Friends of the Family Winchester Limited Privacy Policy

1.      About Friends of the Family

Friends of the Family Winchester (FOTF) is a registered charity in England and Wales (charity number: 1143462). We are also a company limited by guarantee (company number: 7577875).

Our registered address is 16 Colebrook Street, Winchester, Hampshire SO23 9LH

This Privacy Policy relates to information which is obtained by FOTF and for which FOTF is the Data Controller.

2.      Our Supporters and Beneficiaries

A supporter is someone who donates money or time to us, or supports the delivery of our services in any capacity. A beneficiary is anyone who receives our services.

3.      Aim of FOTF

We support and empower families in the Winchester district to overcome adversity, helping them to face their future with confidence. Working at the grassroots, we give parents support and practical guidance, fostering better outcomes for them and their children.

Our Supporters help us to achieve this in a variety of ways, primarily by:

  • Fundraising, donating money or gifts in kind, giving regularly or becoming a Member.
  • Volunteering with one of our Projects or as a Trustee.
  • Referring families to us.
  • Working for us.

We take active steps to make sure that our Supporters are aware of the ways in which they can help us achieve our aims.

4.      Why do we hold and process Supporters’ and Beneficiaries’ personal data?

We hold and process personal data for the following reasons:

  • to collect and administer donations
  • to send our Supporters marketing information about our projects, fundraising activities and appeals
  • to administer and support our volunteers
  • to undertake community-based fundraising
  • to manage an unsubscribe list for direct marketing
  • to enable volunteers to provide support
  • to undertake fundraising activities
  • to share information about our Charitable aims, objectives and undertakings.
  • to keep Supporters updated on our fundraising activities
  • to provide services to our Beneficiaries such as home visits, therapeutic and counselling work and tailored support via our Mums’ and Young Children’s Group and our 5s-13s Befriending service.

5.      How and when we collect information about you and our legal basis for processing your personal information.

FOTF may collect your personal data in the following circumstances:

When you make a donation

We will process your name, contact details and payment information and, where applicable, we will process your data for gift aid claims. We will keep a record of donations made for accounting and tax reporting purposes.

Legal basis: Legitimate Interest & Legal obligation for tax reporting

When you volunteer

We will process your name and contact details and any other information needed for your participation in the service or activity you have volunteered for.

Legal basis: Legitimate Interest

When you access FOTF social media

When you interact with us on social media platforms such as Facebook, WhatsApp, Instagram, Twitter or LinkedIn.

Legal basis: Legitimate Interest

When you receive services from FOTF

We will only ever collect the relevant information that is needed for us to deliver our services to you and your family. This may include sensitive information (see section 6) and access will be strictly limited to those who give you the support.

Legal basis: Legitimate Interest.

When the information is publicly available

We might also obtain personal data about individuals who may be interested in giving major gifts to charities like FOTF. In this scenario, FOTF may seek to find out more about these individuals, their interests and motivation for giving, through publicly available information.

Legal basis: Legitimate Interest

When we send you information about our charitable work and fundraising opportunities

If you agree to receive direct marketing from FOTF then we will send you newsletters and information about the work we are undertaking.

Legal basis: Consent

For our internal administration, planning and reporting purposes

We use a variety of data to inform us where we can improve our processes, fundraising, beneficiary activities or report against grant funding we have received. Some of this information may relate to you such as using postcodes to understand the regional spread of our Supporters.

Legal basis: Legitimate Interest

6.      When we may hold more sensitive information about you

If you are a Beneficiary, it is likely that we will hold more sensitive information about you in order to provide services to you. This may include information in relation to your health status, dietary requirements, gender identity, sexual orientation, religion or criminal history. We will only ever record this information where it is required to provide the best possible services to you, and it will be treated with additional care with access strictly limited to only those who need it to provide you support.

Legal basis: Explicit Consent or for the provision of social care.

If you are a volunteer you may be required to share relevant information about your health status with us in order for us to facilitate and support your volunteering.

Legal basis: Explicit Consent

7.      How and why we share your personal information with others:

We will only use your information within FOTF for the purposes for which it was obtained. FOTF will not, under any circumstances, share or sell your personal data with any third party for their own marketing purposes and you will not receive marketing from any other companies, charities or other organisations as a result of giving your details to us.

8.      Specialist Service providers

FOTF use providers for a range of services such as provision of IT and fundraising systems, in which case your personal information may be shared with these providers. In all cases FOTF ensure that we use only trusted providers who guarantee that any information we share with them is adequately protected.

9.      For safeguarding, legal and/or service delivery purposes

There may be instances where FOTF is obligated to share information with other charities, local authorities and government agencies (which may include social services) for the provision of collective support or for safeguarding purposes. We may also share information with law enforcement agencies for the prevention and detection of crime.

10.  How long will Friends of the Family keep your personal information?

We will hold your personal information on our systems for as long as is necessary for the relevant activity. For example, we will keep a record of donations subject to Gift Aid for at least seven years to comply with HMRC rules.

Legacy income is vital to the running of the charity. We may keep data you provide to us indefinitely to carry out legacy administration and communicate effectively with the families of people leaving us legacies. This also enables us to identify and analyse the source of legacy income we receive.

Where you contribute material to us, e.g., user generated content or in response to a particular campaign, we will only keep content for as long as is reasonably required for the purpose(s) for which it was submitted unless otherwise stated at the point of generation.

If you are a Beneficiary of our services we have a duty to keep information relating to the delivery of social care for up to 8 years from the end of the care delivery period. For a child we are legally required to keep this information until that person reaches the age of 25 years.

11.   Your rights and your choices

The accuracy of your information is really important to us. We want to ensure that we are able to communicate with you in ways that you are happy with and to provide you with information that is of interest.

You have rights under UK GDPR which are as follows:

  • You can request a copy of the data that we hold about you.
  • You can ask for inaccurate information to be amended or incomplete data to be rectified.
  • You can object to the processing of your personal information for direct marketing purposes and you can change how we communicate with you by clicking the ‘unsubscribe’ link in any marketing email from FOTF or by contacting us on the details below.

If you wish to undertake any of the above then please contact us:

Email us at
Write to us at Friends of the Family, 16, Colebrook Street, Winchester, SO23 9LH
Call us on 01962 864466.

Please note that we have up to 30 days to respond to any of these rights requests but in all cases, we will endeavour to complete your request as quickly as possible.

12.  How does Friends of the Family keep your data safe?

We ensure that there are appropriate technical controls in place to protect your personal details. For example, our network is protected and routinely monitored. We undertake regular reviews of who has access to information that we hold to ensure that your information is only accessible by appropriately trained staff and volunteers.

13.   How to complain about this policy and raise policy concerns

If you would like more information or have any questions about this policy, please contact us using the contact details above. If you are unhappy with the way that we manage your complaint, you have a right to contact the UK Data Protection Authority at

14.  Changes to Friends of the Family’s Privacy Policy

This Privacy Policy may be updated from time to time so you may wish to check it each time you submit personal information to FOTF.

This policy was last updated in January 2024.