Our Privacy Policy
Last Updated:
This Privacy Policy explains how Buffy Playbus (“we,” “us,” “our”) collects, uses, discloses, and protects personal data when you visit our website at buffyplaybus.org. We are a UK-based charity (Charity No. 1180905) committed to protecting your privacy and ensuring you have a positive experience on our website.
1. Data Controller
Buffy Playbus
Registered Charity No. 1180905
Registered Office: [Charity Address, UK]
Email: info@buffyplaybus.org
2. What Information We Collect
We collect and process the following categories of personal data:
| Type of Data | How We Collect It | Purpose |
|---|---|---|
| Contact Details. | Via our Contact Us form. | To respond to your enquiries. |
| Email Address. | Newsletter sign-up. | To send updates, news and fundraising appeals. |
| Cookies & Usage Data. | Automatically via our site and Google Analytics. | To understand site usage and improve user experience. |
| Donation Information. | Through Give as you Live donation platform. | To process and acknowledge donations. |
| Booking Details | Through the BookWhen Booking platform. | To manage and confirm session bookings. |
3. Cookies & Tracking Technologies
3.1 Our Cookies
We use cookies to distinguish you from other visitors and to remember your preferences. Cookies we use include:
- Necessary Cookies: Enable core functionality (e.g., security, network management).
- Performance Cookies: Collect anonymised data on site usage (e.g., page views).
- Functionality Cookies: Remember choices you make (e.g., language).
3. Google Analytics
We use Google Analytics to analyse website traffic. All data is collected in an aggregated and anonymised form. You can opt out of Google Analytics cookies by visiting https://tools.google.com/dlpage/gaoptout.
4. Newsletters & Email Marketing
When you sign up for our newsletter, we collect your name and email address and store it securely. You can unsubscribe at any time via the “unsubscribe” link included in every email, or by contacting us at info@buffyplaybus.org.
5. Contact Forms
When you submit a form, we collect:
- Your name
- Email Address
- Message Content
This information is used solely to respond to your enquiries and is retained for as long as necessary to fulfil that purpose.
6. Donations via Give as you Live
We integrate with Give as you Live to accept donations. When you donate, you will be redirected to Give as you Live’s secure platform. Buffy Playbus does not store your payment details; instead, Give as you Live processes your donation according to their privacy policy. We receive only the information necessary to record and acknowledge your donation (e.g., donor name, donation amount).
7. Session Bookings via BookWhen
We use BookWhen to allow users to book sessions online. When you book a session, BookWhen collects personal details such as:
- Your name.
- Email address.
- Session date and time selected.
8. Data Processors
When we use other companies (known as ‘data processors’) to provide services on our behalf, they process personal information only in accordance with our instructions. For example, companies that provide:
- Direct mailing or marketing services that send material to you by post, email or text message;
- Customer analysis and assessment;
- Wealth screening;
- Profiling;
- Supporter research;
- Auditors or advisors.
We may also use third-party organisations (again processing data under our instructions) to carry out fundraising on our behalf. For example, we may use a company to call supporters who have agreed to be contacted by phone about a campaign, appeal or donations. We may in addition use a company to help monitor fundraising performance on Facebook so we can identify new fundraisers quickly to be able to say thank you.
9. Legal Basis for Processing
Under the UK GDPR, we rely on the following lawful bases for processing your personal data:
- Consent: For cookies not strictly necessary and for marketing communications (you may withdraw consent at any time).
- Contractual Necessity: To process donations and fulfil your requests (e.g., responding to contact form enquiries).
- Legitimate Interests: To maintain and improve our website, ensure network and information security, and conduct fundraising and outreach.
10. Data Retention
Under the UK GDPR, we rely on the following lawful bases for processing your personal data:
- Cookies & Analytics data: Retained up to 26 months (anonymised).
- Contact form submissions: Retained for up to 3 years unless a longer retention is required by law.
- Newsletter subscriptions: Retained until you unsubscribe.
- Donation records: Retained for 7 years for accounting and tax purposes in line with UK charity regulations.
11. Your Rights
Under data protection law, you have the right to:
- Access the personal data we hold about you.
- Correct any inaccuracies in your personal data.
- Request erasure of your personal data (“right to be forgotten”).
- Restrict or object to our processing of your personal data.
- Obtain and reuse your personal data for your own purposes (data portability).
- Withdraw consent at any time, without affecting processing based on consent before its withdrawal.
To exercise any of these rights, please contact us at privacy@buffyplaybus.org. We will respond within one month.
12. Third-Party Links & Services
Our website may contain links to third-party sites (e.g., Give as you Live, Google, BookWhen). This Privacy Policy does not apply to those sites. We encourage you to review their privacy policies before providing any personal data.
13. Security
We implement appropriate technical and organisational measures to safeguard your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access.
14. Changes to This Policy
We may update this Privacy Policy periodically. We will post the updated version on our website with a revised “Last updated” date. Significant changes may be communicated by email to subscribers.
15. Contact Us
If you have any questions about this Privacy Policy or our data practices, please contact:
Data Protection Officer
Buffy Playbus
Email: privacy@buffyplaybus.org
Thank you for trusting Buffy Playbus. We are committed to protecting your privacy and providing transparency about how we use your data.