Privacy notice
How we look after your information.
This notice explains what personal information Woolmer Green PTA (“we”) collects, why, and how we keep it safe. We’re a parent teacher association run by volunteers. We are the data controller for the information described here.
What we collect and why
- Contact details (name, email, phone) when you buy a ticket, make a donation, book a stall, volunteer, sponsor us or contact us — so we can deal with your request. Lawful basis: contract, or our legitimate interests in running the PTA.
- Newsletter sign-ups — only with your consent, which you can withdraw at any time using the link in every email.
- Gift Aid declarations (name, house number and postcode) — HMRC requires us to keep these for at least six years after the last donation they cover. Lawful basis: legal obligation.
- Santa letters — a child’s first name, class, age and the details you choose to share, so Father Christmas can write a personal letter. Lawful basis: your consent. These details are encrypted, can only be seen by the small team writing the letters, and are permanently deleted in January each year.
- Shop orders, raffle tickets and auction bids — your name, email and phone, and what you ordered or bid. For auctions we also keep the time of each bid and the internet address it came from, to keep the bidding fair; for raffles we ask you to confirm you’re 16 or over, as the law requires. Lawful basis: contract.
- PTA members’ accounts — name, email and phone for committee members and volunteers who use our members’ area.
We never sell your information, and we never use it for anything you wouldn’t expect.
Who else is involved
We use a few trusted services to run the website. Each acts on our instructions under a data processing agreement:
- PTA Central, made by Wilgenry (runs our website, members’ area and phone app)
- Amazon Web Services (servers, file storage and email, in London)
- Stripe (card payments — we never see your card details)
- Google Firebase (delivers notifications to the phone app: a short title and message, never children’s details)
- Cloudflare Turnstile (checks forms are filled in by a person, not a robot)
- Google Gemini (helps us read receipts and draft text; personal details are only ever sent on a paid plan, where Google does not use them to train its systems)
How long we keep it
Order and payment records are kept for six years for our accounts. Santa letter details are deleted in January. If you unsubscribe from our newsletter we keep just your email address on a “do not email” list, so you aren’t added again by mistake. Everything else is deleted when it’s no longer needed. Backup copies of the system are kept for up to 30 days, then deleted.
Cookies
We only use essential cookies: one keeps PTA members signed in to the members’ area. We don’t use advertising or tracking cookies, so there’s no cookie banner.
Your rights
You can ask to see the information we hold about you, ask us to correct or delete it, or object to how we use it. Contact us and we’ll respond within a month. If you’re unhappy with how we’ve handled your information, you can complain to the Information Commissioner’s Office at ico.org.uk.