This notice explains how Autism at Kingwood uses personal information when you visit our website, use an online form, sign up for updates, make a donation, register for an event, make a purchase or booking where available, or otherwise contact us online.
It does not contain detailed privacy information for employment, recruitment, volunteering, fundraising relationships or care and support. We signpost to those notices below.
Autism at Kingwood is a charitable company registered in England and Wales (company number 02980543; registered charity number 1041924). Our registered office is Baptist House, 129 Broadway, Didcot, Oxfordshire, OX11 8XD. We are the data controller for the website information covered by this notice.
We may need to confirm your identity. If a representative contacts us, we may also ask for evidence that they are authorised to act for you.
Depending on the page or form you use, you may give us:
Please avoid including unnecessary health or other sensitive information in a general enquiry. If you do provide specially protected information, we will assess the appropriate legal condition and restrict its use to what is needed.
Our current RoPA records website IP addresses, form submissions and cookie data. Subject to your cookie choices and the tools in use, technical information may include:
Some cookie or device information can identify or single out a person and may therefore be personal information. Properly anonymised statistics that no longer identify anyone are not personal information; pseudonymised information remains personal information.
The live website uses the Complianz consent platform and provides a “Manage consent” control. The current Cookie Policy identifies functional, statistics and marketing/tracking categories.
Category | What it is for | Choice |
Strictly necessary or functional | Core website functions, security, requested shopping or preference features where essential | These may be used without consent where the legal exemption applies, but we still explain them. |
Statistics or analytics | Understanding how visitors use the website and improving its performance | Consent is required before non-essential analytics storage or access. |
Marketing/tracking and embedded services | Advertising, cross-site tracking, embedded video, maps, fonts or similar third-party features | Consent is required before non-essential technologies are used. |
When you first visit, you can accept, reject or choose optional categories. You can change your choice later through the “Manage consent” control. We do not treat use of the website as consent to optional cookies. Browser controls can provide additional choices but are not our only consent mechanism.
For the current list of identified services, purposes and available settings, read the Kingwood Cookie Policy.
The live Cookie Policy currently identifies Elementor anonymous statistics, Google reCAPTCHA, WooCommerce, Google Analytics, WordPress, Wordfence, Google Fonts, Google Maps, YouTube and miscellaneous items still under investigation.
Activity | Main legal reason |
Responding to an enquiry or taking requested steps before a service, booking or purchase | Contract or steps requested before a contract; legitimate interests for efficient enquiry handling |
Processing donations, payments, bookings and financial records | Contract, legal obligation and legitimate interests as appropriate |
Website security, fraud prevention, troubleshooting and basic administration | Legitimate interests and, where applicable, legal obligation |
Optional analytics and non-essential cookies or similar technologies | Consent under PECR and the UK GDPR |
Email, text or similar marketing | Consent. |
Information you choose to provide that is specially protected | An Article 9 condition suited to the purpose, such as explicit consent for a genuinely optional submission or substantial public interest where applicable |
Approved payment providers normally collect full card details directly and apply their own security and privacy arrangements. Kingwood receives information needed to record the transaction, administer the donation or booking and meet financial duties.
Our website links to other organisations, including social-media, fundraising, regulatory and recruitment pages. Those organisations are responsible for their own privacy practices. Please read their notices before providing information.
Embedded videos, maps, accessibility tools, regulatory widgets, spam-prevention services and social-media features may allow third parties to receive technical information. The live site currently uses Google reCAPTCHA on its newsletter form and loads Care Quality Commission widgets and an accessibility widget. The Cookie Policy also identifies Google Maps and YouTube services. Optional embedded content should follow your consent choice where required.
The website includes a form to sign up for updates. We keep evidence of the choice and provide an unsubscribe route. We may retain a suppression record after an unsubscribe so that we do not contact you again by that channel.
We do not sell personal information. Some suppliers process information only on our instructions; other platforms are separate controllers for their own services.
Record | Typical retention period |
Website-management records | Operational need; financial records 6 years |
Donation and booking payment records | 6 years |
Event-management records | Event plus 2 years; financial records 6 years |
Newsletter records | While subscribed; suppression records retained as required |
General enquiry and form-submission records | 2 years |
Cookie and analytics information | Refer to cookie notice |
We may keep a record longer where needed for a complaint, investigation, legal claim, safeguarding matter or regulatory requirement. We securely delete, destroy or anonymise information when it is no longer needed.
We use proportionate technical and organisational measures to protect personal information. Our internal policies confirm controls including:
No system or method of transmission can be guaranteed completely secure. We review safeguards according to risk and respond to suspected incidents promptly.
We use HTTPS and reasonable security controls for the website and connected systems. Internet transmission cannot be guaranteed completely secure, so please use an appropriate contact route for sensitive information.
Where a supplier stores or accesses personal information outside the UK, we assess the arrangement and use a recognised safeguard where required. Depending on the destination and supplier, this may be:
You can ask the Data Protection Officer for more information about a transfer and the safeguard used.
Your rights depend on why we use your information. They may not all apply in every situation. If a right does not apply, we will explain why.
Your right | What it means |
Be informed | Receive clear information about how we use your personal information. |
Access | Ask for a copy of your personal information and related information about its use. Requests are normally free of charge. |
Correction | Ask us to correct information that is inaccurate or complete information that is incomplete. |
Erasure | Ask us to delete information in some circumstances. We may need to keep it for legal, safeguarding, regulatory or claims reasons. |
Restriction | Ask us to limit how we use information in some circumstances. |
Object | Object to some uses based on public task or legitimate interests. You always have the right to object to direct marketing. |
Portability | Ask for certain information you provided to us in a structured, commonly used electronic format, where the right applies. |
Withdraw consent | Withdraw consent at any time where consent is our legal reason. This does not make earlier use unlawful. |
Automated decisions | Ask about significant decisions made solely by automated means and exercise the safeguards available under data protection law. |
General enquiries: 01235 359388 or info@kingwood.org.uk.
Registered office: Baptist House, 129 Broadway, Didcot, Oxfordshire, OX11 8XD.
For privacy rights requests or data protection complaints, contact the Data Protection Officer via info@kingwood.org.uk.
We may need to confirm your identity. If a representative contacts us, we may also ask for evidence that they are authorised to act for you.
Please contact us first if you think we have not handled your personal information properly. We want the opportunity to understand the concern and put matters right.
We provide a route for data protection complaints. We will acknowledge a complaint within 30 days, make appropriate enquiries, keep you informed and explain the outcome without undue delay.
You can also complain to the Information Commissioner’s Office (ICO). Use the ICO’s online complaint service or call the ICO helpline on 0303 123 1113.
Autism at Kingwood provides services to adults aged 18 and over. We do not intentionally collect personal information from children through our services or website. If we become aware that a child’s information has been provided to us unexpectedly, we will assess why we hold it and take appropriate action.
We recommend reviewing this notice every year and sooner if the website, forms, cookies, embedded services, suppliers, marketing law or ICO guidance change. We will show the current version and bring significant changes to visitors’ attention where appropriate.