Privacy & cookies

Who is responsible

This website belongs to Weald Aid for Ukraine, an informal volunteer group (not a registered charity or company) based in Horsted Keynes and Forest Row, East Sussex. The group is responsible (the data controller) for anything you send through it.

For anything about your data, email wealdaidforukraine@gmail.com.

What we collect and why

• Vehicle offers. Your name, email, phone if you give it, your town or village, and the vehicle's details. We use them to talk to you about the vehicle and arrange collection or drop-off.
• Supplies drop-offs. Your name, email, phone if you give it, what you'd like to donate and when suits you, so we can arrange a drop-off or collection.
• Fuel Club sign-ups. Your name, email and the monthly amount, so we can set it up and thank you.
• Bank details requests. Your name, email, how much you'd like to give and how often, so we can email you our bank details.
• "Tell us about your gift" notes. Your name, email, the amount, the date and how you gave, so we can thank you and confirm the amount we received, which lets you spot a mistake.
• The newsletter, only if you sign up or tick the box on a form. Your email, your first name if you give it, and when and where you signed up, which is our record of your consent. Every newsletter has an unsubscribe link, and we delete your details from the mailing list when you use it.
• Messages sent through the contact form, so we can reply.
• Website analytics, only if you say yes on the cookie banner. See cookies below.
• Server logs. Our host keeps short-lived technical logs (such as IP address and pages requested) to keep the site running and secure.

The lawful basis is that you've asked us to do something: reply, arrange a donation, or send you news. We never sell your details or use them for anything else.

Who else sees it

We use a small number of services to run the site. Each only gets what it needs:

• Cloudflare hosts the website and keeps it secure, and stores what you send in the website's own database, where only the team can read it through a password-protected admin. Its network is worldwide, so requests can be handled outside the UK.
• Web3Forms emails the team a copy of what you send through a form. It may process data outside the UK.
• Cloudflare Turnstile checks that a form is being sent by a person, not an automated program, when you start filling it in. It looks at technical signals from your browser, sets no cookies, and is not used for advertising.
• Google provides the email inboxes where those copies and your emails to us arrive, and Google Analytics, only if you accept analytics cookies.
• PayPal takes donations through our fundraiser page when you give online. We never see your card details. PayPal shows us your name and the amount you gave, and shows them on the public fundraiser page too, unless you tick "Don't share my name publicly" when you give. PayPal may process data outside the UK.
• MailerLite keeps the newsletter mailing list and sends the newsletter. It may process data outside the UK.

The website's fonts are stored on our own site, so loading a page sends nothing to Google or any other font service. Where data leaves the UK, these providers rely on the UK's approved safeguards for international transfers.

Children

Our forms are meant for adults. We don't knowingly collect details from anyone under 18; if you're younger, please ask a parent or carer to get in touch for you. If we find we've been sent a child's details, we'll delete them.

How long we keep it

We keep enquiries for up to a year after we last hear from you, then delete them from the admin and the inbox. Fuel Club details are kept for as long as you're giving, and deleted within three months of you stopping. To stop the forms being abused, the website keeps a scrambled (hashed) version of your IP address for a day; the address itself is never stored.

Cookies

When you first visit, a banner asks whether you're happy for us to use Google Analytics to count visits and see which pages are useful. Until you say yes, nothing is loaded from Google and no analytics cookies are stored on your device. Saying no is exactly as easy as saying yes, and pressing Escape says no.

If you accept, Google Analytics sets cookies (named _ga and _ga_ followed by an id) that last up to two years. IP addresses are anonymised and Google signals are switched off.

Your cookie choice is remembered in your own browser, and you can change it at any time with the button below, which opens the banner again. Team members who log in to the website get one essential cookie that keeps them logged in; visitors never do.

Change your cookie choice

Your rights

You can ask to see what we hold about you, have it corrected or deleted, or object to how it's used. Email wealdaidforukraine@gmail.com and we'll reply within a month.

If you're unhappy with how we've handled your data, you can complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113. We'd appreciate the chance to put it right first.