Last updated: 13th December 2025

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Charlotte’s Rooms is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use and store your information when you interact with us online, by email, over the phone or in person.

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1. Who We Are

Charlotte’s Rooms is in aid of Leeds Hospitals Charity. Leeds Hospitals Charity is a registered charity in England and Wales (1170369). Our mission is to create calm, comforting hospital spaces for families during some of life’s most difficult moments.

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Our contact details are:

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Charlotte’s Rooms
Email: hello@charlottesrooms.org
Website: www.charlottesrooms.org

We are the "data controller" of any personal information you provide to us.

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2. What Personal Data We Collect

We may collect and store the following information when you interact with us:

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• Contact details – such as your name, email address, phone number, or postal address
• Donation and payment information – if you donate through platforms like JustGiving
• Fundraising activity details – if you register to fundraise for us
• Communications – including emails, messages or forms you send us
• Photo or story submissions – including any content submitted to our Memory Room or website
• Website usage – including cookies, IP address, and browsing activity (see section 7)

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We only collect the minimum data necessary for the purpose and in line with your consent.

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3. How We Use Your Information

We may use your personal data to:

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• Process donations and fundraising registrations
• Respond to your queries and messages
• Share stories and memories on our website (with your permission)
• Send you updates about our work (if you opt in)
• Improve our website and understand how it's used
• Comply with legal and regulatory obligations

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4. Legal Basis for Processing

Under UK data protection laws, we rely on the following legal bases:

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• Consent – where you’ve actively agreed (e.g. to receive emails, or share a photo)
• Legitimate interest – to run and grow our charity (e.g. donor engagement)
• Legal obligation – where we must retain records (e.g. for financial auditing)

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You can withdraw your consent at any time by contacting us at hello@charlottesrooms.org

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5. How We Store and Protect Your Data

We store your personal data securely, using appropriate technical and organisational measures to protect it from unauthorised access or misuse.

We only keep your information for as long as necessary for the purpose it was collected. Donation records are kept in accordance to Just Giving's policy.

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6. Sharing Your Data

We will never sell your data.

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We may share your data with trusted third-party providers who help us run our website, process donations (e.g. JustGiving), or send email updates. These providers are required to meet strict data protection standards and only process your data on our instructions.

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We may also share data when required to by law.

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7. Cookies and Website Tracking

Our website uses cookies to understand how visitors use our site and to improve your experience.

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Cookies may collect anonymous data such as pages visited, time spent on the site, and device type. You can manage or block cookies through your browser settings.

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For more details, see our Cookie Policy.

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8. Your Rights

You have the right to:

• Access the personal data we hold about you
• Correct or update inaccurate information
• Request deletion of your data (in certain cases)
• Object to or restrict processing
• Withdraw consent where given
• Lodge a complaint with the Information Commissioner’s Office (ICO)

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To exercise your rights, please contact us at hello@charlottesrooms.org

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9. Photo and Memory Submissions

If you submit a memory, story, or image (e.g. for our Memory Room), you agree that Charlotte’s Rooms may use this content on our website, social media, or printed materials. You can request removal at any time by contacting us.

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We will not publish your name or any identifying information unless you explicitly give permission.

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10. Updates to This Policy

We may update this Privacy Policy from time to time. The latest version will always be available on our website. We recommend checking this page occasionally to stay informed.

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Contact Us

If you have any questions about this Privacy Policy or how we handle your data, please contact us:

Email: hello@charlottesrooms.org

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