Privacy and Cookie Policy

1. Introduction

Hastings and Bexhill Mencap (“we”, “our”, “us”) is committed to protecting the privacy and personal data of our members, supporters, volunteers, and website visitors. This Privacy and Cookie Policy explains how we collect, use, and protect your information, in line with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations (PECR).

By using our services, visiting our website, or providing us with your information, you agree to the terms of this policy.

2. Information We Collect

We may collect and process the following personal data:

  • Contact details: Name, address, telephone number, email address.

  • Membership details: Information you provide when joining or renewing membership.

  • Newsletter subscriptions: Email addresses and preferences.

  • Donations and fundraising: Payment information (processed securely by third-party providers), Gift Aid declarations.

  • Event participation: Records of your attendance and involvement.

  • Website usage data: Information about how you use our website, collected via cookies (see section 7).

3. How We Use Your Information

We will only use your personal data where it is lawful and fair to do so. We use your information for:

  • Providing and managing our charitable services.

  • Responding to enquiries and requests.

  • Managing memberships, donations, and Gift Aid claims.

  • Sending newsletters, updates, and information about our activities to:

    • Service users and members as part of our charitable services.

    • Donators and Fundraisers in relation to their support

    • Individuals who have given explicit marketing consent (e.g., signing up via our website or forms).

  • Complying with legal and regulatory obligations.

  • Improving our website and services.

We do not sell your personal data to third parties.

4. Legal Bases for Processing

We rely on the following legal bases for processing personal data:

  • Consent – when you opt in to receive newsletters or marketing.

  • Legitimate interests – where we send information to service users and members about our activities and services.

  • Legal obligations – where processing is required for financial records, Gift Aid, or compliance with charity law.

  • Contractual necessity – where processing is necessary to provide services you have requested.

5. Data Sharing

We may share limited data with:

  • Service providers who support our operations (e.g., IT support, newsletter/email platforms, payment processors).

  • HM Revenue & Customs (HMRC) for Gift Aid claims.

  • Regulators and authorities where legally required.

We ensure all third-party providers process your data securely and in compliance with UK GDPR.

6. Data Retention

We keep your personal data only for as long as necessary:

  • Membership and service user records – for the duration of your relationship with us plus a limited period thereafter.

  • Financial records (including Gift Aid) – for at least 6 years, as required by law.

  • Marketing and newsletter contact details – until you withdraw consent or unsubscribe.

7. Cookies and Website Use

Our website uses cookies to improve user experience and provide essential functionality. Cookies are small files placed on your device when you visit our website.

We use:

  • Essential cookies – required for site operation.

  • Analytics cookies – to understand how visitors use our website (e.g., Google Analytics).

You can control or delete cookies through your browser settings. Please note, restricting cookies may affect website functionality.

8. Your Rights

Under UK GDPR, you have the following rights:

  • Right to access – to request a copy of your personal data.

  • Right to rectification – to correct inaccurate information.

  • Right to erasure – to request deletion of your data (where applicable).

  • Right to restrict processing – to limit how your data is used.

  • Right to object – to processing for marketing or legitimate interests.

  • Right to data portability – to request transfer of your data.

  • Right to withdraw consent – where processing is based on consent.

To exercise these rights, please contact us using the details below.

9. Security

We take appropriate technical and organisational measures to protect personal data from loss, misuse, or unauthorised access. However, no transmission of information over the internet can be guaranteed as completely secure.

10. Contact Us

If you have any questions about this Privacy and Cookie Policy, or would like to exercise your data rights, please contact us:

Hastings and Bexhill Mencap
64 London Road
St Leonards on Sea
East Sussex
TN37 6AS

Email: hello@hastings-bexhill-mencap.org
Telephone: 01424 424813

11. Complaints

If you are unhappy with how we handle your data, please contact us in the first instance. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO): www.ico.org.uk.