GDPR Data processing modelDonor File

Sector: Associations, unions and political partiesOrganisation: Public

This processing relates to the donor file for associations

Purposes (4)

A purpose is the objective pursued by the setting up of your file. It indicates what the processing of personal data will be used for, its purpose. This purpose must be clear and understandable

The establishment, to meet management needs, of statistical statements or membership lists

Legitimate interest

Communications about fundraising and promotional campaigns

Legitimate interest

Donor relationship management

Relance, demande de donation, ont réalisé une donation à telle date pour un montant de x

Legitimate interest

The registration and updating of individual information required for administrative management

Legitimate interest

Data categories (2)

Personal data is any information relating to an identified or identifiable natural person. A natural person can be identified either directly (eg surname and first name) or indirectly (eg phone number, social security number, email or postal address, but also voice or image)

Donors

Data details

Emailrequired

Postal Addressrequired

First namerequired

name

required

Data conservation rules

Active base:

Personal data are kept in a form that allows identification of donors for no longer than necessary for the purposes for which they were collected (UK GDPR, Article 5(1)(e)), for example for the duration of the donor relationship. Tax records, including Gift Aid declarations and records of donations, must be kept by a charitable company until 6 years after the end of the accounting period they relate to; a charitable trust must keep them until the later of 6 years after the end of the tax year they relate to and 12 months after the Gift Aid repayment claim for that tax year (HMRC Charities detailed guidance notes, Chapter 3, para. 3.30). Where a declaration covers several donations, it is kept for this period after the last donation claimed under it.

UK GDPR, Article 5(1)(e); HMRC Charities detailed guidance notes, Chapter 3, para. 3.30

Destruction

Information relating to the administrative management of the organization

Data details

Identity documentoptional

Bank identity for donation managementoptional

Information strictly related to the organization's statutory purposerequired

Position with respect to the associationrequired

Contribution statementrequired

Data conservation rules

Active base:

Personal data may only be kept in a file, in a form which allows identification of the data subjects, for as long as is necessary for the purposes for which they were collected

Destruction

Data subject (1)

A data subject is any person whose data is collected, retained or processed by the data processing. e.g. In a recruitement process, any candidate for a position proposed in recruitement management process

Other

Created at:07/08/2023

Updated on:10/05/2026

Nb using:10