Privacy Policy

Thai Children Foundation (TCF, “we”, “us” or “our”) respects your privacy and is committed to protecting your personal information. This policy explains what information we collect, why we use it, how we protect and share it, how long we retain it, and the rights available to individuals. It should be read alongside our Cookie Notice.

1. Who we are

Thai Children Foundation is a charitable incorporated organisation (CIO) registered with the Charity Commission for England and Wales (Charity No. 1201643).
TCF is the controller of the personal information described in this policy.
Address: 4 Harefield, Hinchley Wood, Esher, Surrey KT10 9TQ, United Kingdom.
Privacy contact: office@thaichildrenfoundation.org.uk

2. Personal information we may collect

Name and contact details, including email address, postal address and telephone number.
Donation, payment and transaction information, including Gift Aid information where applicable.
Information relating to participation in TCF events, activities, volunteering or fundraising.
Correspondence, enquiries and communication preferences.
Information relating to Trustees, volunteers, contractors, professional advisers and others working with or supporting TCF.
Information about beneficiaries, including children and families supported through TCF-funded grants and projects, where necessary for our charitable activities (see Section 15).
Information submitted through website forms, online forms or electronic-signature services used by TCF.
Photographs or other media relating to TCF events or activities, where appropriate.
Limited sensitive information, such as health, accessibility or safeguarding-related information, only where necessary and where the law permits (see Section 5).
Technical information relating to use of our website, including cookies or similar technologies where applicable.

3. How we obtain personal information

Directly from you when you contact us, donate, attend an event, complete a form, volunteer or otherwise engage with TCF.
Through fundraising, donation and payment platforms.
From people organising or participating in fundraising activities on behalf of TCF.
From professional advisers, service providers or other organisations where appropriate.
From partner schools and charitable organisations that receive grants from TCF.
From publicly available sources where appropriate.
Through our website and related online services.

4. How and why we use your information

To process and administer donations and other income.
To maintain financial, accounting, Gift Aid and governance records.
To communicate with donors, supporters, volunteers and other people who engage with TCF.
To organise and administer fundraising events and charitable activities.
To assess, award and monitor grants, and to carry out due diligence on partner organisations and grant recipients.
To respond to enquiries and requests.
To manage Trustees, volunteers, contractors and professional advisers.
To comply with legal, accounting, tax, reporting, safeguarding and regulatory obligations.
To safeguard children and vulnerable people connected with TCF’s activities.
To prevent or detect fraud, financial crime, misuse or security incidents, including appropriate financial-crime and counter-terrorism checks.
To operate and improve our website, communications and administrative systems.

5. Lawful bases for processing

Legal obligation — where processing is necessary to meet a legal or regulatory requirement.
Legitimate interests — where reasonably necessary for the proper administration, protection and operation of TCF, provided those interests are not overridden by individuals’ rights and interests. This includes recognised legitimate interests set out in UK law, such as safeguarding vulnerable individuals and preventing or detecting crime.
Contract — where processing is necessary to enter into or perform a contract.
Consent — where we ask for specific consent. Consent may be withdrawn at any time.
Where we process special category personal data, we will only do so where an appropriate additional legal condition applies.

TCF does not make decisions about individuals based solely on automated processing, including profiling, that produce legal or similarly significant effects.

6. Fundraising and communications

We may communicate about TCF’s work, activities, fundraising and events where we have an appropriate lawful basis. Where consent is required for a particular form of marketing communication, we will obtain it. Where the law permits, we may send email or text updates about our charitable work to people who have supported or expressed an interest in TCF, provided they were given a simple way to opt out when their details were collected and in every message we send.

Individuals can unsubscribe or ask us to stop marketing communications at any time. Administrative communications relating to a donation, event, enquiry or existing relationship may continue where necessary and lawful.

TCF does not sell personal information. Where reasonably necessary, we may share information with banks and payment providers; donation and fundraising platforms; charitable organisations that co-manage grants with TCF or deliver grant-funded or collaborative projects with us, where necessary for those grants or projects; accountants, Independent Examiners and professional advisers; bookkeeping and financial administration providers; website, email, cloud storage, IT, online-form and electronic-signature providers; event or administrative service providers; HM Revenue & Customs, the Charity Commission, regulators, law-enforcement bodies, safeguarding or child-protection authorities or other public authorities where required or permitted by law; and other recipients where necessary for TCF’s charitable activities or legal obligations.

Service providers who process personal information on TCF’s behalf are expected to do so only on our instructions and under appropriate contractual, confidentiality and security arrangements.

8. International transfers

Some service providers, professional advisers or contractors may be based outside the United Kingdom, or may access information from outside the UK. Where UK rules on international transfers apply, TCF will use an appropriate lawful transfer mechanism or safeguard, as required. Information on safeguards for a particular transfer may be requested from TCF.

Because TCF supports children and communities in Thailand, TCF receives information from the partner schools and charitable organisations there that receive our grants. Where TCF co-manages grants or delivers collaborative projects with other charitable organisations, including organisations outside the UK, relevant information may be shared between those organisations. TCF limits this to what is necessary for the relevant grant or project and applies appropriate safeguards.

9. How we protect personal information

TCF uses reasonable and proportionate technical and organisational measures to protect information from unauthorised access, disclosure, alteration, loss or misuse. Access is limited, where practicable, to those who require it for legitimate TCF purposes. Appropriate confidentiality measures, access controls, passwords and secure services are applied according to the nature of the information.

If a personal data breach occurs, TCF will assess it promptly, take reasonable steps to contain it and, where required by law, notify the Information Commissioner’s Office and affected individuals. The rules that Trustees, volunteers and contractors must follow are set out in TCF’s internal Data Protection Policy.

10. How long we keep personal information

TCF retains personal information only for as long as reasonably necessary for the purpose for which it was collected and to meet applicable legal, accounting, tax, governance, safeguarding and regulatory requirements. Accordingly, different categories of information are retained for different periods under TCF’s internal Data Retention Schedule, which is reviewed annually. Information about the retention period for a particular type of information may be requested from TCF. When information is no longer required, TCF will take appropriate steps to delete, destroy or anonymise it.

11. Your data-protection rights

Depending on the circumstances and lawful basis, individuals may have rights of access, rectification, erasure, restriction, objection and data portability, as well as the right to withdraw consent where processing is based on consent. These rights are not absolute and may be subject to legal conditions or exemptions. To exercise a right, contact office@thaichildrenfoundation.org.uk

We may need to verify your identity before responding. We will respond without undue delay and normally within one month; this may be extended by up to two further months where a request is complex or where several requests are made. There is normally no charge for making a request.

12. Complaints

If you have a concern or complaint about how TCF uses personal information, please contact us first by email at office@thaichildrenfoundation.org.uk or by post at the address in Section 17. We will acknowledge your complaint within 30 days, look into it without undue delay, keep you informed of progress and tell you the outcome.

You also have the right to complain to the Information Commissioner’s Office (ICO), the UK data-protection regulator, at www.ico.org.uk.

13. Cookies and similar technologies

Our website uses cookies and similar technologies to enable website functionality and to help us understand how our website is used. Some technologies may be provided by third-party service providers. Where consent is required by law, we will seek consent before using the relevant technology. Where an applicable legal exception permits use without consent, we will provide the information and means of objection required by law. Further information is available in our Cookie Notice.

14. Third-party websites and services

Our website or communications may link to websites, donation platforms or services operated by third parties. Those organisations are responsible for their own privacy practices, and individuals should review their privacy information when providing information directly.

15. Children and beneficiaries

Because TCF’s charitable purpose concerns children, we recognise the importance of protecting their personal information. When TCF processes information relating to children or beneficiaries, we will take particular care to ensure it is appropriate and necessary, and that it is handled securely, with additional safeguards where required. TCF aims to receive from partner schools and organisations only the information it needs to administer and monitor its grants and projects.

We will not publish or disclose identifiable information about children or beneficiaries without an appropriate lawful basis and without considering privacy and safeguarding interests. Photographs or stories that identify a child will only be used with appropriate consent from a parent or guardian (and from the child, where appropriate), and in line with TCF’s Safeguarding Policy.

16. Changes to this policy

TCF reviews this policy annually, or earlier if required by changes in our activities, risks, systems, service providers or regulatory guidance. The latest version will be published on the TCF website, along with its last-updated date.

17. Contact us

Thai Children Foundation (TCF),
4 Harefield, Hinchley Wood,
Esher, Surrey KT10 9TQ, United Kingdom.
Email: office@thaichildrenfoundation.org.uk
Website: thaichildrenfoundation.org.uk

Last updated: September 2026