Privacy Notice

This Privacy Notice (“Notice”) applies to the website and related services operated by The Relief Society for Poles Trust (“RSPT”).

The Relief Society for Poles Trust is a registered charity in England & Wales (with charity number 327128), whose principle aims are to: sponsor, promote welfare of persons of Polish nationality or descent living in the United Kingdom; make grants to individuals and organisations; and promote religious activities.

In this Notice, references to ‘we’ and ‘us’ mean The Relief Society for Poles Trust.

This Notice explains what personal data we collect, how we may use and manage it and the rights you may have in relation to such personal data. When we refer to “personal data” in this Notice, we mean information relating to an identified or identifiable individual that we collect and use in connection with RSPT; not aggregate or other anonymised data.

  1. How do we collect and use personal data?

We collect personal data in the following ways:

  • information you provide to us directly online. For example, when you register for one of our events, get in touch by completing a form on our website or provide a donation, we collect the personal data you provide, like your name, email address and other basic contact details, along with the personal data you may provide about yourself or a third party (for example, details of a referee to be included in a grant application). We will use this information to fulfil the request you’ve made.
  • information we collect from your use of our website. When you visit our website, we may collect information about that usage and other technical information, such as your IP address and browser type. We may combine this automatically collected log information with other information we collect about you and use it to keep a record of our interaction and to enable us to support and personalise our interactions with you. We may also collect this type of information using cookies and other similar technologies – please see our cookie policy for further details.
  • Information you provide to us in person. For example, during a meeting to discuss a potential grant to you or a third party, you may provide us with information relevant to the grant process, including the decision as to whether to provide the grant (for example, information about family and dependents, or marital status).
  • Information we collect from our other interactions. For example, if you attend one of our events or otherwise interact with us, we may keep a record of those interactions, which may contain personal data.  If you visit one of our offices, this may be captured on CCTV and used by us for security reasons.

In all the above cases, where we have a relationship with you, we may also use the personal data we collect to manage and keep a record of that relationship and other administration purposes you’d reasonably expect and, subject always to your preferences, to provide information we think may be of interest to you.

In many of the above cases, we may also use the information collected to create aggregate or other non-personal data to enable us to benchmark and improve RSPT and for other analytical purposes.

If you provide personal data to us about someone else (such as a referee as part of a grant application), please ensure that you have their permission to do so and that they’re aware of the contents of this Notice.

  1. The legal basis for our use of your personal data

In order to comply with European data privacy laws, we are required to set out the legal basis for our use of your personal data, which are as follows:

  • where you have given us your explicit consent, which you can withdraw at any time. For example, we rely on your consent to fulfil specific requests you’ve made, such as to receive news updates, or provide information you’ve opted-in to receive.
  • where the processing is necessary for the performance of our contract with you, or to enter into such a contract. For example, if you apply for a grant, we will need to use your details to consider your application and, if awarded, pay the grant.
  • where the processing is necessary to comply with our legal obligations; or
  • the processing is in our legitimate interests, provided these are not overridden by your individual rights. For example, we rely on our legitimate interests to contact you when you’ve not previously given us your consent to do so, to use CCTV on our premises for security reasons and to create aggregated or other non-personal data from your personal data.
  1. Who we share your personal data with

We may share your personal data, on a confidential basis, with the trustees of the Relief Society for Poles Trust, their advisers and for our internal administrative, financial and other operational purposes.  We do not generally disclose or share personal data with third parties, except where it’s necessary for legitimate interest reasons, such as:

  • to the trustees, advisers and service providers that assist us in administering or providing RSPT;
  • in such circumstances for which you have given your consent;
  • if necessary for the performance of the contract we have with you or in order to enforce any claims we are entitled to;
  • if required by law or ordered by a court;

We put in place appropriate confidentiality and security obligations with our service providers and only permit them to process your personal data for specified purposes and in accordance with our instructions (not for their own purposes).

  1. Security and storage

We take appropriate technical and organisational security measures to protect personal data from accidental or unlawful destruction, accidental loss and unauthorised access, destruction, misuse, modification or disclosure.

We only keep your personal data for as long as it is necessary for the purposes for which it was collected, after which it will be destroyed.

  1. International transfers

We do not transfer your personal data outside of the United Kingdom/European Economic Area.

  1. Marketing

Depending on your preferences, we may contact you about things we think might be of interest to you. Some of these messages may be tailored to you, based on your interests and any other information we may hold.

If you no longer wish to receive such communications, you can click the unsubscribe button included in the email or let us know via our website, in person or by telephone.

  1. Cookies

Please see our cookie policy for information on how we collect personal data using cookies and similar technologies.

  1. Your rights

European data privacy laws give rights to individuals in respect of personal data that organisations hold about them, for example:

  • to request a copy of the personal data that we hold about them;
  • to object to the processing of their personal data; or
  • to request that their personal data is rectified or deleted, or its processing limited.

To make any requests regarding your personal data, please email us at  We will comply with any such requests as required in accordance with applicable law. Please be aware, however, that there are a number of limitations to these rights, and there may be circumstances where we’re not able to comply with your request.

  1. Contact details

If you would like any further information, or have any questions or concerns, regarding your personal data, as a first step, please email us at or write to us at: The Relief Society for Poles Trust, 55 Princes Gate, Exhibition Road, London SW7 2PG.

You have the right to make a complaint at any time to your local supervisory authority for data protection issues. We would, however, appreciate the chance to deal with your concerns in the first instance.

  1. Changes to this Notice

We reserve the right to modify or replace this Notice at any time by posting the revised Notice on our website. You are responsible for reviewing with any such change each time you access any part of RSPT.