Privacy & Cookies

Who we are

Foxcote Manor Society is responsible for the personal information it collects through this website. We are a registered charity in England and Wales, charity number 1053410.

If you have a question about your information, or would like to exercise your data protection rights, please contact us:

Email: [email protected]

You can also use our contact form.

Information we collect

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

• Your name, email address and the information you include in an enquiry.
• Your postal address, membership choice and contact details when you join the Society, support the 7822 Club or make a donation.
• Donation amounts, payment references, payment status and subscription information.
• Your Gift Aid declaration and the details needed to support a claim, if you choose to make one.
• Account and security information for people authorised to use the website's administration system.
• Technical information such as IP addresses, browser information and request times, to operate and protect the website.

Please avoid including sensitive personal information in the contact form unless it is necessary for your enquiry.

How we use your information

We use your information to answer enquiries, arrange volunteering or locomotive hire, administer membership and donations, provide membership communications and process Gift Aid claims. We also use it to keep payment records, resolve problems and protect the website from misuse.

Our lawful bases depend on the activity:

• Contract: where information is necessary to provide an agreed membership or service, or take steps you have requested before an agreement.
• Legitimate interests: to respond to enquiries, administer voluntary support, run the Society and protect the website, while considering your rights and reasonable expectations.
• Legal obligations: to maintain records and meet applicable tax, accounting and other legal requirements.

Making a Gift Aid declaration is optional. The declaration authorises the claim; we also have legal responsibilities for keeping supporting records.

Some information is needed to complete your request. For example, we cannot process an online membership application without the required contact and payment information.

Payments

Online card payments are handled by Stripe. You enter payment details on Stripe's secure checkout, rather than into a card form hosted by us. We receive information needed to administer the transaction, including its amount, status and reference, but do not store full card numbers or card security codes.

Stripe explains its processing in its privacy policy.

If you choose bank transfer, we record your request and supply the Society's bank details and a payment reference. The Society then matches your payment to its bank records. Choosing this option does not authorise the website to take money from your account.

Spam filtering

We use automated spam filtering to protect the contact form from spam and abuse. We carry out this processing on the basis of our legitimate interests in protecting the website and ensuring genuine enquiries can be handled effectively.

Only the selected enquiry topic and message are sent to OpenAI for this check, including any personal information you choose to include in your message.

The filter may occasionally stop a genuine message. If that happens, please try rewording it or contact us using the email address above so we can help. The spam filter does not decide whether you are eligible for membership or support.

Who receives your information

Website enquiries and transaction notifications are sent to the recipients chosen by the Society. Authorised users of the website's administration system can also view the records held there.

We also use service providers to operate the website. These include our website hosting and technical support providers, Cloudflare for website delivery and security, Mailgun for transactional emails, OpenAI for contact-form spam checks and Stripe for online payments.

Where we send a notification to several authorised Society officers, they may receive it together so they can coordinate a response. Customer payment messages are sent separately.

Gift Aid information may be shared with HMRC to support a claim.

International processing

Some service providers operate internationally and may process information outside the UK. Please contact us using the email address above if you would like more information about the providers involved in handling your information.

How long we keep your information

We keep personal information only for as long as necessary for the purposes set out in this notice, including responding to enquiries, administering memberships and donations, and meeting legal, tax and accounting requirements.

When deciding how long to retain information, we consider the type of information, why it was collected, whether it is still needed for an ongoing enquiry or relationship, any applicable record-keeping requirements, and the need to resolve complaints or disputes.

Your rights

Depending on the circumstances, you can ask to access your information, correct it, have it erased, restrict its use or receive certain information in a portable format.

Your right to object: you can object to processing based on legitimate interests by contacting us using the email address above.

These rights are subject to legal conditions. For example, we may need to retain records that tax or accounting rules require us to keep.

Please contact us using the details above. If you are unhappy with how we handle your information, you can raise the matter with us and complain to the UK data protection regulator, the ICO.

Cookies and browser storage

The website uses cookies needed for its forms, security and administration. These include:

Cloudflare may also use cookies where needed for its security features. Their use and lifetime depend on the features applied to a visit. See Cloudflare's cookie information.

No separate website analytics or advertising cookies are currently enabled. You can reopen Cookie Settings on the website or manage cookies through your browser. Blocking essential cookies may prevent forms or administrator sign-in from working properly.

Changes to this notice

We may update this notice when the website or our handling of information changes. The latest version will be published here.

Last updated: 21 October 2026