Introduction

The Olivia Foundation (“we”, “us”, “our”, “The Olivia Foundation”) is committed to protecting and respecting your privacy. This Privacy Policy (also “Notice”) explains how we collect, use, disclose and safeguard your personal data when you visit or interact with our websites olivia-foundation.org.uk, olivia-comforts.org.uk, olivia-bridge.org.uk, and olivia-nest.org.uk (collectively, the “Sites”), or use our services (e.g. donations, contact forms, campaigns). By using the Sites or providing us with your personal data, you consent to the practices outlined in this policy.

1. What Personal Data We Collect

1.1 Data You Provide Directly

When you interact with us, we may collect personal data including (but not limited to):

• Name
• Email address
• Postal address
• Telephone / mobile number
• Payment / donation information (e.g. bank, card, payment transaction IDs) — via Payment Providers
• Demographic information (e.g. postcode, date of birth, preferences)
• Communications you send us (messages, feedback, questions)
• Any content you submit (e.g. testimonials, photos) via forms or other user-content sections
• Volunteer / fundraiser application details (if relevant)

1.2 Data Collected Automatically

When you visit the Sites or use them, some data is collected automatically, including:

• IP address
• Browser type and version
• Operating system
• Referring URL / pages you visited on the Sites
• Date and time stamps
• Device identifiers and technical usage data (e.g. cookies, analytics)

1.3 Data from Third Parties

We may receive information about you from third parties (e.g. payment processors, fundraising platforms, social media platforms, public data sources) if you interact via them or consent to their sharing.

2. How and Why We Use Your Data

2.1 Purposes of Processing

We use personal data for these purposes (among others):

• To process and manage your donations or payments, and maintain financial records
• To communicate with you (e.g. send confirmations, updates, newsletters, acknowledgments)
• To administer fundraising or campaign activity
• To respond to enquiries, feedback, or requests
• To monitor and improve our Sites, services, user experience, analytics
• To comply with legal, accounting, audit, and regulatory obligations
• To detect, prevent, and address fraud, abuse or security risks
• To aggregate and anonymise data for reporting, statistical purposes, or internal research

2.2 Lawful Basis for Processing

Under UK data protection law (UK GDPR / Data Protection Act 2018), we rely on one or more of the following lawful bases:

• Consent: Where you have given explicit permission (e.g. for marketing emails, testimonials).
• Performance of a contract: Where processing is necessary to fulfil our agreement with you (e.g. donation processing).
• Legal obligation: Where required by law (e.g. reporting, regulatory compliance).
• Legitimate interests: Where we have a genuine interest (e.g. improving services, preventing fraud), provided your rights do not override it.

2.3 Marketing & Communications

We may use your contact details (email, post, sms) to send you updates, newsletters, appeals, or event information — but only if you have opted in, or where we have a legal basis. You can opt out at any time (see Section 6).

3. Cookies & Tracking Technologies

We and our third-party partners use cookies, web beacons, tracking pixels, and similar technologies to collect usage information and facilitate certain functions. This helps us:

• Distinguish you from other users
• Enable functionality (e.g. session, login, form data)
• Analyse site usage, performance and traffic (analytics)
• Deliver content and ads relevant to your interests

You can control cookies via your browser settings, and opt out of certain trackers (e.g. using “Do Not Track”). Please see our Cookie Policy (if you maintain one) for more details.

4. Disclosure & Sharing of Your Data

4.1 Within The Olivia Foundation / Projects

We may share your data across our internal projects (Olivia Comforts, Olivia Bridge, Olivia Nest) for purposes consistent with this policy and our mission, under strict confidentiality controls.

4.2 With Service Providers

We use third-party processors (e.g. payment processors, email / newsletter platforms, analytics tools, hosting providers) who act on our behalf and under contract to protect your information.

4.3 Legal & Regulatory Disclosures

We may disclose your personal data to comply with law, regulation, court order, or to respond to lawful requests by authorities.

4.4 Aggregated or Anonymised Data

We may share or publish aggregated, anonymised data (that does not identify you) for research, reporting or promotional purposes.

5. Data Retention & Storage

5.1 Retention Periods

We will retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, or as required by applicable law (e.g. accounting, tax, audit). After that, we securely delete or anonymise it.

5.2 Data Security

We implement appropriate technical and organisational security measures to protect your data against unauthorised access, loss, alteration or destruction (e.g. encryption, access controls, secure servers). However, no transmission over the internet is completely secure.

5.3 International Transfers

If we transfer your data outside the UK or European Economic Area, we will ensure adequate safeguards (e.g. standard contractual clauses, approved frameworks) to protect your rights.

6. Your Rights

Under UK GDPR and related law, you have certain rights in relation to your personal data:

• Right of access: You can request a copy of the personal data we hold about you.
• Right to rectification: You can ask us to correct incomplete or inaccurate data.
• Right to erasure (“right to be forgotten”): Under certain conditions, you can request deletion of your data.
• Right to restrict processing: You can ask us to limit how we use your data.
• Right to object: You may object to processing based on legitimate interests, or object to direct marketing.
• Right to portability: In certain cases, ask for your data in a structured, machine-readable format.
• Right to withdraw consent: Where processing is based on consent, you can withdraw that consent at any time (without affecting processing done before withdrawal).

To exercise any of these rights, please contact us using the details in Section 9. We may ask you for proof of identity. We will respond within required legal timeframes (usually one month, but it may be extended in complex cases).

7. Children & Sensitive Data

7.1 Children

Our Sites are not intended for children under 16 without parental consent. We do not knowingly collect personal data from minors without consent. If we become aware of such data, we will delete it.

7.2 Sensitive (Special Category) Data

We generally avoid collecting sensitive personal data (e.g. race, health, religion). If we do so, it will only be processed with explicit consent or under a lawful basis under UK GDPR, and with heightened safeguards.

8. Changes to This Policy

We may update this Privacy Policy from time to time. The updated version will be posted on the Sites with a new “Last updated” date. Significant changes will be communicated (e.g. via email) where appropriate. Continue to use the Sites after changes implies acceptance.

9. Contact & Complaints

If you have questions, requests, or complaints about this policy or how we handle your data, contact us: The Olivia Foundation
Email: info@olivia-foundation.org.uk
Websites: olivia-foundation.org.uk, olivia-comforts.org.uk, olivia-bridge.org.uk, olivia-nest.org.uk
If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO) in the UK.

10. Legal & Regulatory Basis

This Privacy Policy is governed by UK data protection law, including the Data Protection Act 2018 and the UK GDPR. We are accountable for compliance with these laws in our processing of personal data.