COPP Remembrance Trust GDPR privacy statement
1. Introduction
The COPP Remembrance Trust is committed to protecting and respecting your personal data. This GDPR privacy statement explains how we collect, use, store and protect personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
2. Who we are
The COPP Remembrance Trust is a charitable trust established under the Charities Acts 2011, 2016 and 2022.
For data protection purposes, the COPP Remembrance Trust is the data controller of the personal data you provide to us.
3. What information we collect
We may collect and process the following types of personal data:
• your full name
• your postal address
• your email address
• your telephone number
• donation records
• event attendance information
• Gift Aid declarations
• emergency contact details (where applicable)
• photographs or video recordings from events (where consent has been provided).
We only collect personal data that is necessary for the purposes outlined below.
4. How we use your information
We process personal data for the following lawful purposes.
• To manage membership records
• To administer events and activities
• To process donations and Gift Aid claims
• To communicate news, updates and fundraising activities
• To maintain financial records in accordance with legal obligations
• To comply with regulatory requirements
Our lawful bases for processing may include:
• consent
• legitimate interests
• legal obligation
• contractual necessity.
We will only use your data for the purpose for which it was collected.
5. Data sharing
We do not sell or trade personal data. We may share personal information only where necessary, including with:
• HM Revenue & Customs (for Gift Aid purposes)
• our bank or payment processors
• professional advisers (e.g. accountants)
• IT service providers supporting our administration systems.
All third parties are required to respect the security of your personal data.
6. Data storage and security
We take appropriate technical and organisational measures to protect personal data from unauthorised access, loss, misuse or disclosure.
Information may be stored securely in:
• password-protected digital systems
• secure cloud-based services
• locked physical storage (for paper records).
We retain personal data only for as long as is necessary to fulfil the purposes for which it was collected or for as long as required by law.
7. Your rights
Under UK GDPR, you have the right to:
• request access to your personal data
• request correction of inaccurate data
• request erasure of your data (where applicable)
• restrict or object to processing
• withdraw consent at any time (where processing is based on consent)
• lodge a complaint with the Information Commissioner’s Office (ICO).
The ICO can be contacted at www.ico.org.uk
8. Photography and media
Photographs and videos may be taken at events for promotional and historical purposes. Where required, we will obtain consent before using identifiable images.
9. Updates to this policy
We may update this GDPR privacy statement from time to time. The latest version will always be available on request and published on our website www.copptrust.org
10. Contact us
If you have any questions about this GDPR privacy statement or how your data is handled, please contact our trustee Rob Crane by emailing rob.crane@copptrust.org
The original copy of this GDPR privacy statement is held on file, signed and dated 4 June 2026 by COPP Remembrance Trust chairman Robbie Scott-Bowden.