Supporter Privacy Policy
The Hope English School is committed to protecting your privacy and being transparent about how we use your data. We will only use the information that we collect about you lawfully, in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This page tells you about how we collect, use, store, and share your personal information.
If you have any queries about our privacy policy, please contact our Data Protection Lead at comms@hopeenglishschool.org.
This policy covers:
Why we collect information
Information we collect and how we collect it
How we keep your information safe
Who we share information with
Relevant legislation
Changing your information and contact preferences
Your rights
Cookies
Changes to our privacy policy
1. Why do we collect information?
We need to collect some personal details so we can respond appropriately to your contact with us, process donations, thank you for your support, or send you information you have requested. We also collect statistical information to monitor the effectiveness of our website, social media channels, and emails to improve our communications.
Occasionally, we collect additional information to understand how supporters may want to engage with us, so we can communicate in a way that is relevant and respectful. This may include combining information you provide with publicly or commercially available information for research, profiling, and analysis. This helps us plan communications efficiently, improve supporter experience, and avoid irrelevant contact.
Lawful bases for processing:
Donations and transactional communications: contractual obligations
Newsletters and campaigns: consent
Profiling/analysis: legitimate interests, unless you object
Monitoring service users: legal obligation / legitimate interests
You can opt out of profiling or communications at any time by contacting us at comms@hopeenglishschool.org.
2. What information do we collect and how?
We may collect personal information including, where relevant:
Name, address, email, phone number
Bank or payment details (processed via CAF Donate)
Relevant medical information for safety purposes
2.1 Website tracking
Our website uses Google Analytics to track usage and improve functionality. GA collects data such as geographic location, device type, browser, and operating system, but does not personally identify you. Google is a third-party processor. Cookies are used, and you can manage or disable them in your browser.
2.2 Donations
We process donation information via CAF Donate, a third-party processor. We do not store card details. We store donor name, contact information, donation amount, and date for the duration necessary for accounting and legal purposes (typically up to 6 years for gift aid and tax compliance).
2.3 Email updates
We send newsletters and updates via MailChimp. Consent is obtained for these communications. You can unsubscribe or update preferences at any time.
2.4 Contact forms and emails
Information submitted via contact forms is transmitted securely over TLS/SSL and stored only by us for the purpose of responding.
2.5 Blog comments
Name and email entered for blog comments are stored to identify the commenter; only your name appears publicly. You can request deletion at any time. Users under 16 must obtain parental consent.
2.6 Job and volunteer applications
Applications are retained for 5 months to allow for disputes or challenges, after which all records are securely deleted.
3. How do we keep your information safe?
We store personal information on secure servers with restricted access. All staff are trained in data protection. Donation and payment processing are encrypted via CAF Donate. While we take all reasonable precautions, transmission over the internet cannot be guaranteed as 100% secure.
4. Who do we share information with?
We will not sell or share your personal information with organisations that can contact you, except:
Where required by law
With third-party processors (e.g., Google, CAF Donate, MailChimp) under UK GDPR-compliant contracts
International transfers are protected by UK adequacy regulations or Standard Contractual Clauses (SCCs)
5. Relevant legislation
This policy complies with:
UK GDPR
Data Protection Act 2018
All processing is aligned with these laws to ensure lawful, fair, and transparent use of your data.
6. Changing your information and preferences
You can update your details or preferences by contacting our Supporter Care Team:
Hope English School, Sheffield Foyer, 2 Spring Lane, Sheffield S2 2JQ.
Transactional emails related to donations or campaigns will still be sent as necessary.
7. Your rights
Under UK GDPR, you have the right to:
Request access to your personal data
Request correction of inaccurate data
Request erasure (right to be forgotten)
Request restriction of processing
Object to processing, including profiling and marketing
Request data portability
Withdraw consent at any time
Complain to the ICO: https://ico.org.uk/concerns/
Requests should be directed to the Data Protection Lead at comms@hopeenglishschool.org.
8. Cookies
Our website uses cookies to improve functionality and user experience. Some cookies are session-based; others are persistent to remember your preferences. Google Analytics cookies track site usage but do not personally identify you. Consent is required for non-essential cookies, and you can manage or withdraw consent at any time.
Third-party content (e.g., YouTube, Facebook) may set cookies. Their privacy policies apply to that content.
9. Children’s data
We take extra care with data relating to children. Users under 16 require parental consent for blog comments or other interactive features. Safeguarding and child protection obligations override confidentiality.
10. Changes to this policy
We may update this policy as legislation or best practice evolves. Please review this page occasionally for updates.
Change log:
02/01/2026 – Original policy updated
[Future updates will be listed here]