PTSD UK Privacy Policy

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Last updated: 12 June 2025
Version: 1.4

In Brief

We take your privacy seriously and promise to:

  • Only collect the information we need

  • Never sell your data

  • Keep your personal information safe

  • Let you choose how we contact you

  • Make it easy for you to ask for a copy of your data or to have it deleted

1. Who We Are

This Privacy Policy explains how we collect, use, store and protect your personal information.

In this policy:
“PTSD UK”, “we”, or “our” means PTSD UK – a registered Scottish Charitable Incorporated Organisation (SCIO), number SC045995.
Our registered office is:
83 Princes Street, Edinburgh, EH2 2ER

By “personal information”, we mean any details that can be used to identify you, such as your name, email address, or donation history.

2. What We Believe About Privacy

We respect your privacy and your rights. We believe:

  • Everyone has a right to data privacy

  • Your personal information should be treated with care

  • We should only collect information when we really need to

  • You should know what we’re doing with your data

As a charity, we work with fundraisers, donors, volunteers, and supporters, so we do need to collect and use personal information to do our work well.

3. The Laws We Follow

We follow UK and international data protection laws, including:

  • UK General Data Protection Regulation (UK GDPR)

  • UK Data Protection Act 2018

  • Privacy and Electronic Communications Regulations (PECR)

Some types of personal information, like health or trauma details, are classed as sensitive data. We only collect this kind of information if it’s necessary and with your full understanding.

4. How We Collect Your Information

Directly from you:

  • When you donate, sign up to our newsletter, contact us, fundraise, volunteer, or place an order in our shop.

Indirectly:

  • Through fundraising platforms like JustGiving or TotalGiving. If you fundraise for us, we may get your details from them so we can support you and ask how you’d like to hear from us.

On our website:

  • We use cookies to make our website work (like keeping your items in the shop basket).

  • We use Google Analytics to understand how people use our website — this helps us improve it.

  • Google Analytics doesn’t identify you personally.

  • You can turn off cookies in your browser.

Contact Forms:

  • If you use our contact form or email us, we’ll use your name and contact details to reply to you. This data isn’t stored on our website or shared with anyone else.

Online Shop:

  • When you place an order, we collect your name, address, and email to deliver your items and update you about your order. We only use your information for this purpose.

Back-in-stock alerts:

  • If you ask to be notified when an item is back in stock, we’ll email you once and then delete your email address.

5. How We Store Your Data

  • Your information is stored securely and only accessed by trained team members.

  • We use secure servers and trusted third-party providers (like email services) with strict data protections.

  • Analytics data is stored by Google Analytics, not by us.

Payments and Donations:

  • Payments and donations go through secure external providers.

  • We don’t store your bank or card details.

  • We may receive basic information (like your name, address and donation amount) to process things like Gift Aid.

6. How Long We Keep Your Information

We keep your data only as long as necessary.

We’ll delete your information if:

  • We no longer need it

  • You ask us to remove it

  • We’re no longer legally allowed to keep it

Examples:

  • Donation, volunteer and contract records: up to 6 years

  • Newsletter sign-ups: kept so we don’t accidentally re-add people who’ve unsubscribed

  • Health or research-related records may be kept longer for medical or ethical reasons

7. Who We Share Your Data With

We don’t sell, rent or trade your personal data.

We may share your information with trusted partners when needed to run our services — for example:

  • Email providers – to send you updates if you’ve signed up for them

  • Payment processors – to handle your donations or shop orders

  • HMRC – to claim Gift Aid (we share name, address, and tax status only)

  • Legal bodies – if we’re required to by law or for safeguarding purposes

Any sharing is done securely and only when absolutely necessary.

We may also share anonymous statistics and insights (like “X% of people who contact us are family members of someone with PTSD”) to help with funding and awareness — but no one can be identified from this.

8. Children’s Privacy

We don’t knowingly collect personal data from children under 13 without permission from a parent or guardian. If we discover we’ve collected data from a child without consent, we’ll delete it right away.

9. Links to Other Websites

Our website includes links to other websites (e.g. JustGiving, PayPal). We are not responsible for how these sites handle your data. Please check their privacy policies separately.

10. Your Rights

You have the right to:

  • Ask for a copy of the personal information we hold about you

  • Ask us to correct or update your information

  • Ask us to delete your information

  • Ask us to stop processing your information

  • Withdraw your consent at any time

To do any of the above, please write to:
PTSD UK, 83 Princes Street, Edinburgh, EH2 2ER

We’ll reply within 40 days. We’ll need two forms of ID to confirm your identity before we release your data.

If you unsubscribe from our communications, we’ll keep your name and email on a “do not contact” list to make sure we don’t message you again by accident.

11. Our Data Protection Officer

If you have questions or concerns about this policy or how we use your data, please contact:
Jacqui Suttie
PTSD UK, 83 Princes Street, Edinburgh, EH2 2ER

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