Last reviewed: July 2026
Sustainable Planet SCIO (“we”, “us”, “our”) is committed to protecting your privacy. This Privacy Policy explains what personal information we collect, how we use it, who we share it with, and your rights under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Who we are
Sustainable Planet SCIO is a Scottish Charitable Incorporated Organisation, charity number SC053575, registered at Auchernack, High Street, Forres, IV36 1DX. We are the “data controller” responsible for your personal information.
For any privacy matter you can contact us at contact@sustainableplanet.co.uk, for the attention of the Trustees.
The information we collect
Depending on how you interact with us, we may collect:
- Donations & Gift Aid — your name, email address, postal address, donation amount, and (where you make a Gift Aid declaration) confirmation of your taxpayer status. Card and PayPal details are entered directly with our payment providers and are not seen or stored by us.
- Room bookings (Auchernack House) — your name, contact details and booking information.
- Tool Library — your name and contact details when you register to borrow.
- EnviroWatch reports — the details of the issue you report, which may include a location and any contact details you choose to give.
- Newsletter — your name and email address when you sign up.
- Enquiries — anything you include when you contact us through a form or by email.
- Website usage — limited technical and analytics data via cookies, and only where you have consented (see our Cookie Policy).
How we use your information, and our legal basis
- To process and acknowledge your donation and to claim Gift Aid — to perform our agreement with you and to meet our legal obligations.
- To manage room bookings, tool loans and EnviroWatch reports — to provide the service you have asked for.
- To send you our newsletter — on the basis of your consent, which you can withdraw at any time.
- To respond to your enquiries — on the basis of our legitimate interest in helping you.
- To understand and improve our website — on the basis of your consent to analytics cookies.
Gift Aid and HMRC
If you make a Gift Aid declaration, we are required by law to keep a record of it and to share the necessary details (your name, address and donation) with HM Revenue & Customs in order to reclaim the tax. We keep Gift Aid and financial records for at least six years, as HMRC requires.
Who we share your information with
We do not sell your personal information. We share it only with organisations that help us operate, and only as far as needed:
- Payment providers (Stripe and PayPal) — to process donations securely.
- HM Revenue & Customs — for Gift Aid claims.
- Google (Analytics) — for website statistics, and only with your consent.
- Our website host and email provider — who process data on our behalf under contract.
Some providers may process data outside the UK; where they do, appropriate safeguards (such as UK/EU-approved transfer mechanisms) are in place.
How long we keep your information
We keep personal information only for as long as necessary. Donation and Gift Aid records are kept for at least six years for tax and accounting purposes. Newsletter data is kept until you unsubscribe. Other information is kept only as long as needed for the purpose it was collected for.
Your rights
Under data protection law you have the right to: access the personal information we hold about you; ask us to correct or delete it; object to or restrict how we use it; request a copy in a portable format; and withdraw consent at any time. To exercise any of these rights, please contact us using the details above.
Cookies
Our website uses cookies. Non-essential cookies (such as analytics) are set only with your consent. For full details, see our Cookie Policy.
Security
We take appropriate technical and organisational measures to protect your personal information against loss, misuse or unauthorised access.
Children
Our services are intended for adults. We do not knowingly collect personal information from children without appropriate consent.
Changes to this policy
We may update this Privacy Policy from time to time. The date at the top shows when it was last reviewed.
How to contact us or complain
If you have any questions or concerns about how we handle your personal information, please contact us at contact@sustainableplanet.co.uk. You also have the right to complain to the Information Commissioner’s Office (ICO), the UK regulator, at ico.org.uk or 0303 123 1113.
