Kintsugi Hope Privacy Policy

1. Introduction

Inclusion is central to our mission. This policy applies to everyone who interacts with us, regardless of age, disability, gender reassignment, marriage or civil partnership, pregnancy or maternity, race, religion or belief, sex, or sexual orientation.

We are committed to protecting your privacy. Any personal information you share with us is handled in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and all relevant privacy and electronic communications laws (PECR).

If you have any questions, please contact our Data Protection Officer at admin@kintsugihope.com or call 0113 526 8746

2. Who We Are

Kintsugi Hope,  c/o Holy Trinity Church, Boar Lane, Leeds, LS1 6HW

Email: admin@kintsugihope.com Telephone: 0113 526 8746

We are the “data controller” for the personal information you provide to us.

3. How We Collect Information

We collect personal information when you interact with us, including when you:

• Become a church partner or group leader

• Make a donation

• Register for an event or training

• Request resources

• Sign up to receive communications

• Speak with a Kintsugi Hope representative

• Contact us by email, phone, or online

• Use our website or digital platforms

We do not store or process credit/debit card details for online donations or payments. These are handled securely by our payment providers.

4. The Information We Collect

Depending on your interaction with us, we may collect:

• Name and contact details

• Church or organisation details

• Donation history

• Event attendance

• Communication preferences

• Resource orders

• Notes relating to enquiries, complaints, or pastoral support

• Technical data (IP address, browser type, cookies)

• Publicly available information relevant to fundraising or partnership development

We only collect what is necessary for the purposes described in this policy.

5. Why We Use Your Information (Lawful Bases)

We process your personal data under the following lawful bases:

a) Consent

When you opt in to receive email updates, newsletters, or marketing communications.

b) Contract

To provide services you have requested, such as event bookings, resource orders, or partnership benefits.

c) Legal Obligation

For financial records, Gift Aid, safeguarding, and compliance with charity law.

d) Legitimate Interests

To operate as a charity, including:

• Sending relevant information about our work

• Managing partnerships and group leader support

• Improving our services

• Fundraising and stewardship

• Understanding engagement with our mission

We balance these interests against your rights and expectations.

6. How We Use Your Information

We use your information to:

• Provide information about our work, events, training, and resources

• Manage church partnerships and wellbeing groups

• Process donations and maintain financial records

• Respond to enquiries, complaints, or pastoral support needs

• Tailor communications based on your interests and location

• Improve our website and digital services

• Carry out analysis to better understand supporter engagement

• Ensure cost‑effective and relevant communication

We will never sell your personal data or share it with third parties for their marketing purposes.

7. Email Communications

We use Mailchimp (a GDPR‑compliant email service provider) to send regular updates. By subscribing to our emails, you consent to your data being processed by Mailchimp for this purpose.

You can update your preferences or unsubscribe at any time using the links in our emails.

8. When We Share Your Information

We only share your information when necessary and lawful, including:

• With trusted service providers (e.g., Mailchimp, Beacon CRM, website hosts)

• With HMRC for Gift Aid claims

• With safeguarding or statutory bodies where legally required

• With financial or legal advisers when essential for charity governance

All third‑party processors are required to keep your data secure and act only on our instructions.

We do not share your information with other organisations without your explicit consent.

9. International Transfers

Some of our service providers (e.g., Mailchimp, YouTube, Facebook) may store data outside the UK.

Where this occurs, we ensure appropriate safeguards are in place, such as:

• UK GDPR‑approved Standard Contractual Clauses

• Adequacy decisions

• Additional security measures

10. How Long We Keep Your Information

We retain personal data only as long as necessary:

• Financial records: 6 years

• Gift Aid declarations: 12 years

• Partnership and group leader records: as long as the partnership remains active plus 1 year

• Email subscription data: until you unsubscribe

• Event records: up to 3 years

• Safeguarding records: in line with statutory guidance

When data is no longer required, it is securely deleted.

11. Your Rights

Under UK GDPR, you have the right to:

• Access your personal data

• Request correction of inaccurate data

• Request deletion of your data

• Restrict or object to processing

• Withdraw consent at any time

• Request data portability

• Lodge a complaint with the Information Commissioner’s Office (ICO)

To exercise any of these rights, contact: admin@kintsugihope.com

12. Accessing the Information We Hold

You may request a copy of the personal information we hold about you by writing to:

The Data Protection Officer Kintsugi Hope,  c/o Holy Trinity Church, Boar Lane, Leeds, LS1 6HW

Or email admin@kintsugihope.com

13. Cookies

Our website uses cookies to:

• Improve functionality

• Understand how visitors use our site

• Personalise content

• Support embedded media (e.g. Vimeo, YouTube)

• Enable analytics (e.g. Google Analytics)

• Support event bookings (e.g. Beacon CRM)

You can manage or disable cookies through your browser settings.

Some third‑party services may operate outside the UK/EU and have their own privacy policies.

What Is a Cookie?

A cookie is a small text file placed on your device by a website. It helps the site recognise your device and remember your preferences or activity.

Cookies are widely used to improve website performance and user experience.

More on Cookies and similar technologies

We use cookies and similar technologies, including browser local storage, to operate this website, remember your privacy choices and only with your permission understand how visitors use the website.

Cookies are small text files stored on your device. Similar technologies, such as local storage, can also remember information between visits.

14. Necessary technologies

Necessary technologies support essential functions such as website security, fraud prevention, form protection and remembering your cookie preference. These technologies are not used for advertising or audience measurement.

The cookie consent tool stores your choice under kh_cookie_consent_v1 in your browser’s local storage. This preference remains until you change it, clear your browser data or we replace the consent mechanism.

Analytics cookies

With your permission, we use Google Analytics to understand how visitors use the website. Google Analytics may collect information including:

• Pages visited and actions taken;

• Approximate location;

• Browser, device and operating-system information;

• Referring website;

• Date, time and duration of visits; and

• Technical identifiers associated with a browser or device.

We use this information to produce aggregated statistics, understand which content is useful and improve the website. We do not use Google Analytics for personalised advertising.

Google Analytics remains switched off unless you select Allow all. If you select Reject all, Google Analytics will not load and its analytics cookies will not be set.

Google publishes further information about Google Analytics cookies, how Google uses information from other websites and its Privacy Policy.

Changing your choice

You can accept or reject optional analytics when the cookie banner appears. Rejecting optional cookies will not prevent you from using the main website.

You can change or withdraw your choice at any time by selecting Cookie settings at the bottom of the website. Withdrawing consent prevents Google Analytics from loading again and removes accessible Google Analytics cookies from this website.

You can also delete or block cookies using your browser settings. Blocking necessary technologies may affect certain website functions.

This policy is subject to regular review. Please revisit it each time that you consider giving personal data.

15. Updates to This Policy

We may update this Privacy Policy from time to time to reflect changes in legislation or our practices. The latest version will always be available on our website.

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