Donor & Visitor Privacy Notice
Last Updated: June 2026
This privacy notice explains how the Wimbledon Windmill Museum collects, uses, and protects your personal information when you make a financial donation, complete a Gift Aid declaration, or use our card/contactless payment terminals.
1. Who We Are
Wimbledon Windmill Museum CIO, Registered Charity No: 1162544 is the Data Controller of the personal data you provide to us. We are committed to protecting your privacy and managing your data securely in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
2. The Information We Collect and How We Use It
Depending on how you choose to support the museum, we collect different types of information to process your gift legally and securely:
3. Sharing Your Information
We will never sell, rent, or trade your personal data with third parties for marketing purposes. We only share your data with trusted entities necessary to process your donation:
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HM Revenue & Customs (HMRC): If you complete a Gift Aid declaration, we are legally required to share your name, address, and donation details with HMRC to reclaim the tax.
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Payment Processors: If you donate via card, phone, or smartwatch, your payment is securely processed by our third-party merchant provider (e.g., SumUp / Zettle). They act as a data processor on our behalf and are strictly bound by financial and data security regulations.
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4. How Long We Retain Your Data
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Gift Aid Records: UK tax law requires charities to hold Gift Aid declarations and proof of the corresponding donations for a minimum of 6 years from the end of the financial year to which the claim relates.
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Digital Receipt Emails: Email addresses typed into our card terminals are used instantly by the payment processor to send your receipt. The museum does not extract or retain these email addresses for marketing or any other database.
5. Your Rights
Under UK data protection law, you have rights regarding your personal data, including the right to request access to the information we hold about you, request corrections if it is inaccurate, or ask us to restrict processing.
If you have any questions about how your data is handled, or wish to exercise your rights, please contact our team at:
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Address: Wimbledon Windmill Museum, Windmill Road, Wimbledon Common, London, SW19 5NR.
If you are unhappy with how we handle your data, please contact us first so we can try to resolve the issue.
You also have the right to complain to the Information Commissioner’s Office (ICO):
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Website: https://ico.org.uk
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Telephone: 0303 123 1113
6. Changes to this privacy notice
We may update this notice from time to time. The latest version will always be available on request.
Activity | What we collect | Why we need it | Our Lawful Basis (UK GDPR) |
|---|---|---|---|
Requesting a Digital Card Receipt | Your email address (entered by you directly into the terminal). | To automatically email you a single, one-off transactional receipt for your donation. | Contract / Fulfilling a Request: To deliver the specific receipt you have requested. |
Making a Card / Contactless Donation | Transaction metadata (donation amount, date, and timestamp). We do not see or store your credit/debit card numbers. | To process your secure financial transaction and reconcile our bank statements. | Legitimate Interests: To accept financial support from the public to maintain the museum and its exhibits. |
Completing a Gift Aid Form | Your full name, home address, postcode, and details of your donation. | To process your declaration and claim an additional 25p for every £1 you donate from HM Revenue & Customs (HMRC). | Legal Obligation: We are required to maintain these records to comply with UK tax law.
Legitimate Interests: To properly manage and audit the museum's charity finances
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