Privacy Statement

 Privacy Statement – Aid Box Community 
Last updated: 20/06/2025 

Aid Box Community (“ABC”) takes your privacy seriously. This privacy statement explains what personal data we collect, how we use it, how long we keep it, and your rights. 

How We Collect Your Information 

We may collect personal data through: 

  • Event sign-up sheets 

  • Forms on our website 

  • Emails or direct contact 

  • “Subscribe” buttons 

  • Cross-organisation referrals 

  • Project participation 

  • Our internal database, AirTable 

How We Use and Store Your Data 

We retain your personal data only for as long as necessary to: 

  • Provide you with services 

  • Meet our legal, safeguarding, and accountability responsibilities 

  • Fulfil reporting, insurance, or regulatory requirements 

  • Ensure continuity in communications and updates with our supporters and donors 

All data is securely stored, and access is limited to staff and trained volunteers who need to process it. We may back up this data on secure servers. When no longer needed, your data will be deleted or destroyed securely. 

We process your data under the lawful bases of consent, legitimate interests, or contractual necessity, depending on your relationship with us. 

Specific Retention and Use 

Volunteers 

  • Your data will be used to manage your volunteer application and experience. 

  • Volunteer data is retained for three years after you finish volunteering with ABC. 

  • If you do not attend a volunteer induction within six months of registering your interest, your data will be deleted. 

  • All information is stored electronically and regularly reviewed. 

Supporters & Donors 

  • Your data will be used to maintain communication and receive updates from the charity. 

  • Where a donor has provided explicit consent, or where ongoing communication is maintained via email, we will retain their personal data for a period of up to three years. 

  • All information is stored electronically and regularly reviewed. 

Service Users 

  • We use your data to provide our services to you and, where appropriate, refer you to other organisations. 

  • Your data is held securely and only accessed by relevant staff and trained volunteers. 

  • We will only share your data with other organisations if you have given us explicit permission, unless required by law or in cases where there is a risk of serious harm or threat to life. 

  • Service user data is retained for up to six years, unless required longer for safeguarding or legal purposes. 

Newsletters 

  • Volunteers and supporters receive our newsletter via Mailchimp with updates about the work of Aid Box Community. 

  • You can unsubscribe at any time using the link at the end of the newsletter. 

Your Rights

You have the right to: 

  • Request a copy of the personal data we hold about you 

  • Ask us to correct or delete your data 

  • Withdraw consent at any time 

  • Object to how your data is being used 

Please note that deletion of your data may limit our ability to provide services to you. 

To exercise any of your rights, please contact: 

John Aguirre – Data Processing Officer 

johnag@aidboxcommunity.co.uk 

 Aid Box Community 
174b Cheltenham Road 
Montpelier 
Bristol BS6 5RE