Privacy Policy

Last updated: [DATE — set when published]

This policy explains what personal information CharityApply collects, why, and what rights you have over it. It's written in plain English on purpose — if anything's unclear, email support@charityapply.org.uk and ask.

Who we are

CharityApply is operated by the Charity Apply Team, [business address]. For UK data protection law purposes, we are the "data controller" of the information described below.

What we collect, and why

Contact details (name, email) — to communicate with you about your order and deliver your draft.
Charity details you give us (charity name, activities, trustee information, beneficiary information) — to draft your application. We only use what you actually tell us; nothing is invented on your behalf.
Documents you upload (refusal letters, prior applications, governing documents) — solely to diagnose and draft your engagement.
Payment information — handled entirely by our payment providers (Stripe and/or PayPal). We never see or store your card details ourselves.

Our legal basis for processing this is performance of the contract you enter into when you pay for a service, plus our legitimate interest in running the business (e.g. basic accounting records).

How long we keep it

Uploaded documents and case details are deleted a fixed period after your final draft is delivered, unless you ask us to keep them for longer. If you opt in to outcome follow-up (see below), we keep your case on file for longer specifically so a later engagement — for example, if you're refused and come back for help fixing it — doesn't have to start from nothing.

If an engagement is still open and we lose contact with you, it's treated as dormant after 12 months and closed after a further 6 months of silence — see "Dormant engagements" in our Terms & Refunds. Your data is deleted on the same schedule as a completed engagement once a case is closed this way.

Outcome follow-up (optional, opt-in only)

With your explicit agreement, we may check in a few months after your engagement to ask how your application went. This is used only to improve our own process over time — never to reuse your specific content for another charity's application. You can decline this, or withdraw consent at any time, without affecting the service you've already received.

Who we share it with

We share data with our payment providers (to process payment only) and, if legally required, with regulators or law enforcement. We do not sell your data, and we never use one charity's information to draft or inform another charity's application.

Your rights

You can ask us, at any time, to:

send you a copy of the personal data we hold about you;
correct anything that's inaccurate;
delete your data — we'll do this immediately unless we have a genuine legal reason to keep specific records (e.g. accounting requirements);
export your data in a portable format;
withdraw any consent you've previously given (e.g. for outcome follow-up).

Email support@charityapply.org.uk for any of the above. You also have the right to complain to the UK Information Commissioner's Office (ico.org.uk) if you think we've handled your data incorrectly.

Cookies

This site uses no non-essential cookies. If analytics or similar tools are added in future, this section will be updated and, where required, a cookie consent banner will be added.

Security

Uploaded documents and case data are stored encrypted. Access is limited to the people actually working on your engagement.