Privacy Policy

At South Wilts Mencap, we are committed to respecting and protecting your privacy online. We will keep any personal data you share with us safe and be clear whenever we are collecting data why we are collecting it and ensure that we don’t use your data for anything you wouldn’t reasonably expect.

This policy may be updated as we grow and develop as an organisation, we will update this page on the website with any changes so please check back here to ensure you are happy with the changes. If we make significant changes, we will make them clear on our website or by contacting you directly.

Who We Are

We are South Wilts Mencap (registered company in England and Wales no. 005585404), a Limited by Guarantee Company and we are affiliated to Royal Mencap Society. Our registered charity number is 1112202 in England and Wales.

Where We Collect Information

If you join one of our clubs, sign up for one of our activity days, send an enquiry, donate, or communicate with us, we will ask for your information to process your request.

Information available publicly

In some cases, we may access information made public, like Companies House or articles published in newspapers/magazines.

On our website

Our website utilises “cookies” which means that our website will remember you. Cookies are small text files that our site transfers to your computer, phone or tablet. Cookies make using our website easier and faster for example automatically filling out forms if you have filled them out before.

We also will be able to view the specific type of device, operating system and settings you have when you visit our website. Please contact your device manufacturer or operating system provider for more details on what information your device shares with us.

What Personal Data We Collect and How We Use It

Depending on the reason you are providing your data affects the type and quantity of information we request.

If you support us by donating, volunteering, joining a club, or apply for a grant
We will usually collect:

  • Your name
  • Your contact details
  • Your date of birth
  • Your bank details

We will only use this data to:

  • Provide you with the services, admission to club or information you asked
  • Administer your donation, including processing gift aid
  • Where successful, award the grant you applied
  • Keep a record of your relationship with us
  • Record your contact preferences
  • Deal with complaints and enquiries relating to our website

Direct Marketing

On every form, we will ask for your consent to contact you to let you know the difference you are making or to ask for donations or other support. If you don’t want to hear from us let us know by calling 07831 474509 or by e-mailing

Children’s Data

We may collect information from children, we aim to manage this data in a way which is appropriate to the age of the child. This information is usually collected when children attend our clubs. Where possible we will seek consent from a parent or guardian before collecting information about children.

How Long We Store Your Data

The period of which we keep your information depend on the purposes we collected the data. We will not keep your personal information for longer than necessary for our charitable purposes or for legal requirements.

How We Keep Your Data Safe

South Wilts Mencap will ensure that your data is protected through a series of technical controls including encryption and the necessary security on our website.

We will also ensure that your data is only accessible to appropriately trained staff and volunteers.

We will not sell or rent your information to third party organisations, and we will not share your personal information for others to use in their marketing or fundraising.

When delivering some of our activities we will share your details with third parties such as Wiltshire Council. When sharing data, we will ensure we have a Data Processing Agreement in place and take steps to make sure they provide an adequate level of protection in accordance with UK data protection law.

We may be required to disclose your details to the police, regulatory bodies or legal advisors.
We will only ever share your data in other circumstances if we have your explicit and informed consent.

External Websites

Please be aware that our website contains links to other websites. Once you have accessed these links and leave our site we do not have any control over the website you are visiting. We cannot therefore be responsible for the protection and privacy of information provided on external sites as they are not governed by our privacy policy. Please check the website’s privacy policy to ensure you protected on that website.

Finding Out What We Know About You, Making Changes or Asking Us To Stop

You have a right to ask us to stop processing your personal data, and if it’s not necessary for the purpose you provided it to us for, (e.g. processing your grant or registering you for a club) we will remove you. Contact us 07831 474509 or email if you have any concerns.

You have a right to ask for a copy of the information we hold about you. If you want access to your information, please give us a call on 07831 474509 and we’ll guide you through the process. For further information please see

Please note: to ensure we release information to the right person we cannot process these requests over e-mail. Please write to SWM Secretary, 16 Catherine Street, Salisbury, SP1 2DA

Our use of cookies

What is a cookie?

Cookies are small pieces of information sent to your computer and stored on your hard drive. These pieces of information are then used to improve your experience of our website. Cookies cannot be used to identify you personally. We use cookies to:

  • remember certain information about users so they do not have to give the same information more than once
  • measure how people use our website so we can improve the way information is provided
  • display advertisements based on what parts of the Royal Mencap Society website users have viewed – this is done by placing a cookie on your web browser, for example Google Chrome.

You can find out more about cookies and how to delete or control them at:

The cookies we use

Cookies set by the South Wilts Mencap website:

We use Drupal session cookies (SESS__). A session cookie only lasts for the duration of your visit. A web browser normally deletes session cookies when it quits. These cookies allow the South Wilts Mencap website to work correctly for areas like forums and search tools.

Cookies set by third parties:

We also use Google analytics cookies (__utma, __utmb, __utmc, __utmz), which are used to measure how people use our website. We look at reports to make sure that our website is providing the best possible service for our users. Google analytics does not identify you personally – it just collects data about your visit to our website.