Coats4Kids (“we”) promise to respect the confidentiality of any personal data you share with

We pride ourselves on our honesty and openness and will always be clear how, when, and why we collect and process your information; we promise we will never do anything with your details that you wouldn’t reasonably

Developing a better understanding of our website visitors and benefactors is crucial, and your personal data allows us to manage your relationship with us.

When you give your information to us DIRECTLY
There are many ways you may give us your information. For example, when you begin volunteering with us or make a financial gift. We are responsible for your data at all times.

When you give it to us INDIRECTLY
Your information may be shared with us by independent organisations, for example sites like Virgin Money Giving or BT MyDonate or other such services. These independent third parties will only share your information when you have consented. You should check their Privacy Notice when you provide your information to understand fully how
they will process your data.

Via Social Media
Depending on your settings or the privacy notices for social media and messaging services like Facebook, WhatsApp, LinkedIn, or X, you might give us permission to access information from those accounts or services.

Via information available publicly
This may include information found in places such as Rotary club websites, Companies House and information that has been published in articles/newspapers.

Like most websites, we use “cookies” to help us make our site, and the way you use it, better. We do not store any personal data in the cookies that we use.

Cookies mean that a website will remember you. They’re small text files that sites transfer to your computer (or phone or tablet). They make interacting with a website faster and easier – for example by automatically filling your name and address in text fields.

In addition, the type of device you’re using to access our website or apps and the settings on that device may provide us with information about your device, including what type of device it is, what specific device you have, what operating system you’re using, what your device settings are. Your device manufacturer or operating system provider will have more details about what information your device makes available to us.

The type and quantity of information we collect and how we use it depends on why you are providing it. You should be able to control what cookies are placed on your device through your browser settings. Go to to find out more about cookies, including how to see what cookies have been set and how to manage and delete them.

We use Google Analytics and other analytical software to analyse the use of our websites by generating statistical and other information. Details captured during your visit to our websites will include, but are not limited to, traffic data, location data, weblogs and other communication data and the resources you access. However, all data collected is anonymous and will not identify you as an individual.

Google stores this activity information. You can view Google’s privacy notice here.

To opt out of being tracked by Google Analytics across all websites visit their website here.

What personal information we collect and how we use it
We will only ever capture the minimum amount of information that we need to in relation to your relationship with us, donation or services we provide to you, and we promise to keep your information secure. The personal data we will usually collect is:

  • Your name
  • Your contact details
  • Your date of birth
  • Details of the enquiry, service, or product

Where it is appropriate, we may also ask for additional information.

How we will use your data
We will use your personal data for the legitimate interest of conducting our core charitable activities, these will include:

  • Administer your relationship with us or financial gifts you have made, including processing Gift Aid
  • Provide you with the services, products, or information you asked for
  • Providing services, products, guidance, or information to Rotary clubs for their activities to support us.
  • Communicating organisational messages and information to volunteers and benefactors.
  • Facilitate conference, training seminars, meetings, and other special event planning
  • Providing information and updates to Rotary clubs in support of us
  • To present our website and its contents to you and to allow you to participate in interactive features on our website
  • Keep a record of your relationship with us
  • Understand how we can improve our services, products, or information
  • In any other way we may describe when you provide the information
  • For any other purposes with your consent

Sensitive information
We do not collect any personal information classified as ‘sensitive’ under GDPR.

Personal Data of Children and under 18’s
We do not collect information from under 18’s.

CCTV & Telephone Recording
We do not use CCTV or Telephone recording.

Data Sharing

1) Our service/host providers

During our legitimate charitable activities, there may be a need for us to share, or give access to, your personal data to third parties that provide us with services or host our applications/software that you may access, for instance:

  • Banking organisations – those that provide our banking/payment services
  • HMRC – for Gift Aid, tax, and employment details
  • MailChimp – a communication mailing software service provider
  • Rotary International in Great Britain and Ireland
  • Rotary International

We will ensure that data processing agreements, compliant to GDPR, are in place before sharing with, or giving access to, your data with any of our service/host providers.


2) Sharing with third parties

We will never commercially sell your personal data to anyone else.

We will only ever share your personal data in other circumstances, not listed above, if we have your explicit and informed consent at the time of collection. However, we may need to disclose your details if required to the police, other agencies, for example HMRC, regulatory bodies or our legal advisors.

How we keep your information safe and who has access to it
We ensure that there are appropriate physical and technical controls in place to protect your personal details. For example, confidential paper records are securely stored.

We do checks on any companies we use before we work with them, regarding how they manage the personal data they may have access to as part of providing those services. We undertake reviews of our suppliers and have random checks on our service providers to check the integrity of data.

We have a duty to report certain types of personal data breaches to the relevant supervisory authority, and where feasible, we will do this within 72 hours of becoming aware of the breach. If a breach is detected and likely to result in a high risk of adversely affecting you, we will inform you without undue delay.

Where we store your information
Your personal information will be hosted securely within the UK or the EU.

Any data transferred outside the UK remains subject to the UK Data protection Act 2018. By submitting your personal information to us you understand your personal data may be transferred, stored, and processed at a location outside the UK. The transfer and protection of your data while outside the UK will be controlled by UK approved standard contractual clauses.

How long we retain your information and how we keep it up to date
We will only keep your information for as long as we need it to assist you with your enquiry, process your financial gift, event registration or other services associated to your relationship with us.

There are statutory timescales on how long we should keep your information, for example, gift aid transactions must be
retained indefinitely, financial records must be kept for 7 years, information associated with Health & Safety for 3 years after an event.

We shall delete your information according to these statutory limits, or according to guidance issued by the Information Commissioner.

Your rights
The UK Data Protection Act 2018 gives you certain rights and these are listed below for your
convenience, further clarification of your rights is available on the Information Commissioners website

  • You have a right to be informed when your personal data is being collected, what is collected and how it will be used or shared.
  • You have a right of access to your personal data: the right of access allows you to be aware of and verify the lawfulness of the processing of your personal data. You can request a copy of the information which we hold on you. This information will be provided free of charge unless the request is found to be manifestly unfounded or excessive then a reasonable fee will be charged. The application should be made in writing, by letter or email, and addressed to the Data Privacy Officer, contact details shown below, enclosing two proofs of identification. Applicants should be aware that where requests are manifestly unfounded or excessive, because they are repetitive, we can:
    • charge a reasonable fee considering the administrative costs of providing the information; or
    • refuse to respond.
  • You have a right in certain circumstances to have inaccurate personal data rectified, blocked (restrict processing), erased (right to be forgotten), or destroyed.
  • You have a right in certain circumstances to object to the processing of your personal data for such reasons as direct marketing, automated decision making, profiling; although we can confirm we make no decisions on you using an automated process.
  • You have a right in certain circumstances to data portability.

In certain situations, these rights may not apply, for example if you are a volunteer we will need to communicate with you about your volunteering and those services afforded to you as part of that relationship with us, in which case you will not be able to unsubscribe from these communications.

We collect and process your personal data through legitimate interests or because you have consented to us to enable us to deliver a service to you. We will only process your personal data as you would reasonably expect us to. You can withdraw your consent at any time.

Finally, if you are unhappy with how we have processed your information, you have the right to lodge a complaint with the Office of the Information Commissioner, contact details below.

Changes to this privacy notice
We may change this privacy Notice from time to time. If we make any significant changes in the way we treat your personal information we will make this clear on our website or by notifying you directly.

Our contact details


If you are unhappy with the way we have handled your personal data you may contact the following:

Information Commissioner’s Office
Wycliffe House
Water Lane
Cheshire, SK9 5AF
Helpline: 0303 123 1113 (local rate) or ++44 1625 545 745


[This privacy notice was last reviewed and updated 29th February 2024]