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Policy

Last updated: March 2026  ·  Archive Trust for Research in Mathematical Sciences & Philosophy  ·  Charity No. 1141862

The Archive Trust for Research in Mathematical Sciences and Philosophy (“the Trust”, “we”, “us”) is a registered charity in England and Wales (No. 1141862). We are committed to protecting your personal data and handling it responsibly in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This policy explains what personal data we collect, why we collect it, how we use it, and your rights in relation to it.

1. Who we are

The data controller is the Archive Trust for Research in Mathematical Sciences and Philosophy, registered at Unit 24, The Coach House, 2 Upper York Street, Bristol BS2 8QN. You can contact us at info@archmathsci.org with any data protection queries.

2. What data we collect

We collect personal data only when you provide it to us directly. This may include:

  • Contact form submissions — your name, email address, organisation (if provided), and the content of your message.
  • Direct email correspondence — any personal data contained in emails you send to us.
  • Donation enquiries — name and contact details provided in connection with a donation or Gift Aid declaration.

We do not use cookies, analytics trackers, or any third-party tracking scripts on this website. We do not collect data about your browsing behaviour.

3. Why we collect it and our lawful basis

We collect and use your personal data for the following purposes:

  • Responding to your enquiry — lawful basis: legitimate interests (it is in both your interest and ours to communicate effectively).
  • Processing a donation or Gift Aid claim — lawful basis: legal obligation (Gift Aid requires us to retain donor records) and legitimate interests.
  • Keeping you informed about the Trust’s work, if you have asked us to do so — lawful basis: consent (you can withdraw this at any time).

4. How we use your data

We use your personal data only for the purpose for which it was provided. We do not sell, rent or share your personal data with third parties for marketing purposes. We may share data with the following in the course of our work:

  • Formspree — our contact form is processed by Formspree, Inc. Messages submitted via the form are transmitted to and stored by Formspree before being forwarded to us. Formspree’s privacy policy is available at formspree.io.
  • HMRC — Gift Aid declarations are submitted to HMRC as required by law.
  • Our trustees and advisers — where necessary to respond to your enquiry or process a donation.

5. How long we keep your data

  • General correspondence and enquiries: up to three years from the date of last contact, unless there is an ongoing relationship.
  • Donation records and Gift Aid declarations: seven years, as required by HMRC guidance.
  • Any data you have asked us to delete: erased promptly on receipt of a valid request (see section 7).

6. Security

We take reasonable steps to protect your personal data from unauthorised access, loss or disclosure. Email correspondence is held in standard password-protected accounts. We do not store contact form data ourselves — it is processed and forwarded by Formspree.

7. Your rights

Under UK GDPR you have the right to:

  • Access the personal data we hold about you.
  • Correct inaccurate or incomplete data.
  • Erasure (“right to be forgotten”) — request that we delete your data, subject to any legal obligations to retain it.
  • Restrict or object to certain processing.
  • Withdraw consent at any time where processing is based on consent.
  • Data portability — receive a copy of your data in a structured, machine-readable format.

To exercise any of these rights, please write to us at info@archmathsci.org. We will respond within one calendar month.

8. Complaints

If you are unhappy with how we have handled your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK’s supervisory authority for data protection. Details at ico.org.uk. We would, however, always appreciate the opportunity to address your concern directly before you contact the ICO.

9. Changes to this policy

We may update this policy from time to time. The date at the top of this page reflects the most recent revision. Significant changes will be noted here.

If you have any questions about this privacy policy or how we handle your data, please contact us at info@archmathsci.org or write to us at the address above.