Your privacy matters to us. Here's how we collect, use and protect your information.
Last updated: 11 December 2024
This policy explains how and why Reuben's Retreat collects, uses, and protects your personal information. It also highlights your rights and choices regarding this information. We are committed to respecting your privacy, keeping your personal data safe, and being transparent about how we use it.
As a charity dedicated to supporting families and individuals, we interact with fundraisers, volunteers, supporters, and the wider community every day. This means we sometimes need to use personal information to carry out our work effectively.
Who we are
In this Privacy Policy, “Reuben's Retreat,” “we,” or “our” refers to Reuben's Retreat, a registered charity in England and Wales (Charity Number 1150436).
How we collect information
Information you provide to us directly — when you sign up for an event or campaign, make a donation, purchase products or services, register to volunteer, or contact us. When using our website we may also collect information through cookies and similar tools (see our Cookie Policy), as well as details about the device you use to access the site.
Information you provide indirectly — for example, a friend or family member may register you for an event, fundraising platforms like JustGiving or Facebook Donations may share details, or an independent event organiser may pass along registration details.
Information from other sources — including social media interactions and publicly available data (such as charity or corporate websites, public social media profiles, the electoral register or Companies House records) to help ensure our communications are relevant.
What personal data we collect
Your name
Your contact details (postal address, telephone, email, social handle)
Your date of birth and gender
Payment details (if you donate or purchase)
Information relevant to a volunteer or job application
Website and social media activity, IP address and general location
Health-related information (e.g. for event health & safety, or stories you share)
Taxpayer information to process Gift Aid
Information about your interests
Legacy information, and demographic information for monitoring and reporting
Special category data — some information is more sensitive (health, race or ethnicity, religious or political beliefs, trade union membership, genetic or biometric data, sexual orientation). We only collect this where there is a clear and necessary reason, and we handle it with the utmost care.
How we use your personal data
To provide services, information or products you've requested
To process donations, administer fundraising and manage Gift Aid
To keep in touch and respond to questions, feedback or concerns
To organise and manage events, and to keep everyone safe
To send updates and stories in line with your communication preferences
To process volunteer or job applications
To comply with legal and regulatory obligations and handle safeguarding
To analyse website usage and personalise your experience
We will never sell or rent your personal information to third parties for marketing purposes.
Keeping in touch
When you provide your details you'll have the choice to opt in or out of receiving updates. You can change your preferences at any time by emailing enquiries@reubensretreat.org or calling 01457 680023. You may still hear from us when necessary — for example to confirm a donation or provide important event information.
Legal basis for using your information
We rely on one or more of the following: your consent; a legal obligation; the performance of a contract; protecting vital interests; or our legitimate interests (carefully balanced against your privacy rights). Where we process sensitive information we apply stricter conditions.
How we keep your information safe
We have robust technical and organisational measures in place — including encrypted online forms and a well-protected, routinely monitored internal network — to safeguard your details in line with UK data protection laws.
How long we keep your information
We retain personal data only as long as necessary for the purpose it was collected, considering accuracy, potential legal claims and regulatory requirements. When no longer needed, we securely delete or anonymise it.
Sharing your information
We share information only in limited and specific circumstances — for example with service providers acting on our behalf, legal or regulatory bodies where required, trusted volunteers and collaborators, and analytics or technical service providers. We do not sell or rent your information.
Your rights
Under UK data protection law you have the right to access your information; to have inaccurate information corrected; to restrict or object to its use; to erasure; and to data portability. To exercise any of these rights, email enquiries@reubensretreat.org. We aim to respond within one month. For more guidance see the UK Information Commissioner's Office (ICO) website.
Complaints
We welcome complaints as an opportunity to improve. Please put complaints in writing to complaints@reubensretreat.org or Reuben's Retreat, Park Crescent, Glossop SK13 7BQ. We acknowledge complaints within 5 working days and aim to respond within 15 working days. If you remain dissatisfied you may escalate to the Chief Executive or a designated Trustee, and for serious concerns you can contact the Charity Commission at www.gov.uk/complain-about-charity.
Changes to this policy
We may update this Privacy Policy from time to time. Significant changes will be communicated on our website or directly. Questions? Email enquiries@reubensretreat.org or call 01457 680023.
