Privacy notice

How Roots for Change UK uses personal information

Effective 22 September 2026. This notice explains what we collect, why we use it and the choices you have.

1. Who we are

Roots for Change UK is a Charitable Incorporated Organisation registered in England and Wales (charity number 1209308). Our registered office is Bargain Outlet, 111–113 King Street, South Shields, Tyne and Wear, NE33 1DP. We are the data controller for the personal information described in this notice. Contact us at info@rootsforchangeuk.com.

2. Information we collect

The information we collect depends on how you use the website. It may include:

  • your name, email address and information you send in an enquiry;
  • donation details, including amount, date, campaign preference, payment status, refund status and whether a donation is one-off or monthly;
  • your title, home address and Gift Aid declaration if you ask us to claim Gift Aid;
  • subscription and payment references supplied by Stripe; and
  • limited technical and security information, such as an IP address, browser information and service logs.

Stripe collects and processes your card or other payment-method details on its secure pages. Roots for Change UK does not receive or store your full card number or security code.

3. Why we use information and our lawful bases

Donations and donor supportTo create and confirm donations, issue receipts, manage monthly donations, handle refunds and answer donor questions. We rely on our legitimate interests in administering fundraising and, where applicable, taking steps at your request.
Gift Aid, accounting and complianceTo keep the records required by tax, charity and accounting rules and to submit valid claims to HMRC. We rely on legal obligations and our legitimate interests in maintaining accurate charity records.
Enquiries and complaintsTo respond, investigate concerns and improve our work. We rely on our legitimate interests in communicating with supporters and operating the charity responsibly.
Security and fraud preventionTo protect donors, the charity and the website, prevent duplicate or fraudulent activity and maintain service logs. We rely on legitimate interests and, where relevant, legal obligations.
Optional communicationsWe send marketing or fundraising updates by email only where we have the permission or other lawful basis required. You may unsubscribe at any time using the link in an email or by contacting us.

4. Who receives information

We share information only where needed with trusted service providers and organisations, including Stripe for payment, subscription and refund processing; Monday.com for contact and volunteer forms; Google, where you consent, for website measurement and advertising conversion reporting; our website hosting, WordPress and email providers; HMRC for Gift Aid claims; and professional advisers, regulators or law-enforcement bodies where the law requires it. Providers may act as our processors and, in some circumstances, as separate controllers under their own notices.

Stripe may use payment and device information for payment processing, authentication, fraud prevention and its own legal obligations. Read Stripe's privacy policy. Monday.com processes form responses and related technical information; read Monday.com's privacy policy. When a verified donation conversion is reported to Google Ads, we send only a completion event and an opaque duplicate-prevention reference. We do not send the donation amount, donor name, email, address, Gift Aid details, campaign preference or Stripe payment details.

5. International transfers

Some suppliers may process information outside the UK. Where that happens, we require an appropriate legal safeguard, such as UK adequacy regulations or approved contractual protections, unless another lawful exception applies. Contact us if you would like more information about safeguards relevant to your information.

6. How long we keep information

We keep personal information only for as long as it is needed for the purpose collected and for legal, accounting or safeguarding requirements. Donation, refund and Gift Aid records are normally kept for six years after the relevant accounting period. Personal details connected with an unpaid, abandoned online checkout are anonymised after 30 days. A donor message attached to the donation record is removed after one year. Other enquiry and service records are reviewed and deleted or anonymised when no longer needed.

7. Your rights

Depending on the circumstances, you may have rights to access, correct or erase your information; restrict its use; and receive a portable copy. Some rights are limited where we must retain records by law.

Your right to object: You may object at any time to direct marketing, including fundraising emails, and we will stop. You may also object to processing based on our legitimate interests; we will consider your circumstances and stop unless we have compelling legitimate grounds or need the information for legal claims.

Where we rely on consent, you may withdraw it at any time without affecting earlier lawful use. To make a rights request, email info@rootsforchangeuk.com. We may need to verify your identity.

You may complain to the Information Commissioner's Office. We would appreciate the opportunity to address your concern first.

8. Information needed to provide services

An email address is required to complete an online donation so we can confirm the payment, provide donor support and help you manage a monthly donation. Gift Aid details and the declaration are optional, but we cannot claim Gift Aid without the required name, home address and declaration. Information in enquiry and volunteer forms is voluntary, although we may be unable to respond or process the request if essential contact or application details are omitted.

9. Automated decisions, children and changes

Roots for Change UK does not use website or donation information to make solely automated decisions with legal or similarly significant effects. This donation service is intended for adults. If you believe a child has provided personal information through the website, please contact us.

We may update this notice when our services, suppliers or legal duties change. The effective date at the top shows the latest version.