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Privacy Policy

Last updated: 28/09/2025
 

1.Who We Are
 

We are Thame Youth Memorial a registered charity in United Kingdom charity number 1135630 Our mission is -
 

  •  To support a place of reflection for those affected by the loss of a youth of Thame & surrounding villages.

  • To provide and maintain a lasting monument in Thame to the youth of the town and area who die prematurely.#

  • To provide a plaque of remembrance for each individual person who has died, as desired by their loved ones.~

  • To educate the people of the Thame area in the emotional and physical needs of those affected by the premature loss of a loved one
    ~

If you have any questions about this policy, you can contact us​​
 

2.What Information We Collect

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We may collect and process the following categories of information:
 

  • General Supporter and Website Data

  • Donation details: payment information (processed securely via third-party providers, we do not store full card details).

  • Technical data: IP address, browser type, device information, cookies. Application Form Data (Thame Youth Memorial)

  • About the deceased individual: name, date of birth, date of death, age at death, place of birth, place of death, and family approval details.

  • About the applicant/family member: name, address, telephone number, email address, relationship to the deceased, and signature.
     

3.How We Use Your Information
 

We use your personal data to:
 

  • Process donations and provide receipts.

  • Communicate with you about our work, campaigns, and events (where you consent).

  • Manage volunteer and supporter relationships.

  • Assess and process applications for names to be included on the Thame Youth Memorial.

  • Comply with our legal and regulatory obligations.

  • Improve our website and services.
     

4.Legal Basis for Processing
 

We rely on the following lawful bases under GDPR:
 

  • Consent: when you provide information in an application.

  • Contract: to process donations or volunteer arrangements.

  • Legal obligation: to comply with financial and charity regulations.

  • Legitimate interests: to manage relationships with supporters and to operate the memorial application process fairly and transparently.
     

5.Sharing Your Information
 

We only share your personal data when necessary:
 

  • Payment processors (e.g PayPal) to process donations securely.

  • Inscription contractors where necessary for approved names to be added to the memorial.

  • Regulators (e.g., Charity Commission, HMRC, ICO) where legally required.

 

We never sell your personal data to third parties.
 

6.Security of Your Information
 

We take appropriate technical and organisational measures to keep your data safe:

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  • Access control: Only authorised individuals (such as Trustees or staff) have access to personal data.- Hard copy records: Paper documents (including memorial applications) are kept securely in a locked filing cabinet, accessible only to Trustees.

  • Digital records: Documents are scanned and stored using secure third-party software, protected by encryption and password access.

  • Confidentiality: We ensure that those handling personal data are bound by confidentiality obligations.
     

7.Data Retention


We keep personal data only as long as necessary for the purposes for which it was collected:

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  • Donation and financial records: 7 years for legal and accounting purposes.

  • Volunteer records: 2 years duration of involvement plus [e.g., 2 years].

  • Memorial application forms:

  • Retained securely for 7 years after the Trustees’ decision.

  • Records of approved names will be kept permanently as part of the historical memorial archive.
     

8.Your Rights
 

Under GDPR, you have the right to:
 

  • Access the personal data we hold about you.

  • Request correction of inaccurate or incomplete data.

  • Request deletion of your personal data (where legally possible).

  • Restrict or object to processing.

  • Withdraw consent at any time (e.g., unsubscribe from newsletters). - Request transfer of your data (data portability).
     

To exercise any of these rights, please contact us.

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9.Cookies
 

Our website uses cookies to improve your experience and analyse how it is used. You can manage cookie preferences in your browser. For more information, please see our [Cookie Policy].

 

10.Complaints
 

If you are unhappy with how we handle your data, please contact us first so we can resolve the issue. You also have the right to lodge a complaint with your national data protection authority (for example, the Information Commissioner’s Office in the UK).

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11.Changes to This Policy
 

We may update this Privacy Policy from time to time. Updates will be posted on this page with a new “last updated” date.

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