Wandsworth Oasis Privacy Policy

Last updated: June 2026

1. Introduction

Wandsworth Oasis (“we”, “us”, “our”) is committed to protecting and respecting your privacy.

This Privacy Policy explains how we collect, use, store and protect your personal information when you:

• Visit our website;
• Make a donation;
• Purchase goods from us;
• Volunteer with us;
• Attend our events;
• Apply for a grant;
• Contact us;
• Subscribe to our communications; or
• Otherwise engage with our charity.

We process personal information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and other applicable privacy laws.

2. Who We Are

Wandsworth Oasis is a registered charity in England and Wales.

Charity Number: 1126061

Registered Office:
45 Old Town, Clapham, London, SW4 OJL

Contact Email: office@wandsworthoasis.org.uk

For data protection enquiries, please contact:

Data Protection Lead
Email: office@wandsworthoasis.org.uk

For the purposes of data protection law, Wandsworth Oasis is the Data Controller of the personal information described in this policy.

 

3. Personal Information We Collect

The personal information we collect depends on how you interact with us.

Information you provide directly

This may include:

• Name
• Postal address
• Email address
• Telephone number
• Date of birth (where relevant)
• Gift Aid declarations
• Volunteer application information
• Employment application information
• Grant application information
• Event registration details
• Correspondence with us
• Donation history
• Payment information (processed securely by third-party payment providers)

Information collected automatically

When you use our website, we may collect:

• IP address
• Browser type and version
• Device information
• Operating system
• Website usage information
• Pages visited
• Time spent on pages
• Referral sources
• Cookie information

Information from third parties

We may receive information from:

• Payment providers
• Fundraising platforms
• Event registration platforms
• Social media platforms
• Publicly available sources
• HM Revenue & Customs (for Gift Aid administration)
• Professional advisers and regulators where appropriate

 

4. How We Use Your Personal Information

We use personal information for the following purposes:

Delivering our charitable activities

• Processing donations
• Managing grants and support programmes
• Managing volunteers
• Running events
• Delivering services and activities

Managing our relationship with supporters

• Responding to enquiries
• Providing information requested by you
• Sending administrative communications
• Maintaining accurate records

Fundraising and communications

• Sending newsletters and updates
• Sharing information about campaigns and fundraising activities
• Inviting supporters to events
• Seeking feedback and engagement

Improving our services

• Analysing website usage
• Monitoring and evaluating activities
• Improving user experience
• Planning future services

Legal and regulatory compliance

• Maintaining financial records
• Claiming Gift Aid
• Preventing fraud
• Meeting legal obligations
• Responding to legal requests and safeguarding concerns

 

5. Legal Bases for Processing

Under UK GDPR, we must have a lawful basis for processing personal information.

We rely on one or more of the following:

Consent

Where you have given us clear permission to:

• Send marketing emails
• Use non-essential website cookies
• Participate in specific activities requiring consent

Contract

Where processing is necessary to:

• Process purchases
• Administer event bookings
• Fulfil agreements with volunteers or suppliers
• Provide requested services

Legal Obligation

Where we must process information to comply with legal requirements, including:

• Charity law
• Employment law
• Health and safety obligations
• Tax and accounting obligations

Legitimate Interests

Where processing is necessary for our legitimate interests as a charity, including:

• Fundraising activities
• Charity administration
• Governance and reporting
• Fraud prevention
• Website security
• Improving our services

Where we rely on legitimate interests, we consider and balance any potential impact on your rights and freedoms.

 

6. Marketing Communications

We may send you information about our work, fundraising activities, events and opportunities to support Wandsworth Oasis.

Where required by law, we will only send marketing communications where you have provided consent.

You can withdraw consent or unsubscribe at any time by:

• Clicking the unsubscribe link in emails;
• Contacting us directly; or
• Updating your communication preferences.

 

7. Gift Aid

Where you make a Gift Aid declaration, we process your information to:

• Administer your declaration;
• Claim Gift Aid from HM Revenue & Customs (HMRC);
• Maintain records required by law.

This processing is necessary for compliance with legal obligations and our legitimate interests in maximising charitable income.

 

8. Sharing Personal Information

We do not sell personal information.

We may share information with trusted third parties where necessary, including:

• Payment providers (such as Stripe and GoCardless)
• Website hosting providers
• Email and marketing platforms
• IT support providers
• Professional advisers
• Auditors
• Regulatory bodies
• HMRC (for Gift Aid claims)
• Law enforcement agencies where required

All third parties are required to process information securely and only in accordance with our instructions.

 

9. International Transfers

Some of our suppliers may process personal information outside the United Kingdom.

Where personal information is transferred internationally, we ensure appropriate safeguards are in place, including:

• UK International Data Transfer Agreements;
• International Data Transfer Addendums;
• Adequacy Regulations; or
• Other lawful transfer mechanisms approved under UK GDPR.

 

10. Data Retention

We retain personal information only for as long as necessary.

Examples include:

Category	Typical Retention Period
Donor records	Up to 6 years after last financial transaction
Gift Aid records	6 years after the relevant tax year
Financial records	6 years
Volunteer applications	Up to 2 years
Volunteer records	Up to 6 years after volunteering ends
Grant applications	Up to 7 years
Marketing consent records	Until consent is withdrawn plus audit period
Website enquiries	Up to 3 years

Retention periods may be extended where required by law or where legal claims may arise.

 

11. Website Cookies

Our website uses cookies and similar technologies.

Cookies help us:

• Operate the website;
• Understand website usage;
• Improve performance;
• Remember preferences.

We will request consent before placing non-essential cookies on your device.

Further information can be found in our Cookie Policy.

You can manage your cookie preferences through our cookie banner or your browser settings.

 

12. Security

We take appropriate technical and organisational measures to protect personal information, including:

• Secure systems and passwords;
• Access controls;
• Encryption where appropriate;
• Staff training;
• Regular monitoring and review of security measures.

While we take reasonable precautions, no system can be guaranteed completely secure.

 

13. Your Rights

Under UK GDPR, you have the right to:

Access

Request a copy of the personal information we hold about you.

Rectification

Ask us to correct inaccurate or incomplete information.

Erasure

Request deletion of your information in certain circumstances.

Restriction

Request that we limit how we use your information.

Data Portability

Receive personal information in a structured, commonly used and machine-readable format where applicable.

Object

Object to processing based on legitimate interests or direct marketing.

Withdraw Consent

Withdraw consent at any time where consent is the legal basis for processing.

Automated Decision-Making

Not be subject to solely automated decisions that have legal or similarly significant effects, except where permitted by law.

To exercise any of these rights, please contact us using the details provided above.

We will normally respond within one month.

There is generally no charge for exercising your rights.

 

14. Complaints

If you have concerns about how we process your personal information, we encourage you to contact us first so we can try to resolve the issue.

You also have the right to complain to the Information Commissioner’s Office (ICO):

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Website: www.ico.org.uk

Telephone: 0303 123 1113

 

15. Third-Party Websites

Our website may contain links to external websites.

We are not responsible for the privacy practices of third-party websites and encourage you to read their privacy policies.

 

16. Changes to this Privacy Policy

We may update this Privacy Policy from time to time.

Any changes will be published on this page together with the updated revision date.

We encourage users to review this policy periodically to stay informed about how we protect personal information.