Evolve Fundraisers Ltd — Compliance
Privacy Policy
Version 1.0  ·  Last Updated: February 2026  ·  UK GDPR Compliant

This policy explains how Evolve Fundraisers Ltd collects, uses, stores and protects personal data in accordance with UK GDPR and the Data Protection Act 2018.

1. Who We Are

The data controller for your personal information is:

Legal NameEvolve Fundraisers Ltd
Registered Address11a Hillgate Place, London, SW12 9ER
Emailfilip@evolvebetter.co.uk
Phone07542 854 800
Websitewww.evolvebetter.uk

If you have any questions about how we handle your personal data, please contact us at the details above.

2. What Personal Data We Collect

Depending on how you interact with us, we may collect the following categories of personal data:

2.1 Website Visitors

  • IP address and browser information
  • Pages visited and time spent on site
  • Cookie data (see Section 11)

2.2 Enquiries & Contact Form

  • Full name
  • Email address
  • Organisation name and role
  • Content of your message

2.3 Charity Partners

  • Contact names, email addresses, and telephone numbers
  • Organisation details
  • Contractual and operational information

2.4 Fundraisers & Staff

  • Name, address, date of birth, and National Insurance number
  • Right to work documentation
  • Performance and compliance records
  • Training and certification records

2.5 Donors (on behalf of charity partners)

  • Name and contact details
  • Direct Debit or payment information (processed by authorised payment processors)
  • Charitable giving preferences

3. How We Collect Personal Data

We collect personal data through:

  • Contact and enquiry forms on our website
  • Email and telephone communications
  • Fundraising campaign activity (face-to-face sign-ups)
  • Contracts and agreements with charity partners
  • Staff and contractor recruitment processes
  • Cookies and website analytics tools
  • Information provided by charity partners about their donors

4. Why We Collect It — Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis for processing your personal data. The basis we rely on depends on the purpose:

Responding to enquiriesLegitimate Interests
Running campaignsContractual Necessity / Legitimate Interests
Charity partnershipsContractual Necessity
Recruiting staffContractual Necessity / Legal Obligation
Compliance reportingLegal Obligation
Website analyticsConsent / Legitimate Interests
SafeguardingLegal Obligation / Vital Interests

Where we rely on Legitimate Interests, we have assessed that our interests are not overridden by your rights. You have the right to object — see Section 8.

5. Who We Share Your Data With

We do not sell personal data. We may share it with:

  • Charity partners — as required to deliver fundraising campaigns
  • Payment processors — for processing Direct Debits on behalf of charities
  • IT and software providers — who support our systems under data processing agreements
  • The Fundraising Regulator — where required by regulation
  • The ICO — in the event of a data breach or complaint
  • Law enforcement or courts — where legally required
International Transfers

We do not routinely transfer personal data outside the United Kingdom. If this changes, we will update this policy and ensure appropriate safeguards are in place, such as UK adequacy decisions or Standard Contractual Clauses.

6. How Long We Keep Your Data

We retain personal data only for as long as necessary for the purpose it was collected:

Enquiry / contact data2 years from last contact
Charity partner recordsDuration of contract + 6 years
Fundraiser / staff recordsDuration of engagement + 6 years
Complaint records7 years
Donor sign-up dataAs directed by the charity partner
Website analyticsUp to 2 years
Financial records7 years (legal requirement)

7. How We Protect Your Data

We take data security seriously and implement appropriate technical and organisational measures including:

  • Encrypted storage systems
  • Access controls limiting data to authorised personnel only
  • Regular staff training on data protection obligations
  • Secure data processing agreements with all third-party providers
  • Incident response procedures for data breaches
Data Breach Notification

In the event of a data breach that poses a risk to your rights and freedoms, we will notify the ICO within 72 hours and affected individuals without undue delay.

8. Your Rights Under UK GDPR

You have the following rights in relation to your personal data:

Right of AccessRequest a copy of the personal data we hold about you.
Right to RectificationAsk us to correct inaccurate or incomplete data.
Right to ErasureAsk us to delete your data where there is no longer a lawful basis to hold it.
Right to RestrictAsk us to pause processing of your data while a concern is investigated.
Data PortabilityReceive your data in a structured, machine-readable format.
Right to ObjectObject to processing based on legitimate interests or for direct marketing.
Automated DecisionsNot to be subject to solely automated decision-making that significantly affects you.

To exercise any of these rights, please contact us at filip@evolvebetter.co.uk. We will respond within one calendar month.

9. How to Raise a Concern or Complaint

If you are unhappy with how we have handled your personal data, please contact us in the first instance:

  • Email: filip@evolvebetter.co.uk
  • Post: Evolve Fundraisers Ltd, 11a Hillgate Place, London, SW12 9ER

If you remain dissatisfied, you have the right to complain to the Information Commissioner’s Office (ICO):

ICO Contact Details

Website: ico.org.uk  ·  Helpline: 0303 123 1113  ·  Post: ICO, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

10. Our Role as a Data Processor

In the course of delivering face-to-face fundraising campaigns on behalf of charities, Evolve Fundraisers Ltd may act as a data processor, processing personal data on behalf of charity partners who are the data controllers.

In these cases:

  • We process data only in accordance with written instructions from the charity partner
  • We do not use donor data for any purpose beyond the agreed campaign
  • We ensure all sub-processors are bound by equivalent data protection obligations
  • We maintain detailed records of all processing activities

Charity partners wishing to review our data processing terms should contact us directly.

11. Cookies

Our website (evolvebetter.uk) uses cookies to improve your experience. Cookies are small text files stored on your device.

EssentialRequired for the site to function. Strictly necessary — no consent required.
AnalyticsHelp us understand how visitors use the site (e.g. Google Analytics). Requires consent.
PreferenceRemember your settings and choices. Requires consent.

You can manage or withdraw your cookie consent at any time via our cookie banner or your browser settings.

12. ICO Registration

Evolve Fundraisers Ltd is registered with the Information Commissioner’s Office (ICO) as required under the Data Protection Act 2018. Our registration details are available at ico.org.uk.

13. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal obligations. When we do, we will update the version number and date at the top of this document.

We encourage you to review this policy periodically. Continued use of our website or services after changes are posted constitutes acceptance of the updated policy.