Clothing Coventry (referred to as “Clothing Coventry”, “we”, “us” or “our”) is a registered charity in England and Wales (Charity Number: 1197270).
Clothing Coventry is a data controller registered with the UK Information Commissioner’s Office (ICO)
Keeping your personal information safe is very important to us. We are committed to complying with UK data protection law, including the UK GDPR and Data Protection Act 2018, and to being transparent about how we use personal data.
We have policies, procedures and training in place to ensure that our staff and volunteers understand their data protection responsibilities.
If you have any questions about this privacy notice or how we use your personal information, please contact:
Email: admin@clothingcoventry.org
Address: 19 Napier St, Coventry, CV1 5PR
How and When We Collect Personal Information
We may collect personal information directly from you when you:
- Contact us by phone, email, post, social media or through our website
- Request support from Clothing Coventry
- Are referred to us by a school, social worker, GP, community organisation or other referral partner
- Donate clothing, goods or funds
- Fundraise for us
- Sign up to our lottery, events, campaigns or newsletters
- Apply to work or volunteer with us
- Act as a supplier, contractor or partner
- Visit our premises (including CCTV coverage where in operation)
We may also receive personal information from referral partners such as schools, local authorities, health professionals and community organisations.
The Personal Information We Collect
We only collect information that we genuinely need to deliver our services.
This may include:
- Name, address, email address and telephone number
- Household information (including number and ages of children)
- School attended (for uniform support)
- Information about your circumstances and reason for requesting support
- Clothing sizes
- Health or accessibility information (where relevant)
- Donation history
- Financial information (for donations, Gift Aid or payments)
- Employment history (for job applicants)
- References and DBS information (where required for roles)
- Equality monitoring data (voluntary)
If you apply for employment or volunteering, we may collect:
- Contact details
- Right to work documentation
- Bank details (for payroll or expenses)
- Emergency contact details
- Qualifications and experience
- References
- DBS checks (where required)
- Health information relevant to the role
Where we collect special category data (such as health information), we will only do so where necessary and lawful.
Our Legal Basis for Processing Personal Information
We process personal information under one or more of the following lawful bases:
- Legitimate interest – to deliver our charitable services and operate effectively
- Consent – for marketing communications, photography, or case studies
- Contract – where we are entering into an agreement (e.g. employment, volunteering, supplier contracts)
- Legal obligation – for example, charity law, employment law, safeguarding requirements or HMRC Gift Aid rules
We will only process sensitive personal data (special category data) where we have explicit consent or where another lawful condition applies.
Why We Collect Personal Information
Delivering Clothing Support
We collect information from individuals and referral partners to:
- Provide clothing, school uniform and essential items
- Assess eligibility for support
- Manage distribution appointments
- Safeguard children and vulnerable adults
- Monitor demand and improve our services
We may use anonymised statistical data to demonstrate impact to funders and partners.
Managing Donations and Fundraising
If you donate money, goods or participate in fundraising activities, we use your information to:
- Process your donation
- Claim Gift Aid (where applicable)
- Maintain accurate financial records
- Thank you and communicate impact
Our legal basis is legitimate interest and legal obligation.
Supporter Communications
With your consent, we may contact you by email or text about:
- Campaigns
- Fundraising appeals
- Events
- Volunteering opportunities
You can withdraw consent at any time.
Volunteer and Employee Management
We process personal information to:
- Manage recruitment
- Carry out DBS checks (where required)
- Provide training
- Manage rotas and attendance
- Process expenses or payroll
- Ensure safeguarding and health & safety compliance
Safeguarding
We may process and share personal information where necessary to protect children, vulnerable adults or individuals at risk of harm. This may include sharing information with statutory agencies where legally required.
Governance and Compliance
We process trustee and senior leadership information to meet Charity Commission and Companies House requirements.
Sharing Personal Information
We will only share personal information where necessary.
This may include:
- Schools and referral partners (to coordinate support)
- Local authorities or safeguarding agencies (where required)
- Our bank and payment processors
- Professional advisers (legal, accounting)
- IT providers and secure database systems
We ensure third parties processing data on our behalf have appropriate data protection agreements in place.
We do not sell personal data.
International Transfers
Where data is stored or processed outside the UK (for example through cloud-based IT systems), we ensure appropriate safeguards are in place in line with UK GDPR.
Your Rights
You have the right to:
- Request a copy of your personal information
- Ask us to correct inaccurate information
- Request deletion of your data (where lawful)
- Restrict processing
- Object to processing based on legitimate interest
- Withdraw consent at any time
- Request transfer of your data to another organisation
To exercise your rights, contact:
admin@clothingcoventry.org
We will respond within one calendar month.
How Long We Keep Your Information
We retain personal data only as long as necessary.
Typical retention periods:
- Service users: 7 years from last support
- Financial donors: 7 years (for HMRC compliance)
- Volunteers (unsuccessful applicants): 12 months
- Employees: 7 years after employment ends
- Complaints: 3–6 years depending on outcome
- CCTV footage: typically 30 days unless required for investigation
Cookies and Website Tracking
Our website may use cookies and analytics tools (such as Google Analytics) to understand usage and improve services. You can manage your cookie preferences through your browser settings.
Changes to This Policy
We may update this notice from time to time. The latest version will always be available on our website.
Last updated: 18th February 2026
Complaints
If you are not satisfied with how we handle your data, you may contact:
Information Commissioner’s Office
Helpline: 0303 123 1113
Website: http://www.ico.org.uk
Clothing Coventry 