Privacy NOTICE - Sunday for Sammy trust

Effective Date: 13/07/25

This privacy notice has been updated to reflect when the provisions of the Data Use and Access Act 2025, effective 19th June 2025, with further changes phased through mid‑2026. The Act amends key privacy laws including the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 (DPA 2018) and the Privacy and Electronic Communications Regulations (PECR) and maintains the core principles of the UK GDPR.

1. Who We Are

The Sunday for Sammy Trust (registered charity no. 1144531) is dedicated to supporting emerging talent in the performing arts across Tyneside. We raise funds through concerts, DVD sales, and merchandise, distributing grants to performers at the outset of their careers who need financial assistance for training, fees, equipment, and more.

2. What Information We Collect

We may collect and process the following personal data:

• Contact Information: Name, email address, postal address, and telephone number.
• Donation Details: Information related to your donations, including payment details and Gift Aid declarations.
• Application Information: Details provided in grant applications, such as personal statements, CVs, and references.
• Marketing Preferences: Your preferences regarding receiving updates and promotional materials.
• Website Usage Data: Information about your interactions with our website, including IP address, browser type, and pages visited.

3. How We Use Your Information

Your personal data is used for the following purposes:

• Grant Processing: To assess and process applications for financial assistance.
• Fundraising and Donations: To manage donations, process payments, and claim Gift Aid where applicable.
• Communication: To send you updates about our activities, events, and fundraising campaigns, in line with your preferences.
• Website Improvement: To analyse website usage and improve our online services.

4. Legal Bases for Processing

We process your personal data based on the following legal grounds:

• Consent: Where you have provided explicit consent for specific processing activities, such as receiving marketing communications.
• Contractual Necessity: To fulfil our obligations under contracts, such as processing grant applications or donations.
• Legal Obligation: To comply with legal requirements, including financial reporting and tax obligations.
• Legitimate Interests: To further our charitable objectives, provided that your rights and freedoms are not overridden. We rely on both ‘legitimate interests’ and ‘recognised legitimate interests’ (as introduced under the Data Use and Access Act 2025) for certain types of data processing. Recognised legitimate interests include direct marketing to previous supporters, protecting our systems from fraud, and ensuring the safety of children at our events.

5. Sharing Your Information

We do not sell or rent your personal data. However, we may share your information with:

• Service Providers: Third-party vendors who assist with payment processing, website hosting, and email distribution.
• Regulatory Bodies: Authorities such as HM Revenue & Customs for compliance with legal obligations.
• Event Partners: Collaborators involved in organising events, where necessary and with appropriate safeguards.

6. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes outlined in this notice, including satisfying legal, accounting, or reporting requirements. Specific retention periods depend on the nature of the data and our legal obligations. See the below table for further detail on our retention periods;

7. Your Rights

Under the UK GDPR, you have the following rights:

• Access: To request access to your personal data.
• Rectification: To request correction of inaccurate or incomplete data.
• Erasure: To request deletion of your data, subject to legal constraints.
• Restriction: To request limitation of processing under certain conditions.
• Data Portability: To receive your data in a structured, commonly used format.
• Objection: To object to processing based on legitimate interests or direct marketing.
• Withdraw Consent: To withdraw consent at any time, where processing is based on consent.

To exercise these rights, or for more information about your rights please contact us using the details provided below.

8.Cookies and Similar Technologies

Our website uses cookies to enhance user experience and analyse site traffic. Cookies are small text files stored on your device. You can manage your cookie preferences through your browser settings. For more information, visit https://www.aboutcookies.org.uk/

9.Marketing Communications

We may send you information about our activities and fundraising efforts if you have opted in to receive such communications. You can unsubscribe at any time by clicking the "unsubscribe" link in our emails or by contacting us directly.

10.Data Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction.

11.International Data Transfers

We primarily store and process your data within the UK. If data is transferred outside the UK, we ensure appropriate safeguards are in place to protect your information to ensure that the standard of protection in the recipient country is not be materially lower than the standard under UK data protection law.

12.Children’s Privacy

Some of our events and activities may involve children, including participants in performances, workshops, or community engagement programmes. We are committed to protecting the privacy and data rights of children in line with the UK GDPR, the Data Protection Act 2018, the Children’s Code, and the Data Use and Access Act 2025.

Where we collect or process data relating to children:

We only collect the minimum necessary personal information, such as names, emergency contact details, and relevant health or safeguarding information.

We ensure that children's personal data is processed in the best interests of the child, with appropriate technical and organisational safeguards.

We do not use children's data for marketing, profiling, or behavioural targeting.

We will always seek parental or guardian consent where required and appropriate.

We design our services and platforms with children’s privacy in mind and do not exploit children's inexperience or vulnerabilities.

Where appropriate, we provide information in a way that is accessible and understandable to younger audiences.

If you are a parent or guardian and have concerns about how your child's data has been handled, please contact us using the details in our Complaints Policy.

13. Contact Us

For any questions or concerns regarding this privacy notice or our data practices, please contact:

Sunday for Sammy Trust Harrison Hutchinson Ltd, 246 Park View, WHITLEY BAY, Tyne And Wear NE26 3QX Email: info@sundayforsammy.org Phone: 07710596749

14. Complaints

If you believe your data protection rights have been violated, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) if you have raised your complaint with ourselves in the first instance and you are not satisfied with our response. For more details, please see our Complaints Policy.

Website: https://ico.org.uk Phone: 0303 123 1113