Privacy Policy

Last Updated 8th October 2025

1. Who We Are

The Vivienne Foundation (“we”, “our”, “us”) is a charitable organisation and company limited by guarantee registered in England and Wales (Company No. 11569984).
Registered office: 6–8 Amwell Street, London, United Kingdom, EC1R 1UQ
Website: www.theviviennefoundation.com
 Email: info@theviviennefoundation.com

We are committed to protecting your personal data and respecting your privacy. This policy explains how we collect, use, and protect your information when you interact with us — whether by visiting our website, making a donation, or purchasing merchandise.

2. What Information We Collect

We collect and process the following types of personal data:

  • Identity information – name, email address, postal address, and telephone number

  • Transaction data – details about donations or purchases (amount, date, currency, payment method)

  • Payment details – processed securely by third-party providers (we do not store full card details)

  • Shipping details – for product delivery

  • Marketing preferences – when you subscribe to updates via Mailchimp

  • Technical data – limited information collected automatically via cookies (see our Cookie Policy)

We do not collect any special category (sensitive) data unless explicitly necessary and with your consent.

3. How We Collect Information

We collect data when you:

  • Make a donation through Donorbox

  • Purchase merchandise via our Squarespace online shop

  • Sign up to our mailing list or request updates via Mailchimp

  • Contact us by email or through online forms

  • Use our website (cookies may collect limited analytics data)

4. How We Use Your Information

We use your data to:

  • Process and fulfil merchandise orders

  • Process and acknowledge donations

  • Manage Gift Aid and related recordkeeping obligations

  • Send updates or marketing communications (where you have opted in)

  • Improve our website and supporter experience

  • Comply with legal and tax obligations

We will only use your personal data for the purposes described above unless we reasonably consider another purpose compatible with the original one.

5. Our Legal Bases for Processing

We process personal data under the following lawful bases:

  • Contract: to fulfil purchases and donations

  • Legal obligation: to maintain tax and accounting records

  • Consent: for marketing communications

  • Legitimate interest: to improve our website and manage supporter relationships

You can withdraw consent for marketing at any time by clicking “unsubscribe” in our emails or by contacting us at info@theviviennefoundation.com.

6. Who We Share Your Information With

We only share your data with trusted partners who help us operate effectively. These include:

  • Squarespace – website and e-commerce hosting

  • PayPal and Squarespace Payments – for secure payment processing

  • Donorbox – for donation management

  • Mailchimp – for email communications

All these providers act as data processors on our behalf and comply with UK data protection law. We do not sell or trade your personal data.

7. International Transfers

All personal data is stored and processed within the United Kingdom. If any of our service providers process data outside the UK in future, we will ensure appropriate safeguards (such as adequacy decisions or standard contractual clauses) are in place.

8. Data Retention

We retain personal data only as long as necessary for the purposes described:

Data type: Donation and purchase records

Retention period: 6 years (to comply with HMRC requirements)

Data type: Marketing consent and preferences

Retention period: Until withdrawn

Data type: Analytics or website usage data

Retention period: Up to 26 months (then deleted or anonymised)

Date type: Event or volunteer data (if collected)

Retention period: Up to 3 years after participation

After these periods, data is securely deleted or anonymised.

9. Your Rights

Under the UK GDPR, you have the right to:

  • Request access to the data we hold about you

  • Request correction or deletion of your data

  • Object to processing or request restriction

  • Withdraw consent at any time

  • Request data portability

To exercise your rights, please contact us at: info@theviviennefoundation.com

If you are unhappy with how we have handled your data, please contact us first so we can try to resolve the matter.
You also have the right to complain to the Information Commissioner’s Office (ICO):
https://ico.org.uk/make-a-complaint/
Telephone: 0303 123 1113

10. Cookies and Website Analytics

We use cookies to provide website functionality and to remember your preferences. You can manage or disable cookies via your browser settings.

See our full Cookie Policy for details about the types of cookies we use.

11. Photography and Partnerships

If we host events in the future, we may take photos or videos for publicity purposes. Where individuals are identifiable, we will seek consent before publishing such content.

We sometimes collaborate with partner charities and organisations. We only share aggregated or anonymised information unless otherwise stated.

12. Changes to This Policy

We may update this Privacy Policy from time to time. Any updates will be posted on this page with a new “last updated” date.