The 12 Foundation C.I.C.
Privacy Policy
Version:
1.0
Effective date:
December 2026
Approved by:
Board of Directors
Next review date:
December 2027
1. Who we are
The 12 Foundation C.I.C. (company number 16509313) is a Community Interest Company limited by shares, registered in England and Wales. We deliver sports coaching and mentoring programmes for young people.
Registered address:
Grosvenor House
3 Chapel Street
Congleton
Cheshire
CW12 4AB
Email: amie@the12foundation.com
For the purposes of data protection law, The 12 Foundation C.I.C. is the data controller. This means we decide how and why your personal data is processed.
2. What personal data we collect
We may collect and process the following personal data depending on your relationship with us:
Ambassadors and supporters
Name, email address, telephone number, postal address, payment details (processed securely via Stripe – we do not store card details), records of donations and contributions, and communication preferences.
General contacts and enquiries
Name, email address, and any information you provide when contacting us.
Programme participants and their parents or guardians
Name, age, school, emergency contact details, relevant medical or dietary information, photographs and video (with consent), and attendance records.
Coaches and volunteers
Name, contact details, DBS check status, qualifications, and training records.
Website visitors
Technical data such as IP address, browser type, and pages visited. We use cookies only where necessary for the website to function.
3. Why we collect your data and our legal basi
Data protection law requires us to have a lawful basis for processing your personal data. The bases we rely on are:
Consent: where you have given us clear permission, for example to send you marketing emails or to use photographs of programme participants. You can withdraw consent at any time by contacting us or using the unsubscribe link in any marketing email.
Legitimate interests: where processing is necessary for our legitimate interests and those interests are not overridden by your rights. This includes administering our ambassador programme, managing our relationships with supporters, and promoting our charitable objectives.
Contract: where processing is necessary to perform a contract with you, for example if you engage us to deliver coaching sessions.
Legal obligation: where we are required by law to process your data, for example for safeguarding, financial reporting, or regulatory compliance.
4. Marketing communication
We will only send you marketing communications where you have given your consent or where we have a legitimate interest in doing so and you have not opted out. You can opt out of marketing at any time by clicking the unsubscribe link in any email, emailing amie@the12foundation.com, or contacting us at the address above.
When you opt out, we will update your preferences promptly and will not send you further marketing communications. We may still contact you with non-marketing communications relevant to your relationship with us, such as transactional or administrative messages.
5. Who we share your data with
We do not sell your personal data to anyone. We may share your data with:
Service providers who help us run the foundation, including our email platform (HubSpot), payment processor (Stripe), and website hosting provider. These providers process data on our behalf and are required to keep it secure.
Schools, clubs, and partner organisations involved in delivering our programmes, but only to the extent necessary for programme delivery.
Regulatory bodies such as Companies House or the CIC Regulator, where required.
Professional advisors such as accountants and lawyers, where necessary.
We will not share your data with any other third party without your consent unless required by law.
6. How long we keep your data
We keep your data only as long as we need it for the purpose it was collected:
Ambassador and supporter records: for the duration of your relationship with us and for six years after your last donation, in line with financial record-keeping requirements.
Programme participant records: for the duration of the programme and for three years afterwards, unless safeguarding obligations require longer retention.
Marketing consent records: until you withdraw consent, plus a record of the withdrawal retained for our compliance records.
General enquiries: for two years unless an ongoing relationship develops.
7. Your rights
Under data protection law you have the following rights. Not all rights apply in all circumstances, and some are subject to conditions:
The right to be informed about how we use your data (this policy).
The right to access the personal data we hold about you.
The right to have inaccurate data corrected.
The right to have your data deleted in certain circumstances.
The right to restrict how we process your data in certain circumstances.
The right to data portability (receiving your data in a structured, machine-readable format).
The right to object to processing based on legitimate interests.
Rights relating to automated decision-making and profiling (we do not currently carry out any automated decision-making).
To exercise any of these rights, please contact us at amie@the12foundation.com. We will respond within one month.
8. How we keep your data safe
We take appropriate technical and organisational measures to protect your personal data. These include using secure email and payment systems, limiting access to personal data to those who need it, and ensuring our service providers maintain adequate security standards.
Where we use third-party platforms such as HubSpot and Stripe, we rely on their security measures and data processing agreements.
9. Children's data
Our programmes are designed for young people. Where we collect personal data about children under 13, we will seek consent from a parent or guardian. For children aged 13 and over, we may rely on their own consent where appropriate, but will always inform parents or guardians about our data processing.
We take particular care with children’s data and will only collect what is necessary for programme delivery and safeguarding.
10. Changes to this policy
We may update this policy from time to time. Any significant changes will be communicated to you directly where we have your contact details.
11. Complaints
If you are unhappy with how we have handled your personal data, please contact us first at amie@the12foundation.com so we can try to resolve the issue.
You also have the right to complain to the Information Commissioner’s Office (ICO):
Website: ico.org.uk
Telephone: 0303 123 1113