Privacy policy

At BookTrust, we are committed to protecting your personal information and privacy. This policy sets out how BookTrust uses and protects your personal information, including data from your use of our website.

BookTrust is the Data Controller for personal data about stakeholders, partners, supporters and donors, newsletter subscribers, survey responders, and event attendees. Our ICO registration number is ZA040334.

We do not trade personal data for commercial purposes and will only disclose it if required by law, or if it is with your consent.

This policy was updated in May 2018 to show that we are adhering to the new General Data Protection Regulation (GDPR), which comes into force in May 2018.

Newsletter subscribers

If you subscribe to our Newsletters, you will be automatically subscribed to receive Newsletter updates. You will only receive information that you have opted in to receive.

We use Microsoft Click Dimensions to manage our email marketing and we manage contact information in our own Microsoft Dynamics database. This system is kept updated with your marketing preferences.

You can change your email marketing preferences at any time, by clicking ‘unsubscribe’ or ‘manage preferences’ on any of our Newsletter emails.

Survey responders

If you take part in a survey run by BookTrust we will either contact you directly or use a service provider called Snap Survey.

If you prefer to submit responses to surveys in another format, please contact research@booktrust.org.uk

We will only hold your data for the purpose of completing our work on the specific survey, and will only hold your data after this period with your consent.

We will only re-contact you following a survey if you have expressed consent.

Competition responders

If you take part in a competition run by BookTrust we will only keep your data for the time period in which we are administering the competition, and we will only contact you for the purposes of the competition and if you are a winner.

We will only re-contact you following a competition if you have expressed consent or have signed up to one of our newsletters

Donors

In donating to BookTrust we will collect the following types of information:

  • Name, title/s and full postal address
  • Bank, credit card and payment details
  • Contact details such as email addresses and telephone numbers
  • How you heard about us

We securely hold sensitive personal and banking information in a Microsoft Dynamics database and use secure payment platforms to transact our donations, Authorise.Net and World Pay, for one-off donations, and SmartDebit for direct debit donations. When we receive payment details via post, these details are destroyed once the payment has been successfully processed.


We will use your information to:

  • Provide you with the services, products or information you asked for
  • Administer your contact details and give you the opportunity to change your preferences as well as amend errors and update your data
  • Manage donations (including processing Gift Aid)
  • Ensure we know how you prefer to be contacted
  • Understand how we can improve our services, products or information
  • Flag your data record– for example you can unsubscribe at any time from our mailing lists.
  • Conduct surveys or ask for feedback so that we can be sure our customer care and services are maintained to a high standard


We need to keep the details of financial transactions for 7 years after the financial year of a donors last gift, in the event of a tax or banking enquiry.

We will only contact you to thank you. If you say that you would like to hear from us, you will be added to our email subscriber list and will receive regular updates and fundraising asks. You can change your preferences on these updates at any time.

Website visitors

We use Google Analytics (GA) to track site user interaction. We have a GA code which creates a ‘cookie’. These cookies track which sites you visit and are small text files stored by the internet browser on your computer, mobile, phone or tablet. They are used by BookTrust to help you navigate our websites efficiently and perform certain functions. They provide a memory of the website so that when you return the website can recognise you and respond appropriately, i.e. remembering registration password or preferences for services and functionality.

We use this data to determine the number of people using our site and to better understand how they find and use our web pages. With this information we can continually improve the information that we provide on our site and the processes for actions such as contacting us and donating. We can also use it to increase the number of new people finding our site.

Find out more about what cookies are, how BookTrust uses them and how you can switch them off please visit our page on Cookies.

Event attendees

When you attend a BookTrust event, we will need your name and email address which we will use for the purpose of administering the event and inviting you to future events.

For certain events we may use Eventbrite to manage event registrations.

If you are a speaker at a BookTrust event, we may publicly promote your involvement via social media and emails to our supporters.

Stakeholders / Partners

To deliver our programmes we communicate with a wide range of people in their working / professional life, for example Local Authorities and Schools, and these communications are made under legitimate interests.

The personal data is obtained through formal agreements with BookTrust, individuals signing up to deliver / receive programmes in their professional capacity, previous registrations and public sources of data (for example edubase database of schools and virtual school’s public database).

People are given the opportunity to review and amend their data through the relevant programme website and people can also change, amend or unsubscribe via Queries@booktrust.org.uk

Employees and job applicants

If you apply to work at BookTrust, we will only use the information you give us to process your application and to monitor recruitment statistics. If we want to disclose information to someone outside BookTrust - for example, if we need a reference, or need to get a ‘disclosure’ from the Criminal Records Bureau - we will make sure we tell you beforehand, unless we are required to disclose this information by law.

If you are unsuccessful in your job application, we will hold your personal information for 12 months after we’ve finished recruiting the post you applied for. After this date we will destroy or delete your information. We keep de-personalised statistical information about applicants to develop our recruitment processes, but this does not contain any information that could be used to identify individual job applicants.

If you begin employment with us, we will put together a file about your employment. We keep the information in this file secure, and will only use it for matters that apply directly to your employment.

Once you stop working for us, we will keep this file according to our record retention guidelines. You can contact us to find out more about this.

Your rights

As an individual whose personal data is processed by BookTrust you have the following rights:

To exercise any of these rights, please contact BookTrust.

If you are not happy with the way we have handled your data and are unable to resolve the issue with us personally, you can complain to the ICO