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
Make a complaint, see our policy: Policy 0015 Complaints and Whistleblowing Policy.pdf
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
Aid Box Community
174b Cheltenham Road
Montpelier
Bristol BS6 5RE