Privacy policy 

Spread the Word is committed to maintaining the trust and confidence of its visitors to our website and to the security of the data we collect. We comply with the UK General Data Protection Regulation (GDPR) and Data Protection Act 2018 to process, protect and secure personal data held by the organisation. 

What information we collect 

We collect personal information when you interact with us, including when you: 

• Visit our website 

• Submit applications to our open programmes or prize entries 

• Book places for our workshops and events 

• Subscribe to our newsletter 

• Become a member of the organisation 

• Apply for a job 

• Make a donation 

• Contact us by email or other means 

Personal data we collect may include your name, postal address, email address, telephone number, and information about your services, concepts or ideas. We may also collect your bank account details if you are setting up a regular donation by direct debit. 

If you are under 16, please obtain your parent or guardian’s permission before providing any personal information to our site. 

How we collect information 

We collect information through: 

• Our website contact and registration forms 

• Programme applications and prize entries 

• Event booking forms 

• Newsletter subscriptions 

• Membership applications 

• Job application forms 

• Donation forms and payment processors 

How we use the data we collect 

We use your data to: 

• Process your applications, bookings, memberships or donations 

• Provide you with the services you have requested 

• Keep internal records and improve our services 

• Tell you about our courses, events, and ways to support our work 

• Send you newsletters and marketing communications (if you have agreed to receive them) 

• Evaluate our work and report to funders and supporters (using anonymised, aggregated data) 

• Contact you about fundraising activities and appeals 

You can unsubscribe from our marketing communications at any time by emailing us or by clicking the ‘Unsubscribe’ link in any marketing email. 

Our legal basis for processing your data 

We process your data based on your consent (when you sign up to our mailing list or register for programmes), our legitimate interests (to tell existing supporters about our work and fundraising activities), contractual necessity (when processing bookings or payments), or legal obligation (keeping financial records for HMRC). 

How we use your data for fundraising 

We may contact existing supporters about fundraising appeals and campaigns if you’ve previously donated, attended our events, participated in our programmes, or shown interest in our work. We believe you would reasonably expect to hear from us based on our relationship with you. You can opt out of fundraising communications at any time by emailing us or clicking ‘Unsubscribe’ in any email. 

Sharing your data 

We will not sell, rent or trade your information to any third parties unless you have given us permission to do so. 

We may share your data with trusted service providers who help us run our operations (such as email platforms, payment processors, and database systems), and with partner organisations only with your explicit consent. All third parties must keep your data secure and use it only for the purposes we specify. 

How we make sure your data is secure 

The personal information you provide is stored in a secure location, is accessible only by designated staff, and is used only for the purposes for which you provide that information. 

We take appropriate measures to ensure that we keep your personal data secure, accurate and up to date. Although we use appropriate security measures once we have received your personal information, the transmission of information over the internet is never completely secure. We do our best to protect personal information, but we cannot guarantee the security of information transmitted to our website. 

How long we keep your data 

We keep your personal data for as long as necessary for the purposes outlined in this policy: 

• Marketing contacts: Until you unsubscribe or after 5 years of inactivity 

• Donor records: For 7 years after your last donation (to comply with Gift Aid regulations) 

• Financial records: For 7 years (to comply with HMRC requirements) 

• Programme participants and event attendees: For 3 years after participation 

• Membership records: For the duration of your membership plus 2 years 

• Job applications: For 6 months after the recruitment process ends 

Your rights 

Under GDPR, you have the right to: 

• Access your personal data and receive a copy 

• Rectify inaccurate or incomplete data 

• Erase your data (in certain circumstances) 

• Restrict how we process your data 

• Object to processing based on legitimate interests, including for marketing purposes 

• Data portability: receive your data in a portable format 

• Withdraw consent at any time where we’re relying on consent 

To exercise any of these rights, please contact us using the details below. 

If you’re unhappy with how we’ve handled your data, you can complain to the Information Commissioner’s Office (ICO) at ico.org.uk. 

Privacy policy updates 

We may occasionally make changes to this privacy policy. When we do, we will update this page and, where appropriate, notify you by email or through a notice on our website. 

Contact us 

If you have any questions about this privacy policy or how we handle your data, please contact: [email protected] 

Cookies 

Cookies are files containing small amounts of information which are downloaded to your personal computer, mobile or other device when you visit a website. Cookies are then sent back to the originating website on each subsequent visit, or to another website that recognises that cookie. 

Cookies allow a website to recognise a user’s device, storing settings that are personal to the user’s use of an individual website, or keeping a record of items placed by them in a virtual shopping basket, for example. When a cookie is set, it is given an expiry date. On the expiry date it is automatically deleted. 

You can find more information about cookies at allaboutcookies.org and youronlinechoices.eu. 

Cookies we use 

Spread the Word uses Google Analytics Demographics and Interest Reporting to collect anonymised information such as age, gender and interests about our website users. You can opt out of Google Analytics for Display Advertising and customise Google Display Network adverts by visiting Google’s Ads Settings page. 

Managing cookies 

Your continued use of the Spread the Word website means that you consent to Spread the Word using cookies. If you do not wish Spread the Word to use cookies, please follow these instructions: 

• The Help menu on the menu bar of most browsers will tell you how to prevent your browser from accepting new cookies, how to have the browser notify you when you receive a new cookie and how to disable cookies altogether 

• You can also disable or delete similar data used by browser add-ons, such as Flash cookies, by changing the add-on’s settings or visiting the website of its manufacturer 

However, because cookies allow you to take advantage of some of the website’s essential features, we recommend you leave them turned on. For example, if you block or otherwise reject cookies you will not be able to add items to your account, or use any of our products and services that require you to ‘Sign In’. If you leave cookies turned on, remember to sign off when you finish using a shared computer. 

Updated November 2025