Marcham Community Fridge CIC
Privacy Notice
How Marcham Community Fridge CIC collects, uses and protects personal information through our website and online forms.
| Effective date | 6 September 2026 |
|---|---|
| Review date | 6 September 2027 |
| Document version | 1.0 |
1. Who we are
Marcham Community Fridge CIC is the data controller for personal information collected through marchamfridge.co.uk and our connected online forms. This means we decide how and why that information is used.
| Organisation | Marcham Community Fridge CIC |
|---|---|
| Company number | 17425343 |
| Registered office | 28 Plantation Avenue, Marcham, Abingdon, England, OX13 6FS |
| Website | marchamfridge.co.uk |
| Privacy contact | Use the website contact form or write to our registered office, marking your correspondence ‘Privacy’. |
2. Information we collect
We collect only the information needed for the purpose for which it was provided. This may include:
- Contact and enquiry information – your name, contact details and message when you contact us or make an enquiry.
- Volunteer, partner or supporter enquiries – the information you choose to provide when asking about helping, working with or supporting the CIC.
- Community survey responses – answers you submit through a survey, including optional free-text comments or demographic information where requested.
- Donation administration information – donation amount, date and transaction reference. Depending on the donation form, Stripe may also provide us with donor contact details. We do not receive or store card details.
- Technical information – limited technical information generated when you use the website, such as IP address, browser type, security logs and essential-cookie data.
3. Why we use your information
- to respond to enquiries and provide information you have asked for;
- to consider volunteer, partnership and supporter enquiries;
- to manage donations, keep financial records and prevent fraud;
- to understand community views through surveys and improve our services;
- to keep the website secure and functioning properly; and
- to meet legal, accounting and regulatory obligations.
4. Our lawful bases
UK data protection law requires us to have a lawful basis for using personal information. Depending on the activity, we rely on:
| Legitimate interests | Running and improving a safe, useful community service; responding to enquiries; managing relationships; and protecting our website and systems. |
|---|---|
| Legal obligation | Keeping financial and other records where the law requires us to do so. |
| Consent | Optional marketing, optional survey fields and non-essential cookies. You can withdraw consent at any time. |
5. Who we share information with
We do not sell or rent personal information. We may share it only where necessary with trusted service providers that help us operate the website and service, including:
- Stripe, which processes online payments securely;
- Google, where we use Google Forms or Google Sheets for a form or survey;
- website hosting, security, email and technical support providers;
- professional advisers, insurers, regulators or law-enforcement bodies where required or appropriate.
These providers may process information on our behalf and must protect it appropriately. Some providers may process information outside the UK. Where that happens, we rely on the safeguards required by UK data-protection law.
6. How long we keep information
We keep personal information only for as long as it is genuinely needed. Our normal retention periods are:
| Website enquiries | Up to 12 months after the enquiry is closed. |
|---|---|
| Volunteer or partner enquiries | Up to 12 months after the enquiry is closed, unless we agree a longer ongoing relationship. |
| Donation and financial records | Six complete financial years after the end of the relevant financial year, unless a longer period is legally required. |
| Identifiable survey responses | Up to 24 months, after which we will delete them or remove identifying details where practical. Aggregated, anonymous results may be kept longer. |
| Technical and security logs | Normally no longer than 12 months, unless needed to investigate a security incident. |
7. Your rights
You have rights over your personal information. Subject to certain legal limits, you can ask us to:
- provide a copy of the information we hold about you;
- correct inaccurate or incomplete information;
- delete information where we no longer have a good reason to keep it;
- restrict or object to certain uses of your information;
- provide information you gave us in a portable format, where applicable; and
- stop using your information where you previously gave consent.
To make a request, use the website contact form or write to the registered office shown in section 1. We may need to confirm your identity before acting on a request.
If you are unhappy with how we have handled your information, please contact us first. You can also complain to the Information Commissioner’s Office (ICO) at ico.org.uk/make-a-complaint.
8. Cookies
Our website needs certain cookies and similar technologies to work securely and remember essential settings. These essential cookies do not need consent. If we add optional cookies – for example, analytics, advertising or embedded third-party content that sets cookies – we will ask for your choice through a cookie banner before they are placed.
Our separate Cookie Policy explains the cookies in use and how to change your preferences.
9. Children and sensitive information
Our website is designed for a whole community, including families. Please do not send sensitive personal information through the website unless we have specifically asked for it and explained why. Where a form is intended for a child, a parent or guardian should complete it or give appropriate support.
10. Changes to this notice
We may update this notice when the website or our services change. The latest version will always be available from marchamfridge.co.uk. If a change is significant, we will make this clear on the website.
Donations and Refunds Policy
How Marcham Community Fridge CIC accepts, uses and, where appropriate, refunds voluntary donations.
| Effective date | 6 September 2026 |
|---|---|
| Review date | 6 September 2027 |
| Document version | 1.0 |
1. About this policy
This policy applies to voluntary donations made to Marcham Community Fridge CIC through our website, fundraising campaigns or other approved payment methods. It does not apply to the sale of goods or services, which will have separate terms if introduced.
| Organisation | Marcham Community Fridge CIC |
|---|---|
| Company number | 17425343 |
| Registered office | 28 Plantation Avenue, Marcham, Abingdon, England, OX13 6FS |
| Donation queries | Use the website contact form or write to the registered office, marking your correspondence ‘Donation query’. |
2. What a donation means
A donation is a voluntary gift. It is not a purchase, subscription, investment, loan or payment for a product or service. A donation does not give the donor any ownership, control or personal benefit from Marcham Community Fridge CIC.
By making a donation, you confirm that you are entitled to use the payment method and that the information you provide is accurate. If you are under 18, please ask a parent or guardian to make the donation for you.
3. How donations are used
Donations help us develop and sustain a welcoming, practical community fridge service. Depending on need and the purpose stated at the time of giving, this may include collection, storage, transport, safety, volunteer resources, equipment, running costs and future community projects.
4. Online payments and receipts
Online donations are processed securely by Stripe. We do not receive or store your full payment-card details. Stripe may provide us with information needed to administer a payment, such as the amount, date, payment reference and, depending on the form, your name or email address.
Stripe may send a payment confirmation to the email address supplied at checkout. Please keep this confirmation, as it helps us locate a payment if you contact us about it.
5. Gift Aid
Marcham Community Fridge CIC is a Community Interest Company, not a registered charity or Community Amateur Sports Club. We do not claim Gift Aid on donations. Please do not make a Gift Aid declaration for a donation to us.
6. Our refund position
Because donations are voluntary gifts rather than purchases, they are not normally refundable once made. However, we want to deal fairly with genuine mistakes and will consider a refund where:
- a donation was made in error or the wrong amount was entered;
- the same donation was made more than once by mistake;
- a payment was unauthorised or appears to be fraudulent;
- a technical issue caused an incorrect payment; or
- there is another clear and exceptional reason for us to do so.
A refund is not normally available simply because the donor changes their mind after making a valid voluntary donation. This does not affect any rights that cannot legally be excluded.
7. How to request a refund
Please contact us as soon as possible, and preferably within 30 days of the donation. Use the website contact form or write to the registered office. Include the donation date, amount, payment reference and a short explanation. Do not send full card or bank details.
We aim to acknowledge a refund request within 10 working days. Where a refund is agreed, it will normally be returned to the original payment method. Timing after that depends on the payment provider and the donor’s bank.
8. Chargebacks and payment disputes
If you believe a donation was taken incorrectly, please contact us first so that we can investigate promptly. You may also have the right to contact your bank or payment provider. We will cooperate with Stripe, banks and other relevant providers where an investigation is needed.
9. Refusing or returning donations
We may refuse, return or place on hold a donation where we reasonably believe that it is unlawful, fraudulent, made by mistake, subject to unacceptable conditions, or could harm the CIC’s independence, reputation or community purpose.
10. Privacy
We use personal information connected with donations only for payment administration, financial records, fraud prevention and responding to enquiries. Our Privacy Notice explains this in more detail, including how long financial records are kept.
11. Changes to this policy
We may update this policy when our fundraising arrangements change. The most recent version will be available from marchamfridge.co.uk.
Accessibility Statement
Our commitment to making the Marcham Community Fridge website clear, usable and welcoming to as many people as possible.
| Effective date | 6 September 2026 |
|---|---|
| Review date | 6 September 2027 |
| Document version | 1.0 |
1. About this statement
This statement applies to marchamfridge.co.uk, the website of Marcham Community Fridge CIC. It explains our approach to digital accessibility and how to get help if something does not work for you.
| Organisation | Marcham Community Fridge CIC |
|---|---|
| Company number | 17425343 |
| Registered office | 28 Plantation Avenue, Marcham, Abingdon, England, OX13 6FS |
| Accessibility contact | Use the website contact form or write to our registered office, marking your correspondence ‘Accessibility’. |
2. Our accessibility commitment
We aim to make our website accessible to the widest possible audience, including people who use a keyboard, screen reader, speech-recognition software, enlarged text or a mobile device. We aim to work towards the Web Content Accessibility Guidelines (WCAG) 2.2 level AA wherever reasonably practicable.
We have not yet completed a formal independent accessibility audit. We will continue to improve the site as it develops and when people tell us about barriers they experience.
3. What we try to do
When adding or updating website content, we aim to:
- use clear headings and plain, readable language;
- make text and important controls easy to see against their background;
- make pages work on different screen sizes and allow text to be enlarged;
- give meaningful images a text description where appropriate;
- avoid using colour alone to communicate important information; and
- make links and buttons describe the action they perform.
4. Known limitations
We know some parts of the website may not yet work perfectly for everyone. In particular:
- Downloadable documents: some PDFs or other documents may not be fully tagged for screen-reader navigation. If you need the information in another format, please contact us.
- Third-party services: forms, payment services, maps or embedded content may be provided by another organisation. Their accessibility is partly outside our control, although we will try to choose accessible providers and offer help where we can.
- New or changing content: as the site grows, some images, charts or interactive elements may need further improvement. We will prioritise fixes that affect essential information or prevent someone from using the service.
5. If you need information in another format
If you cannot access something on this website, please contact us and tell us what you need. We will consider reasonable requests for information in an alternative format, such as plain text, large print or an accessible digital version.
Use the website contact form or write to the registered office above. Please include the web address or document title, describe the problem and tell us the format that would work best for you. We aim to respond within 10 working days.
6. Reporting an accessibility problem
We welcome feedback. If you find a problem that is not listed in this statement, please let us know. Your feedback will help us make the site better for everyone.
7. Review of this statement
This statement was prepared on 6 September 2026 and will be reviewed at least annually, or sooner if the website changes significantly.