Jill’s Fundraising Journey is committed to protecting your personal information and respecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your personal data when you interact with us.

This includes when you:

• visit our website

• apply for a charity-supported holiday

• make a booking

• join a waiting list

• make a donation

• contact us

• request a deposit refund

 

1. Who We Are

Jill’s Fundraising Journey is a registered charity in England and Wales (Charity No. 1160327).

In this policy, “we”, “us”, or “our” refers to Jill’s Fundraising Journey.

Contact details:

📧 jillsfundraisingjourney@gmail.com
📍 36 Goodden Crescent, Farnborough, Hampshire, GU14 0DQ
📞 07548 633639

 

2. What Information We Collect

We collect only information necessary to provide our services and operate our charity fairly and responsibly.

Contact information

This may include:

• name

• email address

• telephone number

• postal address

Booking information

Where a stay is arranged, we may collect:

• names of guests

• number of guests

• ages of children (where relevant)

• Car registration details

• booking dates

• attendance confirmations

• communication records relating to your stay

Charity application information

When applying for a charity-supported holiday, you may choose to provide contextual information about:

• diagnosis circumstances

• treatment impacts

• caring responsibilities

• family situation

Providing this information is voluntary but helps us assess eligibility fairly.

Children’s information

Because our holidays support families, limited information about children (such as names and ages) may be collected as part of a booking.

This information is used only to manage accommodation arrangements and is never used independently for marketing purposes.

Payment information

We may collect:

• confirmation of payment

• billing name and contact details

• bank details (only when provided for deposit refunds)

We do not store credit or debit card details.

Payments are processed securely by third-party providers.

Donation information

If you make a donation, we may collect:

• name

• contact details

• donation amount

• payment confirmation details

Technical website information

We may automatically collect limited technical information such as:

• IP address

• browser type

• device type

• operating system

This helps us maintain website security and improve performance.

 

3. Sensitive Information (Special Category Data)

Applications for charity-supported holidays may include information relating to serious illness.

Under UK data protection law, this is considered special category data.

We process this information:

• only with your consent

• only to assess eligibility

• only to allocate charity-supported stays fairly

We do not use this information for marketing or profiling.

​Supporting documentation confirming diagnosis may be received through website form uploads or email attachments. Trustees should review only the minimum information necessary to confirm eligibility and should delete copies once assessment is complete unless retention is required for audit or safeguarding purposes.

 

4. How We Use Your Information

We use personal information to:

• assess holiday applications

• allocate charity-supported stays

• manage bookings

• operate waiting lists

• communicate about your stay

• process deposits and refunds

• administer donations

• respond to enquiries

• maintain records for charity administration

• meet legal and safeguarding obligations

• improve our website and services

 

5. Legal Basis for Processing

We process your information under one or more of the following lawful bases:

• Consent – for application information and sensitive data

• Contractual necessity – for managing bookings

• Legitimate interests – for operating our charity services fairly

• Legal obligation – for accounting and regulatory compliance

You may withdraw consent at any time by contacting us.

 

6. Communications and Updates

Where you have asked to receive updates from us, we may contact you by email with information about:

• charity activities

• fundraising work

• future opportunities

You may unsubscribe at any time.

We do not send unsolicited marketing communications.

 

7. Sharing Your Information

We do not sell personal data.

We may share limited information where necessary with:

• holiday park operators (for check-in requirements)

• payment processors

• email service providers

• website analytics providers (such as Google Analytics)

• postal services where required

• regulators or authorities where legally required

We only share information necessary for these purposes.

 

8. Payment Security

Payments made through our website or invoices are processed by secure third-party providers.

We do not store:

• credit card numbers

• debit card numbers

• authentication details

Bank details provided for deposit refunds are used only to return funds and are not retained longer than necessary.

 

9. Deposit Refund Bank Details

Where bank details are provided to request return of a refundable Security & Booking Deposit:

• they are used only to process the refund

• they are not retained longer than required

• they are not shared beyond what is necessary to complete payment processing

 

10. Waiting Lists

Where you join a waiting list:

• your contact details are used only for allocation purposes

• they are not used for marketing unless separately agreed

• they are removed if you request removal

 

11. Website Cookies

Our website may use cookies to:

• support functionality

• improve performance

• understand visitor behaviour

We may use analytics services such as Google Analytics to understand how visitors use our website and improve functionality.

You can manage cookies through your browser settings.

If additional cookies are introduced in future, a separate Cookie Policy will be provided where required.

 

12. External Links

Our website may contain links to third-party websites.

We are not responsible for their privacy practices.

Please review their policies separately.

 

13. How Long We Keep Information

We retain personal information only for as long as necessary.

Typical retention periods:

Booking records: up to 7 years
Donation records: up to 7 years
Application information: only as long as needed to manage eligibility
Refund bank details: deleted after payment processing

You may request deletion earlier where appropriate.

 

14. Organisational Changes

If Jill’s Fundraising Journey undergoes organisational restructuring or transfer of services, relevant personal data may transfer where necessary to continue those services. Any such transfer will remain subject to this Privacy Policy.

 

15. Your Rights

Under UK data protection law, you have the right to:

• request access to your personal data

• request correction of inaccurate data

• request deletion of your data

• restrict processing in certain circumstances

• object to processing

• request transfer of your data to another organisation where applicable

• withdraw consent where applicable

To exercise any of these rights, contact:

📧 jillsfundraisingjourney@gmail.com

 

16. Data Security

We take reasonable steps to protect personal data from:

• unauthorised access

• misuse

• disclosure

• loss

Access to personal information is limited to those who need it to support our work.

 

17. Complaints

If you are unhappy with how we handle your personal information or any aspect of our service, please contact us so we can try to resolve the issue.

Details of how to raise a concern are available in our Complaints Policy:

Complaints Policy & Procedure

You also have the right to complain to the Information Commissioner’s Office (ICO):

https://www.ico.org.uk

 

18. Changes to This Policy

We may update this Privacy Policy from time to time.

The latest version will always be published on our website.

 

19. Contact Us

If you have any questions about this Privacy Policy or how your information is used, please contact:

Jill’s Fundraising Journey
36 Goodden Crescent
Farnborough
Hampshire
GU14 0DQ

📧 jillsfundraisingjourney@gmail.com
📞 07548 633639

​

Last updated: March 2026