Privacy Notice

1. Who We Are

The Brooking is a Charitable Incorporated Organisation (CIO) and the data controller for the information we collect. When we use ‘we’ or ‘our’ or ‘us’ we mean The Brooking CIO (Registered CIO No.1155363). We are serious about data protection. We set ourselves the highest standards of information collection and use and fully comply with the General Data Protection Regulations (GDPR).

It is important you read this privacy notice, as well as any other specific privacy policies we send you, so that you are fully aware of how and why we are using your data. This privacy notice is an add on to other notices and privacy policies and doesn’t override them.

2. The Data We Collect About You

We collect, use and store personal data, which can include name, address, date of birth, email address, bank account and other financial information, postal address and telephone numbers. And non-personal data, which can include areas of interest and the web pages you have viewed.

We collect, use and store information about people we have contact with such as supporters, donors, suppliers, clients, community users, volunteers, staff and other stakeholders. We will never sell your data or share it with another company or charity for marketing purposes. We will only disclose your data if we have to by law.

We do not collect details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data. Nor do we collect information about criminal convictions and offences.

This website is not aimed at children and we do not collect data about them.

3. How We Collect Your Personal Data

We use different methods of collecting data from and about you. These include:

  • Direct interactions. You might give us your name and contact data when filling in forms or by corresponding with us by post, phone or email. This includes any personal data you provide when you request marketing materials, give us feedback, or contact us.
  • Automated technologies or interactions. As you use our website, we automatically collect technical data about your equipment, browsing activity and patterns. We collect this data using server logs and other similar technologies.

4. How We Will Use Your Personal Data

We will use the data for admin, health and safety, and any other purposes we let you know about when you gave us the information. For the most part, we will use your personal data:

  • When we need to for our legitimate interests (or those of a third party) and when your interests and rights do not override those interests.
  • When we have to by law.

If you have agreed, the data you give us will be used to keep you informed of our activities, progress, and news.

All the emails we send give you the option to unsubscribe at any time.

We use third-party providers for managing our mailing list (MailChimp) and online donations (CAF). You can access their privacy policies via the links below:

We will never transfer your personal data outside the UK.

5. Data Retention

The Brooking keeps personal data for as long as needed for the purpose you gave it to us, and for as long afterwards as we have to by law. We will review personal data every year to confirm whether we are still allowed to use it. We will make sure your information is accurate, up to date and stored securely. We will do our best to use the minimum amount of personal data possible.

6. Data Security

We have security measures in place to stop your personal data from being accidentally lost, used or illegally accessed, altered or disclosed. We also limit access to your personal data to employees, agents, contractors and other third parties who need to know. They will only process your personal data on our say so and have a duty of confidentiality.

We have procedures in place to deal with suspected personal data breaches and will notify you and any relevant regulator of a breach where we have to by law.

7. Third Party Websites

Our website includes links to third-party websites, which we do our best to make clear. However, this privacy notice does not cover those third-party websites.

This privacy notice does not cover what the social media sites we use do with your information. It would be a good idea to read the social media site’s privacy policy before sharing any data.

Our website does not use cookies.

8. Your Legal Rights

Under data protection law, you have rights including:

  • Your right of access – you have the right to ask us for copies of your personal information.
  • Your right to rectification – you have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
  • Your right to erasure – you have the right to ask us to erase your personal information in certain circumstances.
  • Your right to restriction of processing – you have the right to ask us to restrict the processing of your personal information in certain circumstances.
  • Your right to object to processing – you have the the right to object to the processing of your personal information in certain circumstances.
  • Your right to data portability – you have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You will not be charged for exercising your rights. If you make a request, we have one month to respond.

9. Contact Details

If you want to make a request or have concerns about your personal information, please contact us by email at, by phone on 01256 229128, or by post at The Brooking, Andover Road, Whitchurch, RG28 7RL.

You can also complain to the ICO if you are unhappy with how we have used your data by phone on 0303 123 1113, via the website, or by post at Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.


We regularly review our privacy policy and may make changes from time to time. Any changes made will be posted to this page and will apply from the time we post them.

Last updated March 2023.