Who we are

2KC4 CIC is a Community Interest Company limited by guarantee and registered in England and Wales. Our company number is 17256632.

For data-protection purposes, 2KC4 CIC is the controller of the personal information described on this page. This means we decide why and how that information is used.

This notice applies when you visit 2kc4.org, use our contact form, join our newsletter, contact a 2kc4.org email address, enquire about volunteering or support us through a donation method linked from our website.

Information we collect

Information you give us

• Your name, email address and any other contact details you choose to provide.
• The subject and content of contact-form messages, emails, enquiries, feedback or complaints.
• Newsletter details such as your email address, optional name, preferences, consent record and unsubscribe status.
• Volunteer-enquiry information such as your interests, availability and relevant experience.
• Donation information such as your name, payment reference, donation amount, date and transaction identifier.

Information collected when you use the website

Our website and hosting systems may create technical records including an IP address or similar network identifier, the date and time of access, requested pages, referral information, browser or device details, and security or error information. Contact forms may also record the submission time and limited information needed to prevent spam or misuse.

Information received from other organisations

We may receive limited supporter or transaction information from PayPal, the Co-operative Bank, Easyfundraising or another service you choose to use. We use this information to identify, reconcile and administer your support.

How we use information

We must have a lawful reason for every use of your personal information. Our current uses are:

Where we rely on legitimate interests, we consider whether the use is necessary and proportionate and whether your rights override our interests.

We do not make decisions about you solely by automated means where those decisions would have a legal or similarly significant effect.

Contact form and newsletter

Contact form

Information submitted through the contact form is used to understand and respond to your message. A copy may be delivered to our business email and may also be stored securely within the website or form service.

Newsletter

Joining the newsletter is voluntary and separate from contacting us, volunteering or donating. The signup form requires a clear positive opt-in and may use a confirmation email. Every newsletter will include an unsubscribe method. You can also withdraw your consent by emailing hello@2kc4.org.

After you unsubscribe, we may keep a minimal suppression record so that we respect your choice and do not add you back to the mailing list by mistake.

Donations and external services

If you donate by bank transfer, the Co-operative Bank processes the payment and provides us with the transaction information available through our account. We do not receive your online-banking login details.

If you use PayPal or Easyfundraising, you leave our website and interact directly with that organisation. Please read the PayPal Privacy Statement or Easyfundraising Privacy Policy. We may receive limited supporter or transaction information from those services so that we can administer your support.

Our website also links to social-media and other external websites. Those services may collect information when you visit them under their own privacy and cookie notices.

Cookies and similar technologies

We do not currently intentionally use Google Analytics, Meta Pixel, advertising cookies or behavioural-tracking tools on the public website.

WordPress, our hosting provider and our contact-form or newsletter tools may use strictly necessary technologies to deliver and secure the service, confirm consent or prevent spam. These are not used by 2KC4 CIC for targeted advertising.

External services such as PayPal, Easyfundraising and social-media platforms may use their own cookies after you follow a link or use their service. If we introduce non-essential analytics or advertising cookies, we will provide clear information and ask for consent before setting them.

Who we share information with

We share personal information only where reasonably necessary. Recipients may include:

• IONOS and suppliers supporting our website, domain, business email, backups, security and IT administration;
• the services used to operate our contact form and newsletter;
• the Co-operative Bank, PayPal, Easyfundraising and other payment or fundraising services chosen by you;
• authorised directors, volunteers or contractors who need the information for their role;
• professional advisers, accountants, insurers, auditors or funders where access is necessary and appropriately protected; and
• police, courts, regulators, tax authorities or safeguarding bodies where disclosure is legally required or necessary to protect someone from serious harm.

We do not sell or rent personal information.

International transfers

Some providers or external platforms may process information in the European Economic Area or other countries. Where 2KC4 CIC makes a restricted international transfer, we use an applicable UK adequacy regulation, the UK International Data Transfer Agreement or Addendum, or another safeguard permitted by law. Independent platforms are responsible for explaining their own transfers in their privacy notices.

How long we keep information

We keep identifiable information only for as long as it is reasonably needed for the relevant purpose, legal duties, safeguarding, dispute resolution or legal claims.

General enquiries

Normally up to 12 months after the matter is closed, unless a longer period is justified by an ongoing relationship, complaint or legal issue.

Contact-form submissions

Normally up to 12 months after the enquiry is closed. A submission may become part of another relevant record if it leads to volunteering, a complaint, a donation or another continuing relationship.

Newsletter records

Until consent is withdrawn, the newsletter ends or an address is removed following a periodic review. A minimal suppression record may be kept after unsubscribe.

Volunteer enquiries

Normally 6 months after an unsuccessful or withdrawn enquiry. Records for active volunteers may be retained longer under our volunteer records arrangements.

Donation and accounting records

Normally 6 years after the end of the relevant financial year, or longer where a legal, tax, audit or regulatory requirement applies.

Privacy requests and complaints

Normally up to 6 years after closure where this is necessary to show how the matter was handled.

Website security records

For the period configured by the hosting provider and no longer than reasonably necessary for website delivery, troubleshooting, security and incident investigation.

We may securely delete or anonymise information earlier when it is no longer required. Information that has been properly anonymised may be kept for reporting, evaluation and improvement.

Security and sensitive information

We use proportionate security measures, including access controls, secure accounts, website maintenance, backups and confidentiality requirements. No website or email service is completely secure, so please avoid sending unnecessary sensitive information by ordinary email or through the contact form.

If a personal-data breach creates a risk to people, we will assess it, take appropriate action and notify the Information Commissioner’s Office and affected people where the law requires.

Children and sensitive information

The website is intended for a general audience and does not knowingly collect personal information directly from children through accounts or application forms. A parent, guardian or responsible organisation should normally contact us for a child.

We do not ask website visitors to provide health, disability, ethnicity, religion, sexual orientation or other special-category information. If this becomes necessary for an accessibility or safeguarding matter, we will collect only what is needed, identify the required legal conditions and provide additional privacy information where appropriate.

Your data-protection rights

Depending on the circumstances, you may have the right to:

• ask for a copy of the personal information we hold about you;
• ask us to correct inaccurate or incomplete information;
• ask us to erase information where there is no lawful reason to keep it;
• ask us to restrict how information is used;
• object to processing based on legitimate interests;
• object to direct marketing at any time;
• receive certain information in a portable format where the right applies; and
• withdraw consent at any time where consent is the lawful basis.

To exercise a right, email hello@2kc4.org. We may request proportionate evidence of identity or authority to protect your information. We normally respond within one month. We will explain if the law allows us additional time.

Data-protection complaints

You can complain if you believe we have used your personal information unlawfully, failed to respect a right, retained information for too long, disclosed it improperly or failed to protect it.

Email hello@2kc4.org with the subject Data Protection Complaint. Please explain what happened, when it happened, the information involved and the outcome you are seeking.

We will acknowledge your complaint within 30 days, investigate it without undue delay, keep you informed where necessary and tell you the outcome.

You also have the right to complain to the Information Commissioner’s Office. The ICO will normally expect you to give us an opportunity to address the matter first.

ICO telephone: 0303 123 1113
ICO address: Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

Changes to this notice

We review this notice regularly and update it when our website, services, providers or legal duties change. If a change materially affects information we already hold, we will take reasonable steps to tell affected people before the new use begins.

Last updated: 1 September 2026