Privacy Policy

Last updated: 1 September 2025

Who We Are

Croydon Deaf Children's Society is a registered charity based in Croydon, England. When we refer to "we", "us", or "our" in this policy, we mean the charity and its committee members who act as data controllers. Our contact email for data protection queries is [email protected].

What Information We Collect

We may collect the following types of personal information:

Contact details — your name, email address, postal address, and telephone number, provided when you sign up for our mailing list, attend an event, or get in touch with us.
Family information — basic details about your child's hearing loss (e.g. type and degree) and communication preferences, shared when you access our support services. This is classed as special category data under UK GDPR because it relates to health.
Volunteer and donor information — details necessary for DBS checks, Gift Aid declarations, and volunteer administration.
Website usage data — standard server logs and, where used, anonymised analytics data that does not personally identify you.

How We Use Your Information

We use personal data for the following purposes:

Providing support services to families of deaf children.
Sending newsletters and event information (only where you have given consent).
Processing donations and managing Gift Aid claims.
Administering volunteer records and DBS checks.
Improving our website and services.

Our Lawful Basis for Processing

Under UK GDPR, we rely on the following lawful bases:

Consent — for marketing emails and newsletters. You can withdraw consent at any time.
Legitimate interests — for providing our charitable services, managing events, and communicating with supporters.
Legal obligation — for Gift Aid record-keeping and safeguarding requirements.
Explicit consent — for processing special category health data related to your child's hearing loss.

How We Store and Protect Your Data

Personal data is stored securely using password-protected systems. Paper records are kept in locked storage. We limit access to personal information to committee members and volunteers who need it for their role. We do not transfer personal data outside the United Kingdom unless necessary and with appropriate safeguards in place.

How Long We Keep Your Data

We retain personal data only for as long as it's needed. Mailing list data is kept until you unsubscribe. Event registration data is kept for two years. Financial records are kept for seven years to comply with HMRC requirements. Volunteer DBS records are handled in line with Disclosure and Barring Service guidance.

Sharing Your Data

We do not sell or rent personal data to anyone. We may share information with:

HMRC, for Gift Aid processing.
The Disclosure and Barring Service, for volunteer checks.
Email service providers who process data on our behalf (with appropriate data processing agreements).

Your Rights

Under UK GDPR, you have the right to:

Access the personal data we hold about you.
Correct inaccurate information.
Request deletion of your data (where there is no legal reason to keep it).
Withdraw consent at any time.
Object to processing based on legitimate interests.
Request a portable copy of your data.
Lodge a complaint with the Information Commissioner's Office.

Cookies

This website uses minimal cookies necessary for its basic operation. We do not use advertising cookies or third-party tracking cookies. If we introduce analytics in the future, we will update this policy and seek your consent where required.

Changes to This Policy

We may update this policy from time to time. Significant changes will be communicated via our mailing list or on this page. The date at the top of this page tells you when it was last reviewed.

Contact Us

If you have questions about this privacy policy or want to exercise any of your rights, please email [email protected] or write to us at our Croydon office.

You can also visit our about page to learn more about the charity, or contact us for general enquiries.