Privacy Policy

Last updated: February 2026

Who we are

Vranch House Children's Charity is a registered charity (Charity No. 1002926) and a registered company (Company No. 02palceholder). Our address is Pinhoe Road, Exeter, Devon, EX4 8AD. We are the data controller for the personal information we process.

What information we collect

We may collect the following personal information:

  • Contact form submissions — name, email address, phone number (optional), and your message
  • Donations and event bookings — name, email, amount donated, Gift Aid declaration, and any message you leave
  • Newsletter sign-ups — email address
  • Website usage data — anonymised analytics data about how you use our website (pages visited, time on site)

How we use your information

We use your personal information to:

  • Respond to your enquiries and messages
  • Process donations and event ticket purchases
  • Claim Gift Aid on eligible donations (where you have given consent)
  • Send you newsletters and updates about our work (only where you have opted in)
  • Improve our website and services
  • Comply with legal and regulatory obligations

Legal basis for processing

We process your personal data on the following legal bases:

  • Consent — for marketing communications and newsletter subscriptions
  • Contract — to process event bookings and donations
  • Legitimate interests — to respond to enquiries, improve our services, and administer our charity
  • Legal obligation — to comply with tax, Gift Aid, and charity reporting requirements

Who we share your data with

We will never sell your personal data. We may share your information with:

  • HMRC — for Gift Aid claims
  • Payment processors — to securely process donations and event payments
  • Email service providers — to send you communications you have opted in to
  • Regulatory bodies — where required by law (e.g. the Charity Commission, Fundraising Regulator)

How long we keep your data

  • Contact form messages — deleted within 2 years of your enquiry being resolved
  • Donation records and Gift Aid declarations — kept for 6 years as required by HMRC
  • Newsletter subscriptions — until you unsubscribe
  • Website analytics — anonymised data retained for up to 26 months

Your rights

Under the UK General Data Protection Regulation (UK GDPR), you have the right to:

  • Access — request a copy of the personal data we hold about you
  • Rectification — ask us to correct inaccurate data
  • Erasure — ask us to delete your data (where there is no legal requirement to keep it)
  • Restriction — ask us to limit how we use your data
  • Portability — receive your data in a structured, machine-readable format
  • Object — object to our processing of your data for direct marketing
  • Withdraw consent — at any time, where processing is based on consent

Data security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. This includes encrypted data transmission (HTTPS), secure hosting, and restricted staff access.

Children's data

Our website is not directed at children. Where we process personal data relating to children (e.g. referrals to our services), this is handled under separate data protection policies and with appropriate safeguards, including parental/guardian consent.

Changes to this policy

We may update this privacy policy from time to time. Any changes will be posted on this page with an updated date.

Contact us

If you have any questions about this privacy policy or wish to exercise your rights, please contact us:

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO).