Privacy Policy

One Loud Voice for Women | Version 3 | July 2026

We care about your privacy. This policy explains, in clear language, what personal information we collect, why we use it, who we may share it with and the choices you have.

We will never sell your personal information. We only use it when we have a proper reason to do so and we take care to keep it safe.

Who we are

ONE LOUD VOICE FOR WOMEN LTD (also known as One Loud Voice for Women or “1LV”) is a registered charity in England and Wales (Charity No. 1199898) and a company limited by guarantee registered in England and Wales (Company No. 11020158).

We are responsible for the personal information covered by this policy. Our registered office is c/o Withers LLP, 20 Old Bailey, London EC4M 7AN. You can contact us at info@oneloudvoice.co.uk.

At a glance

We use your information to run our charity, provide the services or support you ask for, communicate with you, process donations and improve what we do.

You choose whether to receive non-essential marketing emails. You can unsubscribe at any time.

We use trusted organisations to help us run our website, events, payments and communications. They must protect your information. You have rights over your information, including the right to ask for a copy or ask us to correct it. If you have a question or concern, please contact us at info@oneloudvoice.co.uk.

When this policy applies

This policy applies when you use our website, contact us, subscribe to updates, donate, attend an event, apply for or take part in the Thrive Community, volunteer, work with us, join a campaign, take part in research or otherwise engage with 1LV.

The information we collect

We only collect information that is relevant to our work and our relationship with you. This may include:

Contact information, such as your name, email address, phone number, postal address, job title, employer or organisation.
Information about your connection with 1LV, for example whether you are a member, supporter, donor, volunteer, event attendee or partner.
Information needed to provide a membership, event or other service, such as application details, account/profile information, attendance and communications with us.
Donation and payment information, such as the amount and date of a donation or payment and a payment reference. We do not normally hold your full payment-card details; our payment provider processes them.
Information you give us through forms, surveys, feedback, enquiries, research or community activities.
Technical information when you use our website, such as your IP address, browser or device information, pages visited and cookie-related information. Our Cookies Policy explains this in more detail.
Information that may be more sensitive, such as accessibility, dietary, health or equality-monitoring information, only when you choose to provide it or it is needed for a particular activity. We will explain why we need it when we ask.

How we collect it

Directly from you — for example, when you complete a form, donate, join an event, join Thrive, subscribe, email us or take part in research.
Automatically when you use our website — through cookies and similar technologies, where you allow this. Please see our Cookies Policy.
From others — for example, an organisation sponsoring a membership, a partner helping us run an event, an event or donation platform, or a public source. We only do this where it is appropriate and lawful.

How we use your information

We use personal information to:

respond to your questions and keep in touch with you;
provide memberships, events, coaching, mentoring, community access and other activities you have asked for;
process donations, payments, Gift Aid (where relevant) and financial records;
send essential information about your membership, account, booking, donation or requested service;
send news, campaigns, fundraising communications and event invitations where you have agreed to receive them or where the law allows us to do so;
understand the impact of our work, carry out research and improve our services; and
meet legal, safeguarding, security, fraud-prevention, reporting and record-keeping responsibilities.

Our legal reasons for using information

Data-protection law requires us to have a reason for using personal information. Depending on the situation, we use one or more of these reasons:
Consent — where you have given us a clear choice, for example to receive a newsletter or accept non-essential cookies.
Contract — where we need information to provide a membership, process a booking or take steps you ask for before entering an agreement.
Legal obligation — where we must keep information or share it because the law requires us to do so.
Legitimate interests — where using information is reasonably necessary to run and improve our charity, protect it from fraud or keep appropriate records, and where your rights do not outweigh those interests.

Before relying on legitimate interests, we consider the impact on you. You can object to this type of processing in some circumstances.

Marketing and keeping in touch

We would love to keep you informed about our work, events, campaigns and ways to support 1LV, but you are in control. We will give you a clear choice where consent is required. You can opt out at any time by using the unsubscribe link in an email, changing your preferences where available, or emailing info@oneloudvoice.co.uk.

We may still contact you about an active membership, booking, donation, account or service because these are essential service communications.

Who we share information with

We do not sell personal information. We may share it only where necessary with:

our trustees, staff and authorised volunteers, where they need it to carry out their role;
trusted providers that help us deliver our work, such as website, email, payment, event, video-conferencing and community-platform providers;
partners or sponsoring organisations where you have been told about this, have agreed where needed, or it is otherwise lawful;
funders, auditors and professional advisers — usually using anonymous or combined information where possible; and
public authorities, regulators or law-enforcement bodies where the law requires this or where necessary to protect people or prevent crime.
Our current providers may include Microsoft, Circle, Stripe, Zoom, Mailchimp, Wix, Monday, Abacus A1, Claude, Fillout, and Google Analytics. We will keep this list accurate as our systems change. These providers must use the information only to provide services to us and keep it secure.

If information is processed outside the UK

Some trusted providers may process information outside the UK. If they do, we will use a lawful transfer mechanism, such as a UK adequacy regulation, the UK International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses, and any additional safeguards that are needed.

How long we keep it

We keep information only for as long as we need it. Our usual retention periods are:

General supporter, volunteer and contact records: up to 5 years after our last meaningful contact.
Membership and community records: for the membership period and up to 5 years afterwards, unless we need to keep something longer for a legal reason.
Financial, donation and Gift Aid records: generally 7 years.
Event records: generally up to 2 years after an event.
Research information: up to 5 years, and anonymised where possible.
We may keep information longer if necessary for a legal claim, safeguarding matter or legal obligation. When we no longer need it, we delete it securely or make it anonymous.

Keeping information safe

We use sensible technical and organisational safeguards, including secure systems, access controls, training and regular reviews. No system is completely risk-free, but we work to protect information from loss, misuse, unauthorised access or disclosure.

Your rights

You have rights under data-protection law. Depending on the circumstances, you can ask us to:

give you a copy of your information;
correct information that is wrong or incomplete;
delete information;
limit how we use it;
stop using it for direct marketing or object to certain other uses;
provide information in a portable format; or
withdraw your consent where we rely on it.
To make a request, email info@oneloudvoice.co.uk. We may need to check your identity. We normally respond within one month. You can also complain to the Information Commissioner’s Office if you are unhappy with how we have handled your information.

Cookies and other websites

Our Cookies Policy explains how we use cookies and how to change your choices. Our website may link to other organisations’ sites. Their privacy practices are their responsibility, so please read their privacy information.

Changes to this policy

We may update this policy from time to time. We will post the latest version on our website and update the date below. If a change is important, we will take appropriate steps to let you know.

ONE LOUD VOICE FOR WOMEN LTD
c/o Withers LLP, 20 Old Bailey, London EC4M 7AN
Email: info@oneloudvoice.co.uk
Website: www.oneloudvoice.co.uk

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