Musana UK Privacy and Cookie Policy
Approval and publication date: 12 October 2026
Musana UK respects your privacy. This policy explains how we use personal information when you visit our UK website, donate, subscribe to updates, contact us or take part in our activities.
Who we are and how to contact us
Musana UK is the operating name of Musana Community Development Organisation, registered in England and Wales as charity number 1186895. We are the data controller for the information covered by this policy.
Email: info.uk@musana.org
Post: Privacy enquiries, Musana UK, 1 Knightswood View, Station Lane, Chandler’s Ford, Hampshire, SO53 4EN.
Website: musana.org/uk
Information we collect and why
We collect information you give us through forms, donations, newsletter subscriptions, correspondence and participation in our activities. This may include your name, contact details, donation history, regular giving instructions, Gift Aid declarations, communication preferences and booking details. Our fundraising services, Beacon and Fundraise Up, provide information needed to administer donations.
We use this information to process donations, send receipts, administer Gift Aid, maintain records, answer enquiries, arrange activities and keep subscribers informed about our work.
Musana UK staff cannot view full payment card or bank details through our donation services. Please do not email us payment card details.
For trips, our Google Workspace form asks for passport details and relevant information that could affect participation, including medical conditions and dietary needs. We use this internally for risk assessment and support planning, including medical access and travel insurance arrangements. Providing this information is at the participant’s discretion. Medical information is not shared with travel providers or other Musana offices.
Our reasons for using information
We rely on legitimate interests to administer donations, respond to enquiries, manage supporter relationships and organise trips, including assessing risks and planning support. These interests must be balanced against your privacy rights.
We rely on legal obligations for applicable tax, accounting and Gift Aid requirements, and consent for newsletter subscriptions and website technologies that require it.
Newsletters and your choices
We use Emma to send newsletters to people who subscribe. You can withdraw your consent using the unsubscribe link or by emailing info.uk@musana.org.
Donation receipts and essential trip or booking messages are separate from newsletters. We remove people from the active mailing list when they unsubscribe or we are informed that they have died.
Sharing and protecting information
Access to UK donor records within the Musana network is restricted to Musana UK. UK staff have individual logins protected by two-factor authentication. Only the UK Director and UK fundraising assistant can access trip form responses.
Relevant passport and travel details may be shared with providers where needed for travel arrangements or visa purposes.
Our providers include Beacon and Fundraise Up for fundraising, Emma for newsletters, Google Workspace Forms for trip information and CookieYes for cookie preferences. They process information relevant to their services.
We may share relevant information with HMRC for Gift Aid, advisers for accounting or audit, and authorities where required by law. We do not sell personal information or rent supporter lists.
Our providers may process information outside the UK, including in the United States. Data-processing agreements govern their handling of information. Fundraise Up’s agreement includes standard contractual clauses and the UK transfer addendum. Google Workspace uses the UK Extension to the EU–US Data Privacy Framework for covered transfers and contractual clauses where applicable. Emma’s provider also describes contractual safeguards for international transfers.
Contact us for details or copies of the safeguards relevant to your information.
How long we keep information
Donor, donation and Gift Aid records are kept for six years after the end of the relevant accounting year.
Newsletter mailing-list details are kept while you remain subscribed, until you unsubscribe or we are informed that you have died.
Trip form responses, including passport and medical information, are kept outside our supporter CRM and deleted after the trip under our trip policy.
Other records are retained according to their purpose, applicable legal requirements and unresolved enquiries or disputes. Unsubscribe records are separate from the active mailing list. Contact us about retention of a particular record.
Cookies and your preferences
Cookies and similar technologies store or access information on your device. Some support essential security, donations and remembering your choices. Others support optional features, analytics, performance or advertising. They can contain personal identifiers.
CookieYes offers Customise, Reject All and Accept All. Use the cookie preferences control to change your choices. We seek consent for technologies that require it. Necessary technologies remain active; some videos and other optional content may be unavailable until you accept the relevant category.
Read this alongside our current CookieYes declaration for cookie names, providers, purposes and durations. Services may include Google, YouTube and donation or form providers.
Browser settings also let you manage cookies, although blocking all cookies can affect requested services.
Your rights, complaints and updates
Depending on the circumstances, you can:
- Request access to your personal information.
- Ask us to correct inaccurate information.
- Request deletion or restriction of your information.
- Request portability of your information.
- Object to processing based on legitimate interests.
- Withdraw consent where we rely on it.
You can object to direct marketing at any time. Some rights have exceptions, including where records must be kept to meet legal obligations.
To exercise your rights, contact info.uk@musana.org. We may need to verify your identity.
You can complain to us or to the Information Commissioner’s Office at ico.org.uk/make-a-complaint or on 0303 123 1113.
We review this policy when our activities, systems or legal obligations change and publish updates on our UK website.
