Privacy notice

Last updated: 3 November 2026 (registered office address added; no change to the notice)

1. Who we are

This website, gift-ease.co.uk, is run by Giftease Solutions Limited, registered in England and Wales, company number 12192220, registered office 71-75 Shelton Street, Covent Garden, London WC2H 9JQ. In this notice, "we" and "us" means that company.

If you have a question about your personal data, email support@gift-ease.co.uk. We have not appointed a Data Protection Officer; please contact us at support@gift-ease.co.uk.

2. Two different roles

When you use this website or contact us, we decide how your data is used. This notice explains how.

When a charity uses our products (Foundry or Cascade) for its supporters, the charity decides how its supporters' data is used, and we act only on its written instructions, under a data processing agreement.

If you are a charity's supporter, that charity's own privacy notice applies, and the charity is the one to contact about your data. If you contact us, we'll pass your request to the charity.
We never use a charity's supporter data for our own purposes, never send it marketing, never sell it, and never use it to train AI models.

3. What we collect, why, and our lawful basis

What	When	Why	Lawful basis
Your name, work email, charity or company, role, the topic you choose, the platform you run and what you'd like to integrate, your message and any answers you give before a Health Check	You use "Talk to us" or "Talk to us about integrating", book a Gift Aid Health Check, or join the Foundry waiting list or beta, or email us instead (for example if a form doesn't work)	To reply and arrange what you asked for	Our legitimate interest in responding to enquiries, and steps you ask us to take before a contract
Your email address only	You choose "Email me at launch"	To send you one email when Foundry launches	Your consent: you ask for it, and you can withdraw it at any time before launch
Your email address, and your choice	You tick "Also send me occasional Giftease news"	To send occasional news about Gift Aid, no more than once a month	Your consent. The box is never pre-ticked, and you can unsubscribe at any time
Work contact details of finance and Gift Aid staff at registered charities	We find them on the charity registers or the charity's own website or in the Apollo.io business contact database, or receive them as attendee details from training partners such as The Charity Knowledge Hub, with their agreement	To tell charities about Gift Aid services	Our legitimate interest in business-to-business contact. Every message tells you how to opt out, and we act on an opt-out within one working day
Information about your visit (see section 4)	You visit this website	To understand how the website is used	Our legitimate interest in running and improving the website
Security logs: your IP address, browser details and the request	You visit this website or send a form	To keep our systems secure and investigate misuse	Our legitimate interest in keeping our systems and your data secure

With every form, we also keep a record of what you agreed to (the wording you saw), the page you sent it from and when.

We don't ask for, and you shouldn't send us through this website, National Insurance numbers, bank or card details, or health information.

You don't have to give us anything. Nothing on this website is required by law or by a contract. If you choose not to give your details, we simply can't reply to you or send you what you asked for.

No automated decisions. We don't make decisions about you by automated means, and we don't profile you.

4. Visitor analytics

We count visits without cookies and without storing anything on your device. When you visit, our own servers turn your IP address into a pseudonymised code that changes every day. This lets us count unique visitors each day, but we can't link your visits across days, and we don't store your IP address with the visit record. We record the page, the time, the website that referred you, any campaign tags in the link you followed, the button you used, and the type of browser and device. We don't work out your location, build profiles, or track you on other websites, and we don't share these records with anyone except the suppliers who host our systems (see section 5). If your browser sends a "Do Not Track" signal, we don't count your visit at all. We delete the visit records after 13 months. (Separately, our servers keep short-lived security logs that do include your IP address: see sections 3 and 7.)

A change we made in October 2026: until 17 October 2026, the previous version of this website counted visits, and to work out your approximate location it sent your IP address to an outside location service (ip-api.com). We've stopped sending your IP address anywhere.

We use trusted suppliers to run this website and our services. Each one works under a contract that protects your data:

Google Cloud: hosts our systems. What you send through this website's forms is stored in the UK (London). The website's pages are served from the European Union (Belgium), and they store nothing about you.
Cloudflare: protects and routes traffic to our website and systems. It sees your IP address, and it passes on what you send through our forms, as part of delivering them.
Frametric Limited: our technology partner, under a data processing agreement, runs the systems that receive this website's forms (api.frametric.ai) and store what you send.
Resend: sends the emails you ask for (replies, the launch email, news if you opt in), and passes your enquiry to our team.
Microsoft 365: holds our team's mailboxes and calendars, where your enquiry arrives and your Health Check is booked (including the Teams meeting).
Apollo.io: a business contact database we use to find work contact details of charity staff, and to send our outreach emails and handle the replies.
HubSpot Ireland Limited (HubSpot): our customer records system. It holds enquiries and the work contact details of the charity staff we deal with. Data is held in the EU (HubSpot's EU data centre), which the UK recognises as giving adequate protection.

We share personal data with others only where the law requires us to. We never sell, rent or lease personal data.

6. Transfers outside the UK

Some of our suppliers process data in the European Economic Area, which the UK recognises as protecting personal data adequately. Where a supplier processes data elsewhere, we use the safeguards UK law requires: the International Data Transfer Agreement or Addendum, or the UK–US data bridge where the supplier is certified.

7. How long we keep your data

Enquiries ("Talk to us" and Health Checks): 2 years after you contacted us, unless you become a customer.
The waiting list and beta: until 6 months after Foundry launches, or until you ask us to remove you.
"Email me at launch": we delete your address once the launch email has been sent, unless you also asked for news.
News: until you unsubscribe. After that we keep only a note of your email address, so we don't email you again.
Charity contact details we found on public registers: no more than 6 months after our last message, unless you reply.
Visitor analytics: 13 months, then deleted.
Security logs: 30 days.
Customer records: for the length of the contract plus 6 years.

8. Your rights

You have the right to:

ask for a copy of your data;
ask us to correct it or delete it;
ask us to restrict how we use it;
object to how we use it. You can always object to direct marketing, and we'll stop;
ask us to move it to another provider, where the law allows.

Your right to object. Where we use your data because of our legitimate interests (see section 3), you can object at any time, and we'll stop unless we have a compelling reason that overrides your rights. You can always object to direct marketing, including the news emails and our messages to charity staff, and we'll stop straight away.

Where we rely on your consent, you can withdraw it at any time. To use any of these rights, email support@gift-ease.co.uk. We'll reply within one month.

9. Complaints

If you're unhappy with how we've handled your data, please tell us first and we'll try to put it right. You can also complain to the Information Commissioner's Office: ico.org.uk/make-a-complaint, or 0303 123 1113.

10. Changes to this notice

When we change this notice, we'll update the date at the top.