Privacy Policy
Who we are
Quilts for Care Leavers Northern Ireland (Q4CLNI) is a registered charity (NIC 109675) committed to protecting your personal data. We are the Data Controller for all information collected through this portal.
If you have any questions about how we use your data, contact us at privacy@q4clni.org.uk.
What information we collect
When you place a quilt order through this portal, we collect:
- Your full name
- Your email address
- The voucher code you use
- The quilt or quilts you order
- The date and time of your order
We do not collect payment details, addresses, phone numbers, dates of birth, or any other personal information. We do not collect sensitive personal data.
Why we collect it and our legal basis
We collect this information to fulfil your quilt order. Our legal basis for processing your data is the performance of a contract — you are asking us to provide you with a quilt, and we need your details to do that.
| Name | To address order confirmation and dispatch emails to you personally |
|---|---|
| Email address | To send you an order confirmation and a dispatch notification when your quilt is on its way |
| Voucher code | To verify your entitlement to a quilt and prevent codes from being used more than their permitted number of times |
| Quilt details | To record which quilt has been allocated to you and track dispatch |
| Order date | For our internal records and to manage dispatch timing |
We do not use your information for marketing, fundraising, or any purpose other than fulfilling your order.
Who sees your information
Your order details are visible to the Q4CLNI team through the admin portal, which is password protected. Only authorised team members can access this area.
Your information is stored in a Cloudflare D1 database hosted on Cloudflare's infrastructure within the EU. Order confirmation emails are sent via Brevo, a French company operating under EU data protection law. We have no other third-party data sharing arrangements for this portal.
We do not sell, share, or pass your personal data to any other organisation. We may be required to disclose your information to relevant authorities if required by law.
How long we keep your information
We keep order records for three years from the date of your order. This allows us to resolve queries and demonstrate our charitable activity to funders. After this period, records are securely deleted.
If you would like your data deleted sooner, contact us at privacy@q4clni.org.uk and we will action your request within one month, subject to any legal obligations we may have to retain certain records.
Your rights
Under the UK General Data Protection Regulation (UK GDPR) you have the following rights:
- Right to access — you can request a copy of the information we hold about you
- Right to rectification — you can ask us to correct inaccurate information
- Right to erasure — you can ask us to delete your information (subject to legal obligations)
- Right to restriction — you can ask us to limit how we use your information
- Right to object — you can object to us processing your information
To exercise any of these rights, contact us at privacy@q4clni.org.uk. We will respond within one month and may ask you to verify your identity before processing your request.
Cookies
This portal uses your browser's local storage to remember the quilts in your basket while you browse. This data stays on your device and is not sent to our servers unless you complete an order.
This portal does not use analytics cookies, advertising cookies, or social media cookies. There is no tracking of individual visitors.
Security
All data transmitted between your browser and this portal is encrypted using HTTPS. Order data is stored in a secure database accessible only to authorised systems. Admin access to order records requires authentication.
Whilst we take all reasonable steps to protect your information, no internet transmission is completely secure. You submit information at your own risk.
Complaints
If you are unhappy with how we have handled your information, please contact us first at privacy@q4clni.org.uk. If you remain unsatisfied, you have the right to complain to the Information Commissioner's Office (ICO):
- Website: ico.org.uk
- Phone: 0303 123 1113
- Post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, SK9 5AF
Contact us
| privacy@q4clni.org.uk | |
| Post | Quilts for Care Leavers Q4CL NI, 66 Chesterbrook Crescent, Newtownards, Co Down, BT23 8QZ, Northern Ireland |
| Charity number | NIC 109675 |
This policy is reviewed at least annually. We reserve the right to update it at any time. The date at the top of this page shows when it was last reviewed.