Privacy and Fair Processing Notice: The General Data Protection Regulation (GDPR)

What is your personal data?
Personal data relates to a living person and enables them to be identified from it.  Identification can be by the information alone or used together with any other information in the data controller’s possession or likely to come into such possession.  The General Data Protection Regulation (GDPR) governs the processing of personal data.

Who is the Data Controller?
The Trustees of the African Refugee Education Project or AREP (“The Trustees”) are the Data Controller so they decide how your personal data is processed and for what purposes.

How do we process your personal data?
The Trustees comply with their obligations under the GDPR by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.

We may use your personal data for the following purposes:

  • To enable us to provide a voluntary service for the benefit of the public in a particular geographical area as specified in our constitution
  • To administer supporter records
  • To fundraise and promote the interests of the charity
  • To manage our employees and volunteers
  • To maintain our own accounts and records (including the processing of Giftaid donations)
  • To inform you of news, events and activities organised by the charity.

What is the legal basis for processing your personal data?

    • Your explicit consent so we can inform you about news, events and activities and process your gift aid donations (if applicable)
    • Processing is carried out by a not-for-profit body with a political, philosophical, religious or trade union aim provided:-
      – the processing relates only to members or former members (or those who have regular contact with it in connection with those purposes); and
      – there is no disclosure to a third party without consent.

Who will have access to your information?
Your personal data will be treated as strictly confidential.  If you donate to AREP your name and donation date and amount are on our accounts records, and with your postal address are shared with HMRC as part of the Giftaid reclaim process.We use an email service for sending out our Newsletter and if you donate via direct debit, we use a donation platform ( by Stewardship) to handle the Giftaid reclaim process automatically.Otherwise, your information is not shared with anybody outside of AREP.

How long do we keep your personal data?
We keep supporter records whilst they are still current.  Specifically, we keep gift aid declarations and associated paperwork for up to 6 years after the calendar year to which they relate.

Your rights and your personal data
Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data:

  • The right to request a copy of your personal data which we hold about you.
  • The right to request that we correct any personal data if it is found to be inaccurate or out of date.
  • The right to request your personal data is erased where it is no longer necessary for us to retain such data.
  • The right to withdraw your consent to the processing at any time.
  • The right to request that the data controller provide the data subject with his/her personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), (where applicable)
  • The right to lodge a complaint with the Information Commissioner’s Office.

Further processing
If we wish to use your personal data for a new purpose, not covered by this Data Protection Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions.  Where and whenever necessary, we will seek your prior consent to the new processing.

Contact details
To exercise all relevant rights, queries or complaints please in the first instance contact the AREP Administrator at 1 Nicholl Road, St Helens, WA10 5LN

You can contact the Information Commissioner’s Office on 0303 123 1113 or via email at or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.