Adopted by the trustees on [DATE OF MEETING]. Reviewed each year.
Thorpe Triangle Trust is a Charitable Incorporated Organisation registered with the Charity Commission for England and Wales, number 1219468. Our registered address is Stony Croft, Thorpe, Skipton, North Yorkshire BD23 6BJ.
We are the data controller for the information described here. To ask anything about it, or to exercise any of the rights below, use the contact form or write to us at the address above.
We hold personal information about four groups of people: those who contact us, our members, our trustees, and people who donate. We hold very little, we hold it for clear reasons, and we do not share it except where we are required to.
We do not sell, rent or trade anyone's information, ever.
What we hold
Your name, your email address and whatever you write in the message.
Why
To read your message and reply to it. Nothing else. You are not added to any list.
Our lawful basis
Legitimate interests: you have asked us to get in touch with you.
How long
Until the matter is dealt with, and then no more than two years.
Who sees it
The trustees. Messages arrive in the charity's own mailbox, held with our web host in the United Kingdom.
What we hold
Name, home address, email address, and the date you became a member. If you vote on a written resolution we record how you voted and when.
Why
Charity law requires a CIO to keep a register of its members. We write to you with notice of general meetings and with the accounts and trustees' report. Your email address is also how you sign in to the members' area, and how we send you anything the members have to vote on.
Our lawful basis
Legal obligation, for the register; legitimate interests, for communicating with you about the charity.
How long
For as long as you are a member, and for six years afterwards. If an application is refused we keep it, and the reasons, for twelve months, so that we can deal with any appeal and show the decision was properly taken. After that it is deleted.
Who sees it
The trustees, and in particular the secretary who maintains the register. The register of members is not published. Charity law gives members and certain others a right to inspect it on request, and we would tell you if that were ever exercised.
What we hold
Full name, date of birth, home address, email address, telephone number, National Insurance number, and a signed declaration of eligibility to act. We also record how each trustee has voted on a decision of the trustees, and when.
Why, and our lawful basis
Legal obligation. The Charity Commission requires it, and we must keep a register of trustees.
How long
For as long as you are a trustee, and for six years afterwards.
What is made public
The Charity Commission publishes trustees' names on the public register of charities. Nothing else is published — not your address, date of birth, email or telephone number.
Who else sees it
The Charity Commission, and our bank in respect of those trustees who are signatories on the account. Banks are required to verify the identity of signatories and may carry out identity and credit checks. If you are an authorised official for Gift Aid, HM Revenue and Customs also requires your National Insurance number, date of birth and home address.
What we hold
Your name, and the amount and date of your donation. If you make a Gift Aid declaration we also hold your home address, which HMRC requires.
Why, and our lawful basis
Legal obligation, for accounting records and Gift Aid; consent, for any Gift Aid declaration, which you may withdraw at any time.
How long
Gift Aid declarations and associated records are kept for six years after the end of the tax year they relate to, as HMRC requires. Accounting records are kept for six years.
Who sees it
The treasurer and the trustees, and HMRC in respect of Gift Aid claims. Our accounts show the total received in donations but never name individual donors or the amounts they gave.
Anonymous giving
We recognise that people may prefer their giving to be private. Amounts are recorded in the accounts; names are not recorded in the minutes, are not read out at meetings, and are not published. The treasurer will necessarily see who has given, and no one else will unless you say otherwise. Cash placed in a collecting tin is anonymous and we hold nothing about it at all.
If you donate by card or by scanning a QR code, the payment is handled by Zeffy, who process your card details. We never see or hold your card details. Zeffy holds your information under its own privacy policy. Where you make a Gift Aid declaration, it is handled by Swiftaid, and your name and address are passed to us and to HMRC.
The front page carries a history of the triangle going back to 1622. Data protection law protects living people only, so anyone who died long ago is named freely — that is what a history is. Anyone still living is named only where they have said they may be.
On their own account page, four separate questions, all answered no to begin with, each recorded with the date it was answered:
The last of those is a courtesy rather than a legal requirement, and we say so when we ask.
Underneath those four answers we show every sentence in the history that mentions the member, quoted in full, including anything written but not yet published. Each can be answered on its own: yes to that sentence, no to that sentence, or leave it to the general answer. A decision about a particular sentence overrides the general one, so somebody may agree to be named in one place and refuse another.
If a sentence is later reworded it is put to them again. Agreeing to one form of words is not agreeing to another.
A surname on its own that matches a member's is treated the same way, because in a village of this size a shared surname is usually a relation. Where a passage is about a time more than a hundred years ago this does not apply: nobody named in it is living, so no living person's information is involved.
Where two members share a surname and give different answers, we take the more cautious one and the name stays hidden.
Nothing is compulsory, and any answer can be changed at any moment on the same page. The page is assembled when somebody reads it, so a name appears the moment permission is given and disappears the moment it is withdrawn — where a name may not be shown the page prints XXXXX instead. Nobody has to remember to edit anything, and there is no delay.
We cannot recall anything already printed, shared elsewhere or saved by somebody else, and would not pretend otherwise.
Anyone in the village who is not a member is asked in person, and the answer written down. Their name is not matched automatically, so the person writing the history checks before using it.
We hold no passwords. When you ask to sign in we email you a link that works once and lasts thirty minutes. We store only a one-way fingerprint of that link, never the link itself, and it is deleted the moment it is used or expires.
We give the same answer whether or not an address is on the register, so that nobody can use the page to find out who is a member.
Trustees are members with a note on their record saying so. They sign in the same way, once, and are recognised as trustees from that record rather than by a separate password.
How you vote on a written resolution is recorded against your name and kept with the charity's records, as charity law requires for a resolution to be valid. Votes are seen by the trustees. They are not published, and the outcome is recorded as numbers rather than names.
This website sets no cookies for advertising or analytics and does not track you. Signing in to the members' area sets one cookie, which only keeps you signed in and disappears when you close the browser.
We share information with no one else, and we do not transfer it outside the United Kingdom other than through the payment provider described above.
Records are kept by the secretary and the treasurer, on password-protected devices or in locked storage. Only trustees have access. We hold no more than we need and we delete what we no longer need.
We will respond to any request within one month. There is no charge.
We review this policy each year and whenever our practices change. The current version is always the one on this page.