Privacy Policy

Impact Assist Limited
www.impactassist.co.uk
Last Updated: April 2026

1. WHO WE ARE

Impact Assist Limited is a Gift Aid recovery and revenue enhancement service for UK charities and religious organisations. We process personal data on behalf of our charity clients to help them maximise their Gift Aid claims.

• Company Name: Impact Assist Limited
• Company Number: 15996190
• Registered Address: 82 James Carter Road, Mildenhall, IP28 7DE, UK
• Contact Email: info@impactassist.co.uk
• Website: www.impactassist.co.uk

2. OUR ROLE UNDER DATA PROTECTION LAW

Impact Assist acts as a Data Processor when we process donor information on behalf of charities and mosques (who are the Data Controllers).

This means:

• We only process donor data according to the instructions of the charity
• We cannot use donor data for any other purpose
• The charity remains responsible for how donor data is collected and used
• We have strict contracts (Data Processing Agreements) with each charity client

3. WHAT INFORMATION WE PROCESS

We process the following types of personal information on behalf of our charity clients:

3.1 Donor Information

• Full name (title, first name, surname)
• Home address and postcode
• Email address (if provided)
• Telephone number (if provided)
• Donation amounts and dates
• Gift Aid declaration details

3.2 Charity Information (Our Direct Clients)

• Charity name and registration number
• Contact details of authorised representatives
• Bank details for Gift Aid payment processing

4. HOW WE USE PERSONAL INFORMATION

We use donor personal information solely for the following purposes:

• Processing Gift Aid declarations submitted to our charity clients
• Submitting Gift Aid claims to HM Revenue & Customs (HMRC)
• Maintaining records as required by HMRC regulations (6 years)
• Providing reports and analytics to charity clients about their Gift Aid claims
• Responding to donor enquiries at the request of the charity

We do NOT:

• Use donor data for marketing purposes
• Share donor data with third parties (except HMRC as required by law)
• Contact donors directly (all communication goes through the charity)

5. LEGAL BASIS FOR PROCESSING

We process personal data under the following legal bases as defined by UK GDPR:

• Legal Obligation (Article 6(1)(c)): We must retain Gift Aid records for 6 years as required by HMRC regulations.
• Legitimate Interests (Article 6(1)(f)): Processing is necessary for the charity to claim Gift Aid, which benefits both the charity and the donor.
• Contract (Article 6(1)(b)): We have Data Processing Agreements with our charity clients authorising us to process data on their behalf.

6. HOW WE PROTECT YOUR INFORMATION

We take data security extremely seriously and implement technical security (AES-256 encryption, TLS 1.2/1.3, multi-factor authentication) and organisational security (confidentiality agreements, strict role-based access controls).

7. WHO WE SHARE INFORMATION WITH

We only share personal information with HMRC for statutory Gift Aid claims, our direct charity clients via reporting, and secure UK-based cloud service providers with appropriate safeguards.

8. HOW LONG WE KEEP INFORMATION

Gift Aid records are retained for 6 years from the end of the accounting period per HMRC regulations, after which they are securely deleted.

9. YOUR RIGHTS

Under UK GDPR, data subjects have rights of access, rectification, erasure, restriction, portability, and objection. To exercise these rights, please contact the charity you donated to or reach out to us at info@impactassist.co.uk.

10. COMPLAINTS & CONTACT US

If you have concerns about data handling, contact us at info@impactassist.co.uk or post to Impact Assist Limited, 82 James Carter Road, Mildenhall, IP28 7DE, UK. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at www.ico.org.uk.