Privacy Policy

Friends of Witney CP ("we", "us", "our") is a registered charity (charity number 1202090) supporting the school community of Witney Community Primary School. This Privacy Policy explains how we collect, use, store and protect personal information when you visit friendsofwitneycp.org (the "Website"), sign up to volunteer, book onto an event, or contact us. It is written to comply with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations (PECR).

We are the data controller for personal information collected through the Website. If you have any questions about this policy or how we handle your data, you can contact us at friendsofwcps@gmail.com.

Depending on how you use the Website, we may collect:

• Your name and email address, when you use our volunteer sign-up forms, event booking forms, or contact forms.

• Your child's name and class, where this is needed to organise a school event or volunteering activity (for example, to know which class a helper is supporting).

• Payment and billing information, when you pay for tickets, items or contributions online. Card details are processed directly by our payment providers (Wix Payments and/or PayPal) — we do not store your full card details ourselves.

• Technical and usage information collected automatically via cookies, such as your IP address, browser type, and how you interact with the Website (see Section 5, Cookies).

We use the information we collect to:

• Organise and run volunteering rota’s and school events, including allocating volunteer roles and event places.

• Contact you about events, volunteering opportunities, or PTA news you have signed up for.

• Process and confirm payments for tickets, goods or contributions.

• Respond to enquiries sent via our contact form.

• Keep the Website running securely and understand how it is used, via cookies and analytics.

• Comply with our legal and charitable reporting obligations.

We rely on the following legal bases under UK GDPR:

• Consent — for example, when you voluntarily submit a sign-up or contact form, or accept non-essential cookies.

• Legitimate interests — to run the PTA effectively and keep volunteers and parents informed, in a way that does not override your rights.

• Contract — to process a payment when you purchase tickets or make an online contribution.

• Legal obligation — where we must keep certain records for charity accounting purposes.

Our forms are intended to be completed by parents, carers or other adults, not directly by children. Where a form asks for a child's name and class, this is provided by the parent/carer for the sole purpose of organising the relevant school event or volunteering activity, and is treated with the same care as any other personal data under this policy. We do not use children's information for marketing purposes, and we do not knowingly collect information directly from children without a parent or carer's involvement.

Like most websites, friendsofwitneycp.org uses cookies — small text files stored on your device. Because our Website is built on the Wix platform, it uses cookies set by Wix to make the site function, including for:

• Essential/functional cookies — required for core site features such as page navigation, security, and remembering items in a booking or checkout.

• Bookings and payments cookies — used by Wix Bookings, Wix Events and our payment providers (Wix Payments, PayPal) to process sign-ups, bookings and transactions securely.

• Analytics cookies — used to understand how visitors use the Website, so we can improve it (e.g. Wix Analytics).

Where cookies are not strictly necessary for the Website to function, we will ask for your consent via a cookie banner before they are set, in line with PECR. You can change or withdraw your consent at any time through the cookie settings on the Website, or through your browser settings. Blocking some cookies may affect how the Website functions, for example, you may not be able to complete a volunteer sign-up or booking.

For more detail on the specific cookies Wix sets, see Wix's own cookie and privacy documentation, which applies to sites built on their platform.

We do not sell your personal information. We share it only where necessary, with:

• Wix.com, our website hosting and site-building platform, which processes data on our behalf to run the Website, Wix Bookings and Wix Events.

• Wix Payments and/or PayPal, to process online payments securely.

• Other PTA committee members and school staff, strictly where needed to organise a specific event or volunteering activity.

• Regulators or authorities, where we are required to by law.

Some of these providers may store or process data outside the UK. Where this happens, they are required to provide an adequate level of protection for your data, for example through UK adequacy regulations or approved contractual safeguards.

We keep personal information only for as long as necessary for the purpose it was collected. Volunteer and event sign-up details are generally kept for the duration of the relevant school year and a short period afterwards for record-keeping, after which they are deleted or anonymised, unless we are required to keep certain records for longer for charity accounting or legal reasons.

Under UK GDPR, you have the right to:

• Access the personal information we hold about you.

• Ask us to correct inaccurate information.

• Ask us to delete your information, where applicable.

• Object to, or ask us to restrict, certain processing.

• Request a copy of your data in a portable format.

• Withdraw consent at any time, where processing is based on consent.

To exercise any of these rights, contact us at friendsofwcps@gmail.com. If you are unhappy with how we have handled your data, you also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk.

We rely on Wix's platform-level security to protect data submitted through the Website, and we limit access to personal information to those PTA committee members who need it to organise events and volunteering.

We may update this Privacy Policy from time to time, for example if we start using a new tool on the Website. The "last updated" date at the top of this page shows when it was last revised. We encourage you to check back periodically.

If you have any questions about this Privacy Policy or how we handle your data, please contact us at friendsofwcps@gmail.com.