Privacy Policy

Last updated: 24/06/2026

Aytac Aid respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains how we collect, use, store, and protect personal information when you use our website, contact us, support our work, volunteer with us, partner with us, or take part in our charitable activities.

Who We Are

Aytac Aid is a registered charity in England and Wales.

For the purposes of data protection law, Aytac Aid is the data controller for the personal information it collects and uses.

Information We May Collect

We may collect and use the following types of personal information:

• Your name
• Your email address
• Your telephone number
• Your postal address
• Your organisation or business name
• Your message or enquiry
• Volunteer information
• Partnership information
• Donation or support information
• Event or project participation details
• Images, video, or audio where consent has been given or where there is another lawful basis
• Website usage information, where cookies or analytics are used

We may also collect limited sensitive information where this is necessary for safeguarding, welfare support, volunteering, legal compliance, or the safe delivery of charitable services.

How We Collect Information

We may collect information when you:

• Contact us by email, phone, website form, or social media
• Ask to volunteer
• Offer food, goods, funding, premises, transport, or other support
• Partner with us on a project
• Attend an event or aid distribution
• Appear in approved photography or video content
• Make a complaint or safeguarding report
• Use our website

How We Use Your Information

We may use your personal information to:

• Respond to enquiries
• Manage partnerships and community projects
• Organise volunteers and supporters
• Coordinate food distribution and charitable activity
• Keep records of donations, offers of support, and project activity
• Share updates about Aytac Aid where appropriate
• Manage safeguarding concerns
• Handle complaints
• Comply with legal and regulatory duties
• Improve our website and communication
• Document and promote our charitable work, where appropriate

Lawful Bases for Using Personal Information

We only use personal information where we have a lawful basis to do so.

Depending on the situation, this may include:

• Consent: where you have clearly agreed to us using your information, such as receiving updates or appearing in certain media content.
• Legitimate interests: where using your information is necessary for the charity’s work and does not override your rights.
• Legal obligation: where we must keep or share information to comply with the law or charity regulation.
• Contract or pre-contract steps: where we are dealing with a supplier, partner, contractor, or service provider.
• Vital interests: where information is needed to protect someone’s life or safety.
• Public task or substantial public interest: where applicable to safeguarding, welfare, or charitable support.

Photography, Video, and Social Media

Aytac Aid may use photography, video, and social media to document charitable work, raise awareness, thank supporters, and show how community aid is being delivered.

Where people are clearly identifiable, we will consider whether consent is required before publishing.

We will take extra care when filming or photographing children, vulnerable people, people receiving aid, or people in sensitive circumstances.

If you have concerns about an image or video involving you or someone you are responsible for, please contact us at info@aytacaid.com.

Sharing Your Information

We may share personal information where necessary with:

• Trustees
• Staff, volunteers, or authorised representatives
• Partner charities or community organisations
• Aytac Foods, where relevant to sponsored or supported aid activity
• Professional advisers
• Website, email, hosting, or IT providers
• Payment providers, where donations or payments are processed
• Regulators, public authorities, or law enforcement where required
• Safeguarding bodies, emergency services, or local authorities where necessary to protect someone from harm

We will not sell your personal information.

How Long We Keep Information

We only keep personal information for as long as necessary.

The length of time depends on the type of information and the reason it was collected.

For example:

• General enquiries may be kept for a reasonable period after the enquiry is resolved.
• Donation, accounting, or financial records may need to be kept for legal and accounting purposes.
• Safeguarding records may need to be kept for longer where necessary to protect individuals and comply with legal duties.
• Media consent records may be kept while the related content remains in use.

Your Rights

Depending on the circumstances, you may have the right to:

• Ask for a copy of your personal information
• Ask us to correct inaccurate information
• Ask us to delete your information
• Ask us to restrict how we use your information
• Object to certain uses of your information
• Withdraw consent where we rely on consent
• Ask for your information to be transferred where applicable
• Complain about how your information is being used

To exercise your rights, contact us at info@aytacaid.com.

Complaints About Data Use

If you are concerned about how we use your personal information, please contact us first so we can try to resolve the issue.

You may also complain to the Information Commissioner’s Office, which is the UK regulator for data protection.

Security

We take reasonable steps to protect personal information from loss, misuse, unauthorised access, disclosure, alteration, or destruction.

Access to personal information is limited to people who need it for charity, legal, safeguarding, operational, or administrative purposes.

Changes to This Policy

We may update this Privacy Policy from time to time.

The latest version will be published on this website.