Privacy notice

Draft for trustees to review. Please check this notice reflects how the Trust actually handles data, and remove this box, before the site goes live.

Who we are

The What Would Mia Do Trust (registered charity 1198310) is the data controller for information collected through this website. You can contact us through our contact form or by post at 90 Western Road, Burgess Hill, West Sussex, RH15 8QN.

What we collect and why

Grant applications

We collect the young person's name, contact details, date of birth, address, sporting interests and the information you give us about your circumstances, plus any files you attach. If you apply on someone's behalf we also collect your name, email and relationship to them. We use this only to assess and respond to the application, and to administer any grant. Our lawful basis is your consent, which you can withdraw at any time by contacting us.

If a grant is approved, we may ask how it should be paid. If you give us bank details, they are encrypted, only seen by trustees when making the payment, and deleted as soon as the grant has been paid (or if the application is not successful or is withdrawn). We will never ask for bank details by email or phone.

Automated checks on applications

When you send an application, and again when you answer a request from us, an automated assistant (Claude, an AI model made by Anthropic, which we run through Amazon Bedrock in our own Amazon Web Services account) reads it, with any documents you attached, and checks it against our grant criteria. It writes a short summary for trustees and may ask you for anything that seems to be missing. Requests that come from the assistant are marked as such. Your contact details are removed before it reads the application.

The assistant never decides whether a grant is approved or declined: trustees make every decision, and read every application themselves. No decision about you is made solely by automated means. The information is not used to train AI models. If you would rather your application was not checked this way, tell us and a trustee will review it without the assistant.

Your account

To apply you create an account with your email address. We keep your email, any details you choose to save, and your draft and sent applications, so you can come back to them. Draft applications are not seen by trustees. You can delete a draft at any time, and ask us to delete your account.

Applications are seen only by the Trust's trustees. We keep them for six years after a decision, for our accounts and the Charity Commission, and then delete them. Unsuccessful applications are deleted after two years.

Donations

Card payments are processed by Square and Direct Debits by GoCardless. They handle your card and bank details; we never see or store them. We keep your name, email, the amount and date of your donation, any name you give it in memory of, and, if you choose Gift Aid, your home address and declaration. HMRC requires us to keep Gift Aid records for six years after the last donation they cover.

If you have an account with the same email address, your donations, monthly Direct Debits and Gift Aid declaration appear in it, so you can see them, print a statement, and change, pause or cancel a Direct Debit yourself. When you do, we ask GoCardless to make the change. If you set up a Direct Debit on our old website, we link it to your email address when its next payment arrives, using the details GoCardless holds.

If you give by cheque, we keep the reference we gave you and the date your cheque arrived, alongside the rest of your donation record.

Signing in with another account

If you choose to sign in with Google, Microsoft, Apple or Facebook, that company tells us your name and email address, and that you are signed in. We use them only to sign you in and to link to your existing account with us. We do not get your password or anything else from that account.

Keeping in touch

We only send news about the Trust to people who have asked for it, by ticking the box in their account. You can stop at any time in Your details. We always email you about your own applications and donations.

If we help a young person, we only share their story if they (or their parent or carer) have said we may, and then only with their first name. You can change your mind at any time by contacting us.

Contact form

Messages you send are emailed to the trustees so we can reply, and are kept only as long as needed to deal with your enquiry.

Who we share it with

We do not sell or share your information for marketing. We use these service providers to run the website: Amazon Web Services (hosting, storage, sign-in and email, in the UK, and the automated checks described above), Cloudflare (spam protection on our forms), Square (card payments) and GoCardless (Direct Debit). We share Gift Aid information with HMRC when we make a claim.

Cookies

This website does not use advertising or tracking cookies. When you sign in, our sign-in service (Amazon Cognito) uses a cookie on its own sign-in pages to keep you signed in, and your browser holds a sign-in token until you close the tab. These are needed for the account to work. Cloudflare Turnstile, which protects our forms from spam, may process technical information about your browser for that purpose only.

Your rights

You can ask to see, correct or delete the information we hold about you, or withdraw your consent, by contacting us. If you are unhappy with how we have handled your information, you can complain to the Information Commissioner's Office.