Effective Date: January 01, 2026
Smile For Humanity Ltd ("we," "us," or "our") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal data when you visit our website [www.smileforhumanity.org], make a donation, volunteer, or otherwise interact with us.
We are a company limited by guarantee registered in England and Wales (Company No. 16806457) with our registered office at Lytchett House, 13 Freeland Park, Wareham Road, Poole, Dorset, BH16 6FA, United Kingdom.
By using our services, you consent to the data practices described in this policy.
1. Information We Collect
We may collect and process the following data about you:
Personal Identification Information: Name, email address, postal address, telephone number, date of birth (where required for Gift Aid).
Financial Information: Payment card details (processed securely by our third-party payment processors; we do not store full card details), donation history, and Gift Aid declarations.
Technical Data: IP address, browser type and version, time zone, operating system, device information, and details of your visit to our website (including traffic data, location data, weblogs).
Profile Data: Your interests, preferences, feedback, and survey responses.
Communication Data: Records of your correspondence with us (emails, messages via contact forms, WhatsApp communications).
2. How We Use Your Information
We use your personal data only for the following lawful purposes:
To process your donations and manage Gift Aid claims (Legal basis: Performance of a contract).
To administer and manage your sponsorship or regular giving (Legal basis: Performance of a contract).
To send you receipts, thank you messages, and updates about the projects you support, where you have consented to receive such communications (Legal basis: Consent).
To manage our relationship with you, respond to inquiries, and provide customer service (Legal basis: Legitimate interests).
To comply with our legal and regulatory obligations, including fraud prevention (Legal basis: Legal obligation).
To improve our website, services, and campaigns through data analysis (Legal basis: Legitimate interests).
3. How We Share Your Information
We will never sell or rent your personal data.
We may share your information with:
Service Providers: Trusted third parties who provide essential services, such as payment processing, email delivery, and IT hosting (e.g., PayPal, Stripe, secure cloud providers). They act only on our instructions.
HMRC: For the purpose of claiming Gift Aid on your donations, as required by UK law.
Legal Authorities: If required to do so by law or in response to valid requests by public authorities.
4. Data Security
We have implemented appropriate technical and organizational security measures to prevent your personal data from being accidentally lost, used, or accessed in an unauthorized way. Our website uses SSL encryption, and all financial transactions are processed via PCI-DSS compliant gateways.
5. Data Retention
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. Donation records are typically retained for 7 years for HMRC audit purposes.
6. Your Data Protection Rights
Under UK 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 or 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 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 are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us at [email protected] to exercise any of these rights.
7. International Transfers
Your information may be transferred to and processed in countries outside the UK, for example, where our trusted service providers are located. We will ensure any such transfer is subject to appropriate safeguards as required by UK law.
8. Cookies
Our website uses cookies to distinguish you from other users. This helps us to provide you with a good experience and also allows us to improve our site. For detailed information on the cookies we use and their purposes, please see our Cookie Policy.
9. How to Complain
If you have any concerns about our use of your personal information, you can make a complaint to us at:
Email: [email protected]
Post: The Data Protection Officer, Smile For Humanity Ltd, Lytchett House, 13 Freeland Park, Wareham Road, Poole, Dorset, BH16 6FA.
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk
10. Changes to This Privacy Policy
We may update this policy from time to time. The updated version will be indicated by an updated "Effective Date" at the top of this page.
Smile For Humanity Ltd
Company No. 16806457
Last Updated: December 25, 2025