legitimate interests.
  • To comply with reporting obligations to the Charity Commission for England and Wales — lawful basis: legal obligation.

Who we share data with

Very few people. In practice:

  • Our independent examiner (currently Mrs A. Hodgson, FCA, of Settle), for the annual examination of our accounts.
  • The Charity Commission for England and Wales, for our annual return and any required statutory reporting.
  • Our parish-hall printer, where we provide a printed mailing list of name + postal address only, on cream paper, and destroy the list afterwards.

We do not use Mailchimp, Beehiiv, or any other third-party email platform; the dispatch is a paper document. We do not use Google Analytics, Facebook Pixel, or any other commercial tracker. If any of that changes, we will say so plainly here.

Where we keep your data

On a single laptop kept by the Chair, on a portable encrypted backup drive kept by the Treasurer, and (for donor and volunteer records) in a small paper file in the parish vestry, locked in a metal cabinet. The website itself is hosted by a UK-based static host and we do not store any personal data in the website itself.

How long we keep it

  • Donor records: 7 years from the year of the last donation, to satisfy charity-accounts retention requirements and any Gift Aid claim window.
  • General enquiries: 24 months, then deleted unless the conversation has continued.
  • Volunteer rota records: while you are on the rota, plus 12 months.
  • Server logs: 14 days, in rotating compressed form.

Your rights under UK GDPR

You have the right to ask us:

  • What personal data we hold about you (access)
  • To correct anything that is wrong (rectification)
  • To delete what we hold (erasure)
  • To restrict what we do with it (restriction)
  • To give you a copy in a portable format (portability)
  • To object to a particular use (objection)
  • To withdraw your consent at any time, if consent was the lawful basis

Write to [email protected] or by post to the registered office. We will action your request inside one calendar month and will write to you to confirm.

Cookies

The website uses one small functional cookie/local-storage entry to remember whether you have dismissed our cookie banner, and nothing else. There are no third-party advertising or analytics cookies. The full cookie policy is on the cookies page.

Children's data

We do not knowingly collect personal data from children under 13. We do not market to under-13s. If a child writes to us (it has happened — schools sometimes), we will reply via the school, or to a parent's address, never to the child directly.

Changes to this policy

We review this policy each May. If we make material changes, we will update the date at the top of this page and write a short note in the next dispatch.

How to complain

Please write to us first — [email protected] — and we will respond within ten working days. If you remain unhappy, you have the right to complain to the Information Commissioner's Office, the UK's data protection regulator, at ico.org.uk, by telephone on 0303 123 1113, or by post to ICO, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.

Last updated · 1 May 2026