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The Fifth Trust Privacy Policy

Reviewed July 2025

The Fifth Trust is a UK-based charity supporting adults with learning disabilities. We also operate two social enterprises: The Vineyard Garden Centre and Vineyard Café. To deliver our services effectively and meet legal requirements, we collect and process personal data. This includes data from participants, staff, volunteers, supporters, and customers.

Data protection compliance

We comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. The Fifth Trust is registered with the Information Commissioner’s Office (ICO) as a data controller.

Data protection responsibility

Our CEO, Nikki Marley, oversees data protection compliance. You can contact her at: nikki.marley@fifthtrust.co.uk

Legal bases for processing

We process personal data only when we have a lawful basis, including:

  • Contract (e.g., employment or service agreements)
  • Legal obligation (e.g., safeguarding, health & safety)
  • Legitimate interests (e.g., running our social enterprises and communications)
  • Consent (e.g., use of photos/videos, marketing communications)

Personal data we collect

We may collect:

  • Names, contact details (phone, email, address) of staff, students, volunteers, supporters, and customers
  • Emergency contacts and next of kin
  • Health and support needs information, as necessary
  • Financial information (e.g., payroll, donations)
  • Photos and videos, with consent
  • Notes and communications to improve our services
  • Website data through cookies and analytics

How we use your data

We use personal data to:

  • Provide support and services
  • Manage employment and volunteering arrangements
  • Operate our social enterprises
  • Communicate with supporters and customers
  • Monitor and evaluate our work
  • Manage donations and fundraising
  • Comply with legal requirements

Consent for images and videos

We obtain consent via specific forms before using photos or videos for promotional or other purposes. Individuals can opt out at any time.

Data storage and security

We use secure, reputable third-party services including Microsoft OneDrive, Outlook, Mailchimp, Sage, WordPress, Google Analytics, and Google Forms. All data is stored and processed in accordance with UK data protection standards. We do not transfer personal data outside the UK.

Our staff follow best practices to protect data security, including strong passwords, secure access controls, and limiting physical document retention.

Data retention

We retain personal data only as long as necessary for the purpose it was collected, and regularly review and securely delete data no longer needed.

Your rights under UK GDPR

You have the right to:

  • Be informed about how we use your data
  • Access your personal data
  • Request correction of inaccurate data
  • Request deletion of your data
  • Restrict processing of your data
  • Data portability
  • Object to processing based on legitimate interests

     

To exercise any of these rights, contact: nikki.marley@fifthtrust.co.uk

Website and cookies

Our website may use cookies and Google Analytics to collect anonymous usage data. Visitors are notified about cookie use. This data does not identify individuals.

Policy review

This policy was agreed by the Senior Management Team in July 2025. This policy is reviewed at least every three years or when legal or organisational changes occur. The latest version is available on request.