Who we are

We are the ICSM Phoenix Foundation. Our website address is: https://www.icsmphoenix.org.

We are a registered charity in England and Wales, Charity Number: 1172126.

What personal data we collect and why we collect it

We collect personal information when you make a donation, create an account, or interact with our website. This includes:

• Name  
• Email address  
• Billing address  
• Donation amount  
• Payment information (processed securely by our payment providers)  
• Optional information you provide, such as the ICSMSU Club, Society or Project you wish to support  

This information is used to process your donation, issue receipts, comply with financial regulations, and maintain accurate donor records.

Payment processing

We do not store or process your full payment card details. Payments are handled securely by our payment providers (such as Stripe, GoCardless, WooPay, Apple Pay or Google Pay). These providers may collect additional information in accordance with their own privacy policies.

Our website uses WooCommerce to manage donations. WooCommerce stores order information, billing details, and donation history so we can fulfil our charitable and reporting obligations.

Cookies

We use cookies to support website functionality, including:  
• Keeping your donation in the checkout  
• Remembering your preferences  
• Ensuring secure login sessions  
• Analytics (if enabled)

We may use analytics tools (such as Google Analytics or JetPack) to understand how visitors use our site. These tools may collect anonymised usage data.

Embedded content from other websites

This site may include embedded content (e.g. videos, images, articles etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.

Who we share your data with

We share necessary information with:  
• Payment processors (to complete your donation)  
• WooCommerce (to manage your order)  
• Our website hosting provider  
• Email service providers (for donation confirmations)

We do not sell or trade your personal data.

Mailing list and membership sign‑ups

If you choose to sign up as a member or subscribe to our mailing list, the information you enter (such as your name and email address) will be transferred to Mailchimp for processing. We use Mailchimp to manage our email communications and membership updates.

Mailchimp stores your data securely and processes it in accordance with their own privacy policy. You can unsubscribe from our emails at any time by using the link included in every email we send. The Mailchimp privacy terms can be viewed here.

We do not share your mailing list information with any other third parties.

Gift Aid

If you choose to add Gift Aid to your donation, we are legally required to collect and store certain information, including your full name, home address, donation details, and your Gift Aid declaration. This information is required by HMRC to verify that you are eligible for Gift Aid and to allow us to reclaim tax on your donation.

If you choose to add Gift Aid to your donation, we are legally required to collect and store certain information, including your full name, home address, donation details, and your Gift Aid declaration. This information is required by HMRC to verify that you are eligible for Gift Aid and to allow us to reclaim tax on your donation.

Gift Aid records must be retained for at least six years after the end of the accounting period in which the donation was made, in accordance with HMRC regulations. We may share Gift Aid information with HMRC if required for audit or compliance purposes.

How long we retain your data

Donation records are retained for as long as required by UK charity law and financial regulations. Account information is retained for as long as your account remains active. Analytics data may be retained for up to 26 months.

For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.

What rights you have over your data

Under UK GDPR, you have the right to: 
• Request a copy of your personal data 
• Request correction of inaccurate data
• Request deletion of your data (where legally permitted)
• Object to certain types of processing
• Request that we restrict processing of your data

To exercise these rights, please contact us at admin@icsmphoenix.org.

Where your data is stored

Your data is stored securely on our website servers and with trusted third‑party providers who comply with UK GDPR requirements.

If you have any questions about this privacy policy or how your data is handled, please contact us at admin@icsmphoenix.org.