Charity Data Privacy Basics Without the Jargon
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A clear guide to the data privacy basics charities need to understand, from consent to storage and retention.
Privacy is not just a legal issue. It affects trust, reputation and the quality of the relationships a charity builds with supporters and service users.
The good news is that a small charity does not need a large compliance function to do the basics well.
Start with a simple data map
Know what information you hold, why you hold it and where it lives.
- Supporter names and addresses.
- Email addresses and consent records.
- Staff and volunteer information.
- Service user data where relevant.
Keep consent and retention clear
- Record what people agreed to when they gave you their data.
- Explain what you will use the data for.
- Set time limits for keeping information you no longer need.
Practical controls
- Use access controls for sensitive data.
- Review old files and delete what is no longer needed.
- Train staff on what counts as a safe and proper use of data.
Make the process usable
If the process is too complex, people will work around it. Keep privacy rules short, visible and tied to real tasks.
This guide is part of our Charity Digital and Data hub, where you can explore every practical guide in this area.
Frequently asked questions
Why should charities care about data privacy?
Because charities handle personal information about supporters, staff, volunteers and service users, and that data needs to be used responsibly and kept secure.
What is the first step for a charity?
Map the data you collect, where it sits, who can access it and how long you keep it.
How can a small charity keep it manageable?
By keeping a short data inventory, clear retention rules and a few simple policies that people can actually follow.
Sources
External references used in this article. Links open on the original publisher’s site.
- ICO: Guide to data protectionICO · Accessed 27 Jul 2026
- ICO: Data protection for charitiesICO · Accessed 27 Jul 2026
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