Updated 12/7/2026
THE LAKE DISTRICT CALVERT TRUST PRIVACY NOTICE (VERSION 6.2)
INTRODUCTION
This Privacy Notice explains how The Lake District Calvert Trust (Registered Charity No. 270923) (trading as Calvert Lakes & Calvert Stables) and The Friends of the Calvert Trust (Lake District) (Registered Charity No. 1067899) collect, use, store and protect personal information.
The Lake District Calvert Trust provides accessible outdoor adventure, accommodation, swimming, riding, volunteering, fundraising and charitable activities for disabled people, their families and friends.
We are committed to protecting personal information and processing it fairly, lawfully and transparently in accordance with:
- UK General Data Protection Regulation (UK GDPR)
- Data Protection Act 2018
- Privacy and Electronic Communications Regulations (PECR)
The Lake District Calvert Trust is the Data Controller for the purposes of UK GDPR.
Contact Details
The Lake District Calvert Trust
Little Crosthwaite
Keswick
Cumbria
CA12 4QD
enquiries@calvertlakes.org.uk
WHO THIS PRIVACY NOTICE APPLIES TO
- Guests and participants
- Parents, carers and support workers
- Group leaders and teachers
- Donors and supporters
- Volunteers
- Trustees
- Employees and job applicants
- Visitors to our website
- Users of our swimming pool and riding services
- Individuals attending fundraising events
THE INFORMATION WE COLLECT
We may collect:
- Name
- Date of birth
- Address
- Email address
- Telephone numbers
Booking Information
- Visit details
- Activity participation records
- Attendance records
- Accommodation information
Special Category Information
Because we provide services to disabled children and adults, we may collect:
- Disability information
- Medical information
- Medication details
- Dietary requirements
- Accessibility requirements
- Behavioural support information
- Risk assessments
- Emergency contact information
- Safeguarding information where necessary
Volunteer and Employment Information
- Recruitment records
- Qualification records
- References
- Right to work documentation
- DBS information
- Training records
Fundraising Information
- Donation records
- Gift Aid declarations
- Event registrations
- Communication preferences
Website Information
- IP address
- Browser information
- Device information
- Website usage information
- Cookie preferences
HOW WE COLLECT INFORMATION
We collect information:
- Through website forms
- Through Cinolla booking forms
- Through Microsoft Forms
- Through email and telephone enquiries
- Through fundraising and donation processes
- Through event registrations
- Through volunteer and recruitment applications
- Through swimming pool bookings
- Through fundraising activities
- Through website cookies and analytics
- Through third parties acting on your behalf
WHY WE PROCESS PERSONAL INFORMATION
We process personal information to:
- Deliver services and activities
- Manage bookings
- Ensure participant safety
- Meet safeguarding responsibilities
- Manage donations and Gift Aid
- Communicate with supporters
- Marketing relevant products and services
- Manage volunteers
- Recruit and manage employees
- Improve services
- Manage complaints and incidents
- Comply with legal obligations
- Prevent fraud and misuse
OUR LEGAL BASIS FOR PROCESSING
We process personal data using one or more of the following lawful bases:
Contract
- Managing bookings
- Providing services
- Processing purchases and payments
Legal Obligation
- Safeguarding
- Health and safety
- Employment law
- Charity law
- Company law
- Tax and Gift Aid requirements
Legitimate Interests
- Service improvement
- Fundraising communications
- Volunteer management
- Security and fraud prevention
- Operational management
Consent
- Marketing emails and communication
- Optional photographs
- Fundraising emails and communication
- Non-essential website cookies
Vital Interests
- Medical emergencies
- Serious safeguarding concerns
For special category data we additionally rely upon:
- Provision of health or social care related services
- Safeguarding of children and vulnerable adults
- Health and safety
- Substantial public interest
- Explicit consent where appropriate
MARKETING AND FUNDRAISING COMMUNICATIONS
We may contact supporters regarding:
- Appeals
- Events
- News
- Volunteering opportunities
- Fundraising activities
In addition:
- You may opt out at any time using the unsubscribe link in emails or by contacting us. Service communications relating to bookings will continue to be sent where necessary.
- We do not sell, exchange or share supporter information with other organisations for their own marketing or fundraising purposes.
DONATIONS AND GIFT AID
We retain donation and Gift Aid information to:
- Process donations
- Maintain donor records
- Administer Gift Aid
- Meet HMRC requirements
- Demonstrate charitable impact
COOKIES AND WEBSITE ANALYTICS
Our website uses cookies to improve functionality, security and user experience. Cookies may include:
Necessary Cookies
Required for website operation.
Preferences Cookies
Remember your settings and preferences.
Analytics Cookies
Help us understand website usage through Google Analytics.
Marketing Cookies
Used only where consent has been provided.
You may manage your cookie preferences through our website cookie banner.
WHO WE SHARE INFORMATION WITH
We only share information where necessary and appropriate. These providers act as data processors on behalf of the Trust and are required to process personal information in accordance with applicable data protection legislation.
Current service providers include:
Operational Systems
- Cinolla – booking and participant management
- Lemon Bookings – swimming pool bookings
- Mailchimp
- Microsoft 365 – email, forms and collaboration
- Evalu-8 – HR management
- Xero – finance and accounting
Fundraising Systems
- Beacon CRM
- Trybooking
- Just Giving
- Enthuse
- SurveyMonkey
- E-Tapestry (historic fundraising records during migration period)
Website and Technology
- Google Analytics
- Facebook
- Instagram
- LinkedIn
- Cloudfare
- WordPress
- Worldpay – payment processing
- Stripe – payment processing
- We Are Digital – website hosting, support and maintenance
Network and Wi-Fi Services
- KCS (Keswick Computer Systems) – managed network and Wi-Fi services
Volunteer and Employment Systems
- CareCheck – DBS processing
- Armstrong Watson – payroll service
Historic Systems
- Historic Calvert Reconnections records retained securely in archived format following closure of the service.
The Trust also shares information where legally required with:
- HMRC
- Insurers
- Regulators
- Law enforcement agencies
- Safeguarding authorities
Our third-party service providers are contractually required to process personal information only on behalf of the Trust and in accordance with applicable data protection legislation. Further information about how our key providers process personal data can be found within their own privacy notices available on their websites.
INTERNATIONAL DATA TRANSFERS
Some suppliers may process data outside the UK. Where this occurs, we ensure appropriate safeguards are in place including:
- UK International Data Transfer Addendum
- Standard Contractual Clauses
- Adequacy regulations
CCTV
CCTV is used at certain Trust locations for:
- Security
- Crime prevention
- Safeguarding
- Health and safety
Footage is normally retained for approximately 30 days unless required for investigation purposes.
HOW LONG WE KEEP INFORMATION
The Trust retains information in accordance with its Retention of Documents Policy. Examples include:
- Donation records – 6 years
- Gift Aid records – 6 years
- Personnel files – 6 years after employment
- Accident and incident records – up to 28 years where required
- Safeguarding records – normally until age 75 or 25 years after last contact, whichever is longer
- CCTV footage – normally 30 days
Where legal claims, safeguarding concerns, insurance matters or investigations exist, information may be retained longer.
YOUR RIGHTS
You have the right to:
- Access your personal data
- Correct inaccurate information
- Request deletion where applicable
- Restrict processing
- Object to processing
- Data portability
- Withdraw consent where consent is relied upon
- Complain to the Information Commissioner’s Office (ICO)
MAKING A COMPLAINT
If you have concerns about how we use your information, please contact us first. You may also contact the Information Commissioner’s Office. See www.ico.org.uk
CHANGES TO THIS NOTICE
We may update this Privacy Notice from time to time. The latest version will always be published at www.calvertlakes.org.uk.
Privacy Notice Version 6.2
Approved: 12th July 2027
Next Review: 12th July 2029 (or sooner subject to changes of regulations, systems or processes)