Privacy Notice

1. Who we are

The LoveReading Foundation is a charitable incorporated organisation registered in England and Wales with charity number 1218145. Our purpose is to advance education by improving access to books, reading resources and reading opportunities for children and young people, particularly those facing disadvantage.

For data-protection purposes, The LoveReading Foundation is the controller of personal information collected for its own charitable activities. This means we decide why and how that information is used.

Our contact details are: The LoveReading Foundation, 157 Shooters Hill, London SE18 3HP; email: hello@thelovereadingfoundation.org;

2. Scope of this notice

This notice explains how we use personal information collected through our website and in connection with enquiries, partnerships, school support, fundraising, donations, events, communications and the administration of our charitable work. It does not cover LoveReading’s separate commercial websites or services, which have their own privacy information.

3. Information we may collect

Identity and contact details, such as your name, role, organisation, postal address, email address and telephone number.
Enquiry and correspondence information, including the content of messages and our responses.
School and programme information supplied by school staff, including information about needs, proposed activity, delivery, evaluation and impact.
Partnership and supporter information, including interests, relationship history, agreed activity and reporting requirements.
Donation and Gift Aid information if those facilities are introduced, including donation amount, transaction reference, taxpayer declaration and records required by law. We will not normally receive or retain full payment-card details where a regulated payment provider processes them.
Marketing preferences and records of consent, unsubscribe requests or objections.
Event information, including registration, attendance, accessibility and dietary requirements where relevant.
Photographs, video, quotations, drawings, book recommendations and case-study material where appropriate permissions have been obtained.
Technical information collected when you use the website, such as IP address, browser/device information, pages viewed, referral source and cookie choices.
Governance, supplier, volunteer or recruitment information where relevant to our work.

Please avoid sending special category information (for example, detailed health, ethnicity or religious information) unless we have asked for it and explained why it is needed. School contacts should not provide identifiable information about individual children through the general contact form.

4. Information about children

The website is intended primarily for adults acting personally or on behalf of schools, funders, partners and other organisations. We do not invite children to submit personal information through the general contact form.

Where we use a child’s image, voice, words, drawing or story, we will use an appropriate consent and safeguarding process, involving the school and parent or guardian where required. We will collect only what is necessary, avoid unnecessary identifying detail, consider the child’s wishes and best interests, and retain a record of the relevant permissions. Consent for publication can be withdrawn for future use, although we may not be able to retrieve material already printed or shared by others.

5. How and why we use personal information

Purpose	Typical lawful basis
Responding to enquiries and beginning partnership, school or funding conversations	Legitimate interests in conducting and developing our charitable work; steps at your request before entering an agreement; or performance of an agreement.
Assessing, administering and evaluating charitable programmes or support	Legitimate interests in delivering, safeguarding and evaluating our charitable purposes; legal obligation where applicable; and consent where genuinely optional.
Managing partners, suppliers, volunteers, trustees and professional contacts	Legitimate interests; contract; and legal obligation.
Processing donations and Gift Aid	Contract or legitimate interests for processing the donation; legal obligation for accounting, tax and Gift Aid records.
Sending email news and fundraising communications	Consent where required. In limited business-to-business contexts we may rely on legitimate interests, subject to your right to object and applicable electronic-marketing rules.
Publishing approved stories, quotations, images and video	Consent where appropriate; legitimate interests for organisational contributors; and additional safeguards for children.
Running, securing and improving the website	Legitimate interests for security and essential operation; consent for non-essential analytics, advertising or similar cookies.
Meeting governance, safeguarding, regulatory, tax and legal duties	Legal obligation; legitimate interests; and, in an emergency, vital interests.

Where we rely on legitimate interests, we consider whether the use is necessary, proportionate and balanced against your rights. You may ask us for more information about that assessment.

6. Where information comes from

We receive information directly from you, from the organisation you represent, from schools and delivery partners, from LoveReading where there is a lawful and transparent basis for sharing it, from public sources such as organisational websites and professional profiles, and automatically through the website and its cookies.

7. Sharing information

We may share personal information only where necessary with:

trusted service providers supporting hosting, website forms, email, CRM, IT security, professional advice, payments, fulfilment, evaluation or other charity operations;
schools, funders, delivery partners and publishers involved in a programme, where appropriate and proportionate;
PTC International Limited trading as LoveReading, where LoveReading provides agreed infrastructure, fulfilment, administrative or other support to the Foundation;
HM Revenue & Customs, the Charity Commission, the Fundraising Regulator, the Information Commissioner, auditors, independent examiners, professional advisers, police, courts or other authorities where required or appropriate; and
another organisation where you ask us to share information or give valid consent.

The Foundation and LoveReading are separate organisations. Contacting the Foundation will not automatically add you to LoveReading’s commercial marketing database. Where information is shared between them, the purpose, respective roles and safeguards will be documented, and each organisation will use the information only on an appropriate lawful basis.

8. International transfers

Some service providers may store or access information outside the United Kingdom. Where this occurs, we will use an approved safeguard, such as UK adequacy regulations, the UK International Data Transfer Agreement or Addendum, together with appropriate risk assessment and contractual protections. You may contact us for more information.

9. How long we keep information

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, including legal, accounting, safeguarding and reporting requirements. Retention will depend on the type of record. Our intended starting points are set out below and must be confirmed against the Foundation’s retention schedule.

Record	Draft retention approach — confirm before publication
General enquiries not progressed	Up to 24 months after the last meaningful contact.
Partner, funder and programme records	Duration of the relationship plus up to 7 years, subject to contractual and reporting needs.
Donation, accounting and Gift Aid records	Normally 6 years after the relevant financial year, or longer if law or HMRC requirements apply.
Marketing records	Until consent is withdrawn or an objection is made; keep a minimal suppression record to honour the request.
Website analytics	According to the configured analytics retention period and cookie schedule.
Children’s media and consent records	For the approved use period, reviewed regularly, with consent evidence retained as necessary to demonstrate permission and safeguard the child.

10. Security

We use appropriate technical and organisational measures designed to protect personal information from accidental loss, misuse, unauthorised access, alteration or disclosure. Access is limited to people who need it for their role and who are subject to confidentiality obligations. No internet service is completely secure, so please do not send sensitive information through a general website form.

11. Your rights

Depending on the circumstances, you may have rights to be informed; request access; correct inaccurate information; request deletion or restriction; object to processing; receive certain information in a portable format; withdraw consent; and complain to the Information Commissioner’s Office. These rights are not absolute and exemptions may apply.

To exercise a right, contact hello@thelovereadingfoundation.org. We may need to confirm your identity. You can complain to the ICO at ico.org.uk, but we would welcome the opportunity to address your concern first.

12. Marketing

You can unsubscribe from an email by using its unsubscribe link or contacting us. Withdrawing marketing consent will not prevent necessary service, donation, governance or programme communications. We do not sell personal information.

13. Cookies and links

Please see our Cookie Policy for information about cookies and similar technologies. Our website may link to third-party sites; their privacy practices are governed by their own notices.

14. Changes to this notice

We may update this notice as our work, systems or legal obligations change. We will publish the current version here and state when it was last updated. Significant changes may also be communicated directly where appropriate.

02.10.2026

Too many children are growing up without the same opportunity to find and choose books they love and will bring them joy. The LoveReading Foundation is working to change that by connecting funding with the schools and communities where access to books is most limited. The LoveReading Foundation is a registered charity in England and Wales (Charity No. 1218145)