Privacy Policy

Who we are

The Scarborough Amicable Society ("the Society", "we", "us") is a registered charity in England and Wales, charity number 529681. We are the data controller for personal information you give us through this website or by email.

Online: our contact form
Post: The Scarborough Amicable Society, 29 Throxenby Lane, Scarborough, YO12 5HN

We are a small, volunteer-run charity and have no paid staff.

What information we collect

We only collect what you choose to send us. When you use the contact form on this website, or email us, we receive:

your name
your email address
the content of your message, and anything you attach
technical details such as your IP address, which our form provider uses to block spam

We do not take applications for support directly from the public. Support is arranged through referrals from schools and partner organisations, so please do not include detailed personal, financial or health information about yourself or your children in a message to us. If your family needs help, please contact your child's school.

How we use your information

We use your information only to read and reply to your enquiry, and to keep a record of our correspondence. We do not use it for marketing, and we never sell it.

Our lawful basis under the UK GDPR is legitimate interests: we need to handle messages sent to the charity in order to run it. We think you would reasonably expect this, and it has minimal impact on your privacy.

If you do send us sensitive information (for example about health), we will use it only to deal with your enquiry. We will not keep it longer than needed, and we will not pass it on without your agreement unless the law requires it, or a child's safety is at risk.

Who we share it with and where it is stored

Your message is seen only by the Society's trustees and volunteers who need it to reply. We will not share it with anyone else unless you ask us to, or the law requires it.

We use two service providers, who act as our data processors. They handle your information only on our instructions and may not use it for their own purposes:

Formspree, Inc. (USA) runs our contact form. It receives your message, filters spam and forwards the message to us by email.
Google hosts our website and email through Google Workspace.

Both providers may store or process data outside the UK, including in the USA. Where they do, the transfer is protected by safeguards recognised under UK law, such as standard contractual clauses with the UK International Data Transfer Addendum.

How long we keep it

We keep enquiries and our replies for 3 years after the conversation ends, then delete them. If we need a message for longer, for example because of a legal or safeguarding matter, we keep it only as long as that requires.

A copy of each contact form message is also held by Formspree. We delete those copies on the same timescale.

Your rights

Under UK data protection law you have the right to:

ask for a copy of the information we hold about you
ask us to correct information that is wrong
ask us to delete your information
ask us to restrict how we use it
object to us using it

To use any of these rights, use our contact form or write to the address above. It is free, and we will respond within one month.

Complaints

If you are unhappy with how we have handled your information, please tell us first by using our contact form or writing to the address above. We will acknowledge your complaint within 30 days, look into it, keep you updated, and tell you the outcome.

If you are still not satisfied, you can complain to the Information Commissioner's Office (ICO):

Website: ico.org.uk/make-a-complaint
Helpline: 0303 123 1113

Cookies

We do not use cookies for advertising or to track you. Our website is hosted on Google Sites, and Google may set cookies that are needed for the site and contact form to work and stay secure. See Google's cookie information for details.

Changes to this notice

We may update this notice from time to time. The latest version will always be on this page. Last updated: 5th October 2026

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