Privacy Policy and General Data Protection Regulation (GDPR)
Last Updated: 4th September 2026
1. Policy Overview
This policy guides and governs the work that The Open Door Project carries out with respect to the collection, storage and use of information provided by our customers, volunteers, supporters, donors and Newsletter circulation subscribers. It aims to cover the requirements appropriate to The Open Door Project in accordance with the General Data Protection Regulation (GDPR), May 2018.
2. The Information We Collect
Our information comes primarily from email sign up sheets. It comprises name (title, first and surname), telephone and email contacts only. We do not collect information about ethnicity, gender or other information deemed ‘sensitive’.
If a donation is made the name, address, date and amount of the gift is recorded. If the donor wishes to remain anonymous, the name is entered as ‘Anonymous’.
Should the donor wish to complete a Gift Aid declaration, a Gift Aid donations form is completed to record the details required by HMRC in order to claim for Gift Aid.
3. The Storage of the Information We Hold
We recognise and take very seriously our responsibilities to ensure that we respect the confidentiality of personal data.
3.1 Gift Aid Declarations
The original (paper) contact information sheets are stored in a locked filing cabinet at the registered address. They are kept for six years as required to meet HMRC’s expectations for Gift Aid reference.
Donation information is filed in a separate folder from the mailing information and is added to the Gift Aid claims form which is routinely submitted to HMRC.
Information is passed securely to a designated trustee to acknowledge donations and then shredded.
3.2 Mailing List
The mailing Excel database is compiled from the information on these sheets annually. A column is included to indicate whether or not a Gift Aid declaration has been signed. The database is compiled by a volunteer, is then password-protected and is made available to the administrator of the Mailchimp account and the trustees.
4. The Use We Make of the Information We Collect
We use the information on the mailing database:
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Via MailChimp (the bulk email distributor we use), to inform supporters of news, events and activities being organised by The Open Door Project.
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Send out mailings by post to inform supporters and churches of news, events and activities being organised by The Open Door Project.
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Contacting Volunteers
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For marketing purposes of Special Offers and special interest promotions
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For customer invoicing and receipt purposes
We use the information on the Gift Aid donations list only to complete the annual HMRC Gift Aid submission.
We do not use any information for the purposes of data sharing with other organisations, wealth-screening or research, either by ourselves or by third parties and would never sell information to any other organisation.
We will send information by post, telephone or email to volunteers and customers or by responding in the same way as the communication came to us (so a letter will receive a postal response, an email a reply by email) unless otherwise requested or advised by the initiator of the correspondence.
Supporters and donors can request to view the personal data we hold on them and can opt out of receiving any or all of our communications at any time by unsubscribing or contacting The Open Door Project at TODPinverness@gmail.com.
5. Cookies
5.1 About this Cookie Policy
This Cookie Policy explains how The Open Door Project (“we”, “us” or “our”) uses cookies and similar technologies when you visit our website: www.theopendoorproject.org.uk.
The Open Door Project is a registered Scottish charity (SC050437) based in Inverness.
5.2 What are Cookies?
Cookies are small text files that are stored on your computer, tablet, mobile phone or other device when you visit a website. They allow websites to recognise your device and remember information about your visit. Cookies can help websites operate correctly, improve performance and provide a better user experience.
5.3 Cookies Used on Our Website
Our website is hosted and operated using Wix. Wix uses certain cookies and similar technologies that are necessary for the website to operate securely and effectively.
These may include cookies used for:
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Website security and fraud prevention
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Maintaining website stability
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Core website functionality
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Session management
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Website performance and reliability
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Remembering certain website settings or preferences
Wix identifies these types of cookies as essential cookies. (Wix Support)
Essential Cookies
Essential cookies are necessary for the website to function properly. They cannot normally be switched off through our website because doing so may prevent certain parts of the website from working correctly.
These cookies do not require consent where they are strictly necessary to
provide a service requested by the visitor.
Non-essential Cookies
Depending on the features and services enabled on our website, additional cookies may be used for purposes such as:
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Website analytics
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Understanding how visitors use our website
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Improving website performance
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Remembering visitor preferences
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Providing embedded or third-party content
Where applicable, we will seek your consent before placing non-essential cookies on your device.
Wix provides functionality allowing website owners to display a cookie banner and allow visitors to accept or decline non-essential cookies. (Wix Support)
5.4 Third-party Services
Some features or content on our website may be provided by third parties.
For example, we may use external services for:
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Online donations or payments
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Embedded videos
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Social media content
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Maps
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Website analytics
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Forms or other website functionality
These services may use their own cookies or similar technologies.
Where third-party services are used, their own privacy and cookie policies
may also apply.
5.5 Wix
Our website is hosted using Wix.
Wix explains that its platform uses cookies for purposes including providing website functionality, security, stability and performance. Wix also notes that additional cookies may be introduced depending on the components, applications, integrations and third-party services used on an individual
website. (Wix Support)
You can find further information about cookies and Wix websites in Wix’s own privacy and cookie documentation.
5.6 Managing Cookies
You can control cookies through your web browser settings. You may be able to:
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Delete cookies that have already been stored;
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Block cookies;
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Allow cookies only from certain websites; or
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Receive a notification before cookies are placed on your device.
Where our website provides a cookie-consent banner, you can use it to manage your preferences for non-essential cookies.
Please note that disabling essential cookies may affect the operation of the website.
5.7 Your Privacy
We respect your privacy and are committed to handling personal information
responsibly.
Where cookies or similar technologies collect information that constitutes personal data, we will handle that information in accordance with applicable UK data-protection legislation, including the UK GDPR and the Data Protection Act 2018.
5.8 Changes to this Cookie Policy
We may update this Cookie Policy from time to time if our website, cookies, third-party services or legal requirements change.
Any updated version will be published on this page with a revised “Last updated” date.
5.9 Contact Us
If you have any questions about this Cookie Policy or how we use cookies, please contact us.
Email: info@theopendoorproject.org.uk