Privacy Policy
Last updated: 2 July 2026
Better Tomorrow Trust ("we", "us", "our") is a charity registered in England and Wales (registration number 1211507). Our registered address is 80 Titus Way, Colchester, CO4 5GD. We are the data controller for the personal information described in this policy.
This policy explains what personal information we collect, why we collect it, how we look after it, and your rights over it.
The information we collect
Depending on how you interact with us, we may collect:
Donors: your name, contact details, donation amount, and Gift Aid declaration details.
Event attendees and sponsors: your name, email address, phone number, organisation name, dietary or accessibility requirements you choose to share, and - where you request an invoice - your company's registered name and address.
Grant applicants: the contact details of your organisation's representatives and the information provided in your application. Bank details provided for grant payments are handled separately by our trustees and are not stored in our management systems.
Mailing list subscribers: your name, email address, and a record of what you have consented to receive and when.
Website enquiries: whatever information you choose to include when you contact us.
How we use your information and our lawful bases
Under UK data protection law, we must have a lawful basis for using your information:
With your consent - to send you news about our fundraising events, charity updates, and our newsletter. You can withdraw consent at any time.
To fulfil a contract or agreement - to administer your event registration, process your sponsorship, issue invoices, and take payments.
To meet legal obligations - to process Gift Aid claims with HMRC, maintain accounting records, and meet our obligations as a registered charity.
Legitimate interests - to administer grants, run our events safely, keep records of our charitable activities, and protect our website and systems. Where we rely on legitimate interests, we balance them against your rights.
Marketing and mailing lists
We only send marketing and fundraising emails to people who have opted in. Every marketing or mailing list email we send includes a link to unsubscribe or change your preferences, and you can also contact us at any time to be removed. If you unsubscribe, we keep a minimal record of your email address solely to make sure we don't contact you again.
Who we share information with
We never sell your information. We share it only with trusted service providers who help us operate, under contracts that protect your data:
Microsoft - email and office systems
Supabase - secure database hosting for our charity management system
SumUp - card payment processing (we do not see or store your card details)
Our website hosting provider
We may also share information where the law requires it - for example with HMRC for Gift Aid, or with regulators such as the Charity Commission.
Some of our providers may process data outside the UK. Where this happens, safeguards approved under UK data protection law (such as the UK's international data transfer agreements and standard contractual clauses) are in place.
Social media
We maintain a presence on LinkedIn, where we post about our events, grants, and the organisations we work with. We only publish quotes, photographs, or feedback from the charities we support and individuals with their permission. Corporate sponsors may be named and thanked in our posts as part of their sponsorship. If you interact with us on LinkedIn, your information is also governed by LinkedIn's own privacy policy.
How long we keep your information
Donation and Gift Aid records: at least 6 years after the end of the financial year they relate to, as required by HMRC.
Grant records: 6 years, in line with our governance obligations.
Event registrations: up to 2 years after the event, unless you have joined a mailing list.
Mailing lists: until you unsubscribe or ask us to remove you.
When information is no longer needed, we delete it securely.
How we protect your information
Your information is stored in secure, access-controlled systems. Access is limited to our trustees on a need-to-know basis. Payment card details are handled entirely by our payment provider and never touch our systems.
Cookies
Our website does not use advertising or tracking cookies. Any cookies used are strictly necessary for the website to function.
Your rights
You have the right to:
Access the personal information we hold about you
Correct information that is inaccurate or incomplete
Delete your information ("right to erasure")
Restrict or object to how we use your information
Receive a copy of your information in a portable format
Withdraw consent for marketing at any time
To exercise any of these rights, email us at admin@bettertomorrowtrust.org.uk. We will respond within one month.
Complaints
If you are unhappy with how we have handled your information, please contact us first so we can put it right. You also have the right to complain to the Information Commissioner's Office (ICO): ico.org.uk or 0303 123 1113.
Changes to this policy
We review this policy regularly and will publish any updates on this page, with the "last updated" date revised accordingly.
Contact us
Better Tomorrow Trust
admin@bettertomorrowtrust.org.uk
Registered charity in England and Wales, no. 1211507