Where we have your consent, we may invite you to support the South Devon Railway by making a donation, getting involved in our fundraising activities or by leaving a gift in your will.

As a charity that is reliant on fundraising income, it is in our legitimate interests to use personal information in the ways described below, to help us understand our supporters and potential supporters, tailor our communications and use our resources effectively:

• We may invite supporters to attend events where they can find out more about the ways donations and gifts in wills make a difference. We may keep a record of which events you are invited to and whether you were able to attend.

• If you make a donation to the South Devon Railway, we will use your personal information to record the nature and amount of your gift, to claim Gift Aid where you have told us you are eligible, and to thank you for your gift. We may make notes of anything else relevant and store this securely on our systems.

• If you inform us that you plan to fundraise to support our cause, we will use your personal information to record your plans and contact you to support your fundraising efforts.

Charity Commission rules require us to know where funds have come from, as well as any conditions that may be attached to them. We may request additional information in order to fulfil this obligation particularly for donors who have made, or are likely to make, a significant donation to the South Devon Railway.

We may also carry out research using publicly available information and professional resources.

We may use your aggregated information to help us understand the profile of our supporters. We do this so that we can target our communications more effectively in future and use our resources as cost effectively as possible.

We are committed to looking after your data carefully and we store your personal data on our secure systems. If you are attending a meeting or event, we may need to share some basic information about you with staff, Trustees or advocates who are helping us to fundraise on a voluntary basis. It is only shared with those who need to know the information for the purposes set out in this privacy notice, when they need to know it.

If you want to change whether or how you hear from us, or have any questions about the data we hold or how we long we hold it, please contact us at trains@southdevonrailway.co.uk.

Gifts in wills

If you have advised us that you have left a gift in your will, or are thinking about doing so, we will keep details of this. We may make notes of any conversation or interaction with you (or with someone who contacts us in relation to your will, such as your solicitor), to ensure we direct your gift as you wanted.

Where a donor has passed away and we are in the process of receiving their legacy gift, we will process personal data of individuals involved in the estate administration for the purpose of ensuring our compliance with legal obligations in receiving and using the legacy gift for our charitable purposes. Access to this personal data is restricted and stored for as long as necessary to administer the legacy. More detailed information about use of personal data for this purpose is provided to the estate Executors, Trustees or their professional advisors during the legacy administration process and can be found below.

We rely on legitimate interests to process personal data of individuals involved with the supporter and their estate. Where we would like to process data that is not for the direct purpose of the legacy administration process, we will seek specific consent from an individual – for example, if we would like to remain in contact with a donor’s relative to update them on how the legacy has been used to benefit a specific area of our work.

Where we collect personal data from:

• Executors, Trustees, solicitors and any other professional third party instructed in the legacy administration process.
• Copies of wills either provided by Executors, Trustees or other professionals acting in the administration, or publicly available online.
• Other co-beneficiary charities that have a similar interest to us under the will
• The public domain

Whose personal data we collect:

• Donors who have left us a gift in their will
• Employees of organisations that we need to communicate with during the administration process including charity legacy officers, solicitor employees, estate agents etc.
• Executors of the estate and Trustees of Will Trusts, who may be family or friends of the donor, or a professional advisor such as a solicitor, accountant or banker.
• Other individuals named as beneficiaries in a will, including those who have a life interest in an ongoing Will Trust.
• Next of kin and or family members that we seek permission to thank and report on the progress of a legacy gift and how it has benefited the South Devon Railway.

What data do we collect for gifts in wills:

• Home address and contact details
• Co-beneficiaries’ level of entitlement to any gifts or share of an estate in which we receive a benefit.
• Telephone, email, internet, fax, instant messenger use or other electronic communication details where provided to us.
• Sensitive personal information such as health status, if it is pertinent to the legacy case and there is a clear reason for doing so.

How do we use gifts in wills data?

We will only use personal information for the purposes of the legacy administration process, the purposes for which it was obtained.  For example we will not use personal data to market or fundraise from the Executor or next of kin without their express consent to do so.

We only share your information internally where it is directly relevant to those who need to know, when they need to know it.

We may need to share your information with ‘data processors’ such as associated organisations and agents who provide us with a legacy administration service or other charity beneficiaries who have a similar interest to our own. These ‘data processors’ will only act under our instruction for use and security of your data.

How do we store gifts in wills data?

Personal data is stored on our electronic case management system and restricted access directory. Any paperwork containing personal data is kept to a minimum, locked away when not in use and securely destroyed when no longer needed. Our systems are subject to South Devon Railway security policies.

Personal data is held for as long as is necessary to ensure our legal entitlement is administered without challenge. Some legacy administration cases can be ongoing for long periods. There may be some cases where a longer retention period is required, for example were the where we are acting as Executor or Administrator and have an ongoing duty to comply with conditions attached to the gift.