Privacy Policy

The purpose of this Privacy Notice is to explain clearly and transparently how Canterbury Oast Trust collects, uses, stores and protects personal data. It ensures that personal information is handled lawfully, fairly and securely, in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and guidance issued by the Information Commissioner’s Office (ICO).

This policy provides assurance to people we support, supporters, visitors, staff, volunteers, suppliers and partners that their personal data is respected and used appropriately, while enabling the COT to deliver its charitable objectives effectively and safely.

This notice explains how we use personal data when you visit our websites, visit the COT’s Rare Breeds Centre, use our services or programmes, donate to or fundraise for us, act as a supplier or partner, or communicate with us.

This Privacy Notice reflects Canterbury Oast Trust’s Vision, Mission and Values by ensuring that personal data is handled with integrity, respect and accountability across all areas of our work.

By protecting personal data and respecting individual privacy, this policy supports COT’s vision of being a trusted, values-led organisation.

This policy supports COT’s mission by enabling lawful, transparent and responsible use of personal data in the delivery of high-quality support services, learning programmes and visitor experiences.

• Be courageous – We are open and accountable about how personal data is used and take responsibility for meeting our data protection obligations.

• Seek opportunities – We use data responsibly to improve services, strengthen relationships and identify opportunities while maintaining high standards of privacy.
• Work together – We recognise that protecting personal data is a shared responsibility and promote collaboration to ensure information is handled respectfully and consistently.

Canterbury Oast Trust (COT) is a charity supporting adults with learning disabilities and operating the South of England Rare Breeds Centre. We are the data controller for the personal data described in this notice. We operate through the following legal entities:

• Canterbury Oast Trust (Company No. 01897109)
• COT Trading Limited (Company No. 02888014)

Registered office: South of England Rare Breeds Centre, Highlands Farm, Woodchurch, Kent TN26 3RJ.

How to contact us: We have appointed a Data Privacy Coordinator to oversee data protection matters.

• Email: dpc@canterburyoasttrust.org.uk
• Post: Data Privacy Coordinator, Canterbury Oast Trust, South of England Rare Breeds Centre, Highlands Farm, Woodchurch, Kent TN26 3RJ.

This notice explains how we use personal data when you visit our websites, visit the South of England Rare Breeds Centre, use our services or programmes, donate to or fundraise for us, act as a supplier or partner, or communicate with us.

Our websites are not intended for children. Where children visit the Rare Breeds Centre as part of organised groups, limited personal data may be processed for health, safety and safeguarding purposes.

We may collect identity, contact, financial, transaction, technical, usage and marketing preference data. We do not routinely collect special category data unless legally required.

We use personal data to deliver our charitable services, manage donations and Gift Aid, operate the Rare Breeds Centre, manage suppliers and staff, comply with legal obligations, and improve our services.

We only send marketing communications where permitted. You can opt out at any time using unsubscribe links or by contacting us.

We rely on consent and our legitimate interests to send you communications about the charity’s work and opportunities for you to support us.

Our lawful bases for collecting or using personal information for fundraising and marketing purposes:

• • Consent – we have permission from you after we gave you all the relevant information. You have the right to withdraw your consent at any time.

• • Legitimate interests – where permitted under the Data Use and Access Act 2025 (DUAA) and UK GDPR, we may rely on the ‘legitimate interests’ lawful basis. DUAA, known as the charitable soft opt in, allows us to contact anyone by email, SMS or social messaging, who has shown an interest in supporting us, for example, by donating, attending an event or requesting information on our charitable purpose. Our legitimate interests as a charity, allows us to contact supporters without explicit opt in by post or telephone, with fundraising asks. We do this to further our charitable objectives, provided this does not override your privacy rights, and we will always provide you with a simple, clear way to opt out of these communications.

You may update your communications preferences at any time by contacting us at: dpc@canterburyoasttrust.org.uk

We may share personal data with trusted service providers, professional advisers, and regulators where required by law. We do not sell personal data.

We apply appropriate technical and organisational measures to protect personal data and manage data breaches in line with legal requirements.

We keep personal data only as long as necessary. Financial records are generally retained for six years. Further details are available on request.

You have the right to access, correct, erase, restrict or object to processing of your personal data, and to withdraw consent where applicable. Changes to this notice This notice replaces the previous version dated July 2021 and may be updated from time to time.