1) Who we are
GiftAidManager is operated by SENAPTIX LIMITED and provides software to help UK charities and mosques manage Gift Aid declarations, donation records, and claim preparation workflows.
Contact for privacy matters: info@giftaidmanager.com
Legal
Privacy Policy
How GiftAidManager collects, uses, stores, and protects personal data under UK GDPR and related UK data protection law.
Last updated: 11 April 2026
2) Personal data we process
- Account data (name, email, login/session metadata).
- Charity contact and organisation details.
- Donor details (name, address, contact details).
- Declaration records (taxpayer confirmation, declaration scope, timestamp, wording version, and IP metadata).
- Donation and claim-preparation records, including audit logs.
3) Purpose and lawful basis
| Purpose | Lawful basis |
|---|---|
| Account creation, login, and service access | Contract (Article 6(1)(b)) |
| Gift Aid declaration and donation record processing | Legal obligation and legitimate interests (Article 6(1)(c)/(f)) |
| Fraud/security monitoring and incident response | Legitimate interests (Article 6(1)(f)) |
| Transactional service emails | Contract and legitimate interests (Article 6(1)(b)/(f)) |
| Optional non-essential cookies (if enabled) | Consent (PECR + UK GDPR Article 6(1)(a)) |
4) Special-category and sensitive-context processing
Some donation records may indirectly reveal religious affiliation (for example, by association with a mosque). We apply additional care to access control, security, and minimisation where sensitive-context data risks are present.
5) Sharing and processors
We do not sell personal data. We share data only where required to provide the service and under contractual safeguards.
- Clerk: Authentication and session management
- Convex: Application database and backend operations
- Resend: Transactional email delivery
- Hosting and infrastructure providers: Application hosting, networking, and operational security
6) International transfers
Where personal data is transferred outside the UK, we apply appropriate transfer safeguards (for example, adequacy regulations or UK-approved transfer mechanisms) and associated risk assessments where required.
7) Retention
We retain data only for as long as necessary for service delivery, legal obligations, auditability, and dispute handling. Gift Aid records may be retained for HMRC compliance periods (including multi-year retention windows) where deletion is not legally permitted.
8) Your rights
- Right to be informed
- Right of access
- Right to rectification
- Right to erasure (where no overriding legal obligation applies)
- Right to restrict processing
- Right to object to certain processing
- Right to data portability (where applicable)
- Rights related to automated decision-making (where applicable)
We aim to respond to rights requests within one month, subject to identity verification and lawful extensions where permitted.
9) Complaints
If you are unhappy with how we process personal data, contact us first at info@giftaidmanager.com. You may also raise a complaint with the UK Information Commissioner's Office (ICO): ico.org.uk.