A short, plain-English account of what we do with your data.

1 · Who we are

Mary Wrench Charity (registered charity number 219988) is a small parish trust based at 10 South Downs, Knutsford, Cheshire WA16 8ND. The trustees are jointly the data controller for the purposes of the UK General Data Protection Regulation and the Data Protection Act 2018.

Day-to-day data administration is undertaken by the Honorary Almoner, with oversight from the trustees at each quarterly meeting. To reach us about anything in this policy, please write to [email protected].

2 · What personal data we collect

We collect only the personal data you give us when you choose to communicate with the trust. This may include:

• Your name and email address, when you write to us, sign up for the quarterly dispatch, or apply to volunteer.
• Your name, email, postcode and donation amount, when you make a gift.
• Your title, postal address and tax-status declaration, when you complete a Gift Aid declaration.
• The content of any letter, email or form you send us.
• If you apply to volunteer for a visiting role, the names and email addresses of your two referees (with their permission).
• If you apply for a Sunday Doors visiting or befriending role that involves contact with adults at risk, the results of a DBS check.

We do not collect your IP address through analytics tools, because we do not run any analytics tools.

3 · Why we collect it, and our lawful basis

• To reply to your enquiry or send a requested resource — lawful basis: legitimate interest in being able to do what you have asked of us.
• To send you the quarterly dispatch — lawful basis: your consent, given when you subscribed; you can withdraw consent at any time using the unsubscribe link in any dispatch, or by writing to us.
• To acknowledge a donation and claim Gift Aid where appropriate — lawful basis: contract (the Gift Aid declaration is, in effect, a small contract) and legal obligation (HMRC Gift Aid rules).
• To run our volunteer onboarding and safeguarding — lawful basis: legitimate interest in keeping those we visit safe and our volunteers supported.
• To file our annual report with the Charity Commission — lawful basis: legal obligation under the Charities Act 2011.

4 · Who we share your data with

We share only what is necessary, and only with the following named processors and bodies:

• Our bank (a Cheshire-based clearing bank) for processing donations and trust receipts.
• Our payment processor for card payments made via this website. Card details are not handled or stored by us at any time.
• HMRC for Gift Aid claims, where you have completed a Gift Aid declaration.
• The Charity Commission for England and Wales for our annual statutory return.
• The Diocesan Safeguarding Officer of the Diocese of Chester, in the event of a safeguarding concern. We share no more than is necessary in such cases.
• The DBS service for any volunteer role requiring a check.

We do not share your data with marketing companies, data brokers, or social networks. We do not sell or rent data.

5 · How long we keep your data

• General enquiries: 24 months from the date of last contact, unless you ask us to delete sooner.
• Donor records (including Gift Aid): 7 years from the end of the tax year in which the donation was made, in line with HMRC requirements.
• Newsletter subscriber list: for as long as you remain subscribed, plus 12 months after unsubscription before deletion.
• Volunteer records: for the duration of your volunteering, plus 6 years after you finish, for safeguarding-incident-recall purposes.
• Cookie consent log: we do not maintain one (see section 8).

6 · Your rights under UK GDPR

You have the right to:

• Be informed about how we use your data (this policy).
• Access what we hold about you, free of charge, within one calendar month.
• Rectify any inaccurate data we hold about you.
• Erase data we hold about you (subject to our HMRC retention obligations for donations).
• Restrict how we process your data.
• Data portability — receive your data in a structured machine-readable form.
• Object to our processing your data on legitimate-interest grounds.

To exercise any of these rights, please write to [email protected]. We respond within ten working days, and within one month at the outside.

7 · Cookies

This website uses only a single necessary cookie, set in your browser's localStorage, to remember that you have read the cookie notice. It contains no personal data. See our cookie policy for the full account.

8 · Children's data

We do not knowingly collect personal data from children under the age of 13. We do not market to children. The Cranford School Fund is administered by Cranford C of E Primary School's own pastoral team, who hold all child-related information; no child's name reaches the trust.

If a child contacts us — for example, through the contact form — we will normally reply via the parish office and ask whether a parent or carer is aware of the contact, before proceeding further.

9 · Security

The trust's small data holdings are kept on a single password-protected laptop and in a single locked filing cabinet at 10 South Downs. Online forms on this website transmit data over HTTPS. Our payment processor is PCI-DSS compliant.

10 · Changes to this policy

We update this policy when our practice changes. The version date at the head of this page is the date of last revision. Major changes are notified to subscribers in the next quarterly dispatch.

11 · How to complain

If you are unhappy with how we have handled your data, please write to us in the first instance at [email protected]. We will reply within ten working days and the trustees will discuss your concern at the next quarterly meeting if it cannot be resolved sooner.

You also have the right to complain directly to the UK's data-protection regulator, the Information Commissioner's Office, at ico.org.uk or by telephone on 0303 123 1113. You do not need to come to us first; we would simply prefer it if you did.

Last updated: May 2026. The Trustees of Mary Wrench Charity, 10 South Downs, Knutsford WA16 8ND. Registered charity 219988.