Letter From Santa Privacy Notice

This Privacy Notice sets out the data processing carried out by YHA (England & Wales) (‘YHA’, ‘we’, ‘our’) for our 2025 Letter From Santa fundraising activity. The notice explains how we will collect any personal data required to organise the letter(s), the rights you have with regard to the use of your data, how you can contact us to exercise your rights and what you might need or want to share with family and friends whose data you share with us to facilitate your letter(s).

Who we are

YHA (England & Wales) is registered with the ICO (Z6434257). You can contact us in the following ways: Email us: [email protected] Call National Office: 01629 592700, Write to us: Data Protection Team, YHA (England & Wales), Trevelyan House, Dimple Road, Matlock, DE4 3YH

Processing purposes

We are providing a Letter from Santa service and to do that we require names, addresses and some background information on the intended recipients, and about the senders. As a letter sender you may also make a donation and we will collect card payment data in order to process this payment and may contact you where you have agreed to receive marketing from us.

Lawful bases and data retention

We rely upon legitimate interest (Art 6(1)f) for the processing of your data and of the letter recipients’ data. We do not anticipate processing any Special Category data for this purpose and do not require you to provide such information, about yourself or the letter recipient.

We will hold the letter recipient’s data for 3 months to ensure correct delivery before secure disposal of that information. If you make a donation we will retain your data until 7 years after the data of your last donation. If you sign up to our marketing list we will keep your data while you are a subscriber, but you can unsubscribe at any time.

Your rights

Under data protection law, you have rights over the use of your data, the rights available to you depend on our reason for processing your information. You can read more about your rights on the ICO website and on the YHA website privacy notice. Please send any questions or requests to [email protected].

Where we rely upon your consent to process your personal data you have a right to withdraw that consent at any time and you should contact us to request this ([email protected]).

Complaints

If you feel we have mishandled your data please contact us with details so we can review the situation. You also have the right to contact the Information Commissioner’s Office (ICO) https://ico.org.uk/global/contact-us/.