Skip to content

This Privacy Policy applies to Age UK Westminster and it trading and other associated companies where applicable (together "Age UK Westminster Group"). It explains when and why we collect personal information about people, how we use it, the conditions under which we may disclose it to others and how we keep it secure.

Age UK Westminster Group is committed to protecting and respecting your privacy and security. Whenever you provide us with your personal information via our website "Site(s)" and when you access our support services, we will treat that information in accordance with this policy, our terms and conditions and current UK Data Protection legislation. By using the Site and any services you access, you are agreeing to be bound by this policy.

Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.

This policy may change from time to time, so please check this page periodically.

Age UK Westminster is a registered charity (number 1018300) and company limited by guarantee (number 02788761). The registered address is The Beethoven Centre, Third Avenue, London W10 4JL. Age UK Westminster is the data controller for the purposes of our Site.


Cookies are tiny software files that are stored on a computer or mobile device when a individual visits a website. Cookies allow websites to recognise that a user on an individual computer has previously visited the site. The cookies save some information about that user for when they access the site again in the future. You can find out what cookies our Site uses in the table below.

For more information about the different types of cookie, visit the About Cookies website

Cookie Purpose


User Setting


This   functional cookie remembers the individual's colour and location preferences   so that next time they use the site these are displayed rather than the site’s   default settings.




When   you access our Site a cookie is generated with a unique session ID. This cookie   will expire when the browser is closed.




This   cookie enables our Intellitracker software that helps us analyse information   such as visitor numbers and browser usage so we can continue to   improve your experience of our Site.




The   information in this cookie is used to   track the activities of individuals who     have visited our Site via third-party websites.


__utma   / __utmb / __utmc / __utmz


We   use a tool called Google Analytics to give us statistical data on the   performance of our website. These cookies are placed by Google Analytics.



Data Protection

The legal basis on which we process your information are set out below:

  • Where we are providing services to you: contractual obligation. If you do not provide us with the information we request then we may not be able to provide the services you have requested and / or we may be restricted in the manner in which we can provide such services.
  • Where we are marketing to you: explicit consent

What personal information is collected from you?

When you visit our Site and access our services, we collect various personal information which may include your name, address, contact details, IP address, and information regarding what pages are accessed and when they are accessed. If you make a donation online or purchase a product from us, your card information is collected by our partner organisations Virgin Money Giving or Barclays Merchant Services, but is not held by us.

How your information is used

We may use this information in the following ways:

Process orders submitted by you;

  • to carry out our obligations arising from any contracts entered into by you and us;
  • verify your identity;
  • seek your views or comments on the services we provide;
  • notify you of changes to our services;
  • improve our services or marketing purposes;
  • send you communications which you have consented to (these may include information about our services, activities, campaigns, appeals, other fundraising activities, promotions of our associated companies goods and services).
  • to provide support via Age UK Westminster services

We would like to keep in touch with you to let you know about the vital work we do for older people, our products and services. When you submit your email, address and/or phone number(s) on our Site or following an assessment to access Age UK Westminster services, we will ask you for your consent to contact you for these purposes. You can unsubscribe from these communications at any time by emailing .

Who has access to your information?

We may share your information with other organisations in our group (other organisations within Age UK nationwide) or third party organisations for the purposes of:

  • Onward referral for services (where applicable). We will always check with you before sharing your data for this purpose
  • Referral of safeguarding issues (where applicable).

Please note that where we share your information with other organisations, it will be subject to their policies and procedures regarding data protection and therefore you should make yourself familiar with those terms.

Other than sharing with our group organisation as set out above, we will not sell, share, or rent your information to third parties, unless we have your explicit permission to do so, or we are required to do so by law, for example, by a court order or for the purposes of prevention of fraud or other crime. Where you have given us permission we may contact you about other services and products or pass your details to similar organisations.

If you have used our services, we may on occasion share basic demographic and service information with Age UK the national charity so they can help us monitor and ultimately improve the services we provide. The information we share will not include your name or your contact details, unless you give us your consent to do so for a specific purpose, such as sharing your story. When we do share this information, we do so under the lawful basis of legitimate interest.

How you can access, update or delete your information and what are your rights


The accuracy of your information is important to us. We are working on ways to make it easier for you to review and correct the information that we hold about you. In the meantime, if you change email address, or any of the other information we hold is inaccurate or out of date, please email us at, or write to us at Age UK Westminster, The Beethoven Centre, Third Avenue, London W10 4JL.

How to access, update or delete your information

You have a number of rights concerning our use of your personal information, these include the right to:

  • Ask us to amend your personal information - The accuracy of your information is important to us. If any of the information we hold about you is inaccurate or out of date, please contact us immediately and we will correct it.
  • Request that we delete your personal information – The extent to which we may comply with this request will depend on our legal and regulatory obligations. If we are unable to fulfil your request, we will explain the reasons why.
  • Withdraw your consent for us to use your personal information
  • Complain to the Information Commissioner's Office at any time if you object to the way we use your personal information. For more information please
  • Request a copy of the personal information we hold on you, known as a Subject Access Request (SAR).

Please submit a subject access request to us in writing –we have a form that you may use for this purpose although you do not have to use it. The form may be requested by emailing or by downloading it using the link below.

Any request must be accompanied by proof of identity and written proof of authority if the request if made on behalf of someone else. Acceptable documentation may include:

  • Identity document (e.g. passport, birth certificate, full driving licence)
  • One recent document with proof of address: (e.g. bank statement, utility bill, P45/P60

You are not required to state why you have made the request, but it would be helpful if you could be specific about the information you are looking for to help us locate it more easily. We will respond to any Subject Access Request within one calendar month. You will receive an explanation for any delay or for any information we are unable to share.

Download our Subject Access Request Form 

If requesting details of what if any of your Personal Information we hold please download this form

We will not contact you for marketing purposes by email, phone or text message unless you have given your prior consent. We will not contact you for marketing purposes by post if you have indicated that you do not wish to be contacted. You can unsubscribe from our communications, change your preferences, or request further information about this privacy policy at any time by contacting the Data Protection Officer by email: telephone: 020 3004 5610 or in writing to: Age UK Westminster, The Beethoven Centre, London W10 4JL.


You have the right to have a copy of your information to reuse your personal data for your own purposes across different services. Consent

Where we are processing your personal data on the basis of consent. You can opt out at any time by contacting .

Object to processing

You have the right to object to and / or restrict processing.


You have the right to complain to the Information Commissioner’s Office.

How long will we keep your information?

The information we collect from you will be deleted in accordance with the timetable set out below:     


Age UK Westminster

Processing and Deletion of Identifiable information





Type of Information

Retained For 


STAFF - Recruitment

Application forms

Retained from receipt until the shortlisting process -(usually within 2 weeks of  advertisement)

Candidates not shortlisted - Shredded immediately after shortlisting process  
Interviewed Candidates: not successful - Shredded immediately after being informed of the outcome of their interview
Successful Candidates - See HR Files below

Ad Hoc CVs received

Not Applicable - Shredded and/or deleted immediately

Deleted from email immediately and shredded immediately as all candidates must complete our application form


HR Files

Duration of employment

7 years after cessation of employment unless there is ongoing litigation

Appraisal   Files

Duration of employment

7 years after cessation of employment

STAFF -   Finance 

Staff Bank Details, NI Details

Duration of employment

1 year after cessation of employment

Staff Pension Details

One year - electronically

System holds the information for one year then it is not accessible to the organisation

Staff Payslips

Duration of employment

1 year after cessation of employment

CLIENTS - Personal Data

Paper Copies of Referral Forms to Projects

Until the information can be put onto Charity Log (usually within one week)

Immediately after being put onto Charity Log

Electronic Information on Charity Log

Duration of  intervention with AUKW

When informed of a death: Immediately marked as deceased
 If interventions finish with a client: within one year of cessation

Sales Invoices

Paper Copies - 7 years 
Electronic Copies - Indefinitely

Securely archived and Shredded after 7 years

Letters to Clients

Paper Copies - 7 years 
Electronic Copies - 7 years

Securely filed and shredded after 7 years

VOLUNTEERS - Personal Data



Volunteer Records - Paper Copies

Until the information can be put onto Charity Log (usually within one week)

7 years after cessation of volunteering with us

Volunteer Records - On Charity Log

Duration of volunteering time with us

7 years after cessation of volunteering with us

Mail outs - (information extrapolated into excel database via charity log)

Database is deleted immediately after use

Electronic letters deleted after 1 year

You have the right to complain to the Information Commissioner’s Office.

Security precautions in place to protect the loss, misuse or alteration of your information

When you give us personal information, we take steps to ensure that it is treated securely. Any sensitive information (such as credit or debit card details) is encrypted and protected with the following software 128 Bit encryption on SSL.

When you are on a secure page on the internet, a lock icon will appear on the bottom of web browsers such as Microsoft Internet Explorer.

Non-sensitive details (your email address etc.) are transmitted normally over the Internet, and this can never be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk. Once we receive your information, we make our best effort to ensure its security on our systems. Where we have given (or where you have chosen) a password which enables you to access certain parts of our Site, you are responsible for keeping this password confidential. We ask you not to share your password with anyone.

Stipulations regarding use of the discussion boards

Any communication or material that you transmit to, or post on, any public area of the Site, Facebook or Twitter pages including or any consultation or forum you may participate in (virtual and physical), but not limited to, any data, questions, comments, suggestions, reviews, or the like, is, and will be treated as, non-confidential and non-proprietary information. When entering the discussion forum, you agree not to publish, post, disseminate distribute or otherwise transmit any defamatory, offensive, infringing, indecent or otherwise unlawful or objectionable material or information.

What happens when visitors link to another site?

Our Site contains links to other websites. This privacy policy applies only to our Site‚ so visitors should always be aware when they are moving to another site and read the privacy statement of any site which collects personal information. We cannot be responsible for the privacy policies and practices of other sites even if you access those using links from our Site.

We do not pass on any personal information about our visitors to any other site (unless we have obtained your consent to do so). In addition, if you linked to this Site from a third party site, we cannot be responsible for the privacy policies and practices of the owners and operators of that third party site and recommend that you check the policy of that third party site and contact the owner or operator if you have any concerns or questions.

16 or Under

If you are aged 16 or under‚ please get your parent/guardian's permission beforehand whenever you provide personal information to the Site. Users without this consent are not allowed to provide us with personal information.

Contact us

If at any time you would like to contact us with your views about our privacy practices, or with any enquiry relating to your personal information, you can do so through the "contact us" link on our Site.

Transferring your information outside of Europe

As part of the services offered to you through the Site, the information which you provide to us may be transferred to countries outside the European Union ("EU"). By way of example, this may happen if any of our servers are from time to time located in a country outside of the EU. If we transfer your information outside of the EU in this way, we will take steps to ensure that it is to a country with data protection laws which are at least as stringent as those in England.

 If you use our services while you are outside the EU, your information may be transferred outside the EU in order to provide you with those services.


Any changes we make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by email or highlighted on our Site.


GDPR Privacy Notice

Age UK Westminster is committed to protecting the privacy and security of your personal information.

We are a data controller.  This means we are responsible for deciding how we hold and use personal information about you. This notice explains to you what decisions we have taken in relation to that information.

Read Our GDPR Privacy Notice