Privacy Policy

Unforgettable Foundation – Privacy Notice
Our contact details are provided at the end of this notice.

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1. About this notice

This privacy notice explains how Unforgettable Foundation processes personal data relating to our clients, supporters, potential supporters, and individuals connected to organisations with which we work.

 

2. Who we process data about

We process personal data relating to:

• Our clients and supporters

• Potential clients and supporters

• Individuals working for or connected with our clients

• Individuals and organisations with whom we have a professional relationship

 

3. Our role in processing data

Depending on the circumstances, Unforgettable Foundation acts as either a Data Controller or Data Processor:

• Data Processor: When we process personal data on behalf of a client, we do so strictly in accordance with their instructions and under a contractual agreement.

• Data Controller: We act as a Data Controller when we determine how and why personal data is processed, including for our own administrative, operational, and fundraising purposes.

 

4. Lawful bases for processing

We rely on the following lawful bases under UK GDPR:

• Contract: Processing is necessary for the performance or administration of a contract with our clients

• Legitimate Interests: Processing is necessary for our legitimate interests in delivering services, developing relationships, and promoting our work, provided these are not overridden by your rights

• Consent: Where required, we will seek your consent, for example when conducting interviews or recording information for research or feasibility purposes

You have the right to object to processing based on legitimate interests and to withdraw consent at any time.

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5. What data we collect

We may collect and process the following types of personal data:

• Basic personal details (such as name and age)

• Contact information

• Information about your relationship with our clients, including past or potential support

• Professional, financial, and networking information where relevant to charitable giving

• Publicly available information, including education and organisational affiliations

• Notes of meetings, correspondence, and conversations

For our own administrative and communications purposes, we may also hold:

• Name and employment details

• Contact information

• Communication preferences

 

6. How we use your data

We use personal data to:

• Provide advice and services to our clients

• Support fundraising and relationship management activities

• Carry out research, including interviews (with consent where appropriate)

• Maintain accurate records of interactions

• Manage our own operations and communicate with supporters and stakeholders

Where interviews are conducted, we will make clear what information may be shared and will respect any restrictions you request.

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7. Sharing your information

• As a Data Processor, we only share personal data in accordance with our client’s written instructions

• As a Data Controller, we do not share personal data with third parties unless:

  • You have given consent, or

  • We are legally required to do so

We may use secure third-party service providers (such as email or cloud storage providers), including those based outside the UK. In such cases, appropriate safeguards are in place to protect your data.

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8. Data security

We take appropriate technical and organisational measures to protect personal data. This includes the use of secure systems, encryption, and controlled access to information.

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9. Data retention

• As a Data Processor, we retain data in line with our contractual obligations

• As a Data Controller, we retain personal data only for as long as necessary to fulfil the purposes for which it was collected

We may retain records of interactions (such as interview notes) where this supports ongoing or future work. You may request deletion of your data at any time.

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10. Your rights

Under UK GDPR, you have the right to:

• Access the personal data we hold about you

• Request correction of inaccurate data

• Request erasure of your data

• Restrict or object to processing

• Withdraw consent at any time (where processing is based on consent)

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO):
www.informationcommissioner.org.uk

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11. Contact us

If you have any questions about this notice, or wish to exercise your rights, please contact us:

Email: unforgettable.foundation@gmail.com

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Head Office

147 High Street
Ryde
PO33 2RE

 

Registered Address

Unforgettable Foundation (Charity)
154 Weston Park
London
N8 9PN