Last reviewed 30 September 2026 by the Trust · Next review due September 2029
The WW1 Aviation Heritage Trust keeps First World War aeroplanes flying, tells the stories of the men who flew them, and works with schools. To do that we hold some information about the people who support us, visit us and learn with us. This notice explains, in plain terms, what we hold, why, who else sees it, how long we keep it, and what you can ask us to do with it.
We are a small charity run by volunteers. We do not sell, rent or swap anyone’s details, we do not let other organisations market to you, and we only ask for what we need.
Who we are
WW1 Aviation Heritage Trust Ltd is responsible for your information (the “data controller”). We are a company registered in England and Wales, No 08753767, and a registered charity, No 1156699. Our registered office is 3 The Willows, North Warnborough, Hook, Hampshire RG29 1DR. We are registered with the Information Commissioner’s Office, registration number ZA321290.
For anything about your information, email info@ww1aviationheritagetrust.co.uk or write to us at the address above.
What we hold, and why
If you give to the Trust
Your name, email address, home address and the amount and date of your gift. We use them to take the payment, send you a receipt and keep the charity’s accounts. If you give monthly by card, PayPal collects each payment and tells us when it has, and we record it. If you give by standing order, we record each payment when it reaches our bank. How to change or stop a regular gift is explained in our Donations Policy.
Gift Aid. If you make a Gift Aid declaration, we keep the declaration itself: your name, your home address and postcode, the wording you agreed to and the date. HM Revenue and Customs requires us to hold it so that we can claim tax back on your gifts, and we send HMRC your name, house number and postcode with each claim. You can cancel a declaration at any time by telling us.
If you become a member
Your name, email address, phone number if you give it, home address, the membership you chose, your member number and the dates your membership runs. We also ask for a photograph, because it goes on your membership card. We use these to run your membership, produce your card, remind you when it is due for renewal and keep you in touch with the Trust’s work. Our membership is run through membermojo, an online membership service, which holds these details for us.
Your photograph is used only for your membership card. It is never published.
If you buy from our shop
Your name, email address, phone number and delivery address, and what you ordered. We use them to send your order and for our accounts.
If you are a teacher or a school
When you book a visit or register for the Poetry Plane, we hold your name, your school’s name and address, your email addresses and phone number, and the details of the booking, such as the date and the number of pupils. We use them to organise the visit or the project and to keep in touch about it. We do not collect pupils’ names through the website. Children’s poems are handled through the school, and the school decides what is shared.
If you send us a Great War story
Your name and email address, and the story, photographs and documents you send. We use them to consider the story for publication and to contact you about it. We will not publish your own contact details, and we will not publish a story without your agreement.
If you get our newsletter
Your email address and name, and for schools the school’s name. We use them to send you Airside and news of the Trust’s work. Every newsletter has an unsubscribe link, and you can also just tell us to stop.
If you simply visit the website
Like every website, our server records each request it receives, including the visitor’s IP address, the page asked for, and the browser. We use these logs to keep the site secure and to count visits in total. We do not use them to identify individual visitors, and we do not use advertising or tracking cookies.
Our lawful reasons
Data protection law asks us to say why we are allowed to use your information:
- To do what you asked us to. Taking your gift, running your membership, sending your order, or arranging your school’s visit (a contract with you, or steps you asked us to take).
- Because the law requires it. Keeping financial records, and keeping Gift Aid declarations for HMRC.
- Our legitimate interests as a charity. Keeping in touch with members, supporters and the schools we work with about the Trust’s work, keeping the website secure, and counting visits. We only rely on this where it would not override your own interests.
- Your consent. For the newsletter, and for publishing a story you send us. You can withdraw consent at any time.
Who else sees it
Only the organisations that help us do the jobs above, and only what each one needs:
- PayPal processes card and PayPal payments. We never see or store your full card number.
- membermojo runs our membership records, and holds members’ details and photographs for us.
- Club 121 produces our membership cards. They receive your name, member number, membership type, expiry date and photograph.
- HM Revenue and Customs receives the Gift Aid details described above when we make a claim.
- Brevo sends our newsletter.
- SendGrid delivers the emails the website sends, such as receipts and booking confirmations.
- Our web host runs the server the website and its records live on.
- Google reCAPTCHA checks that forms on the site are filled in by a person rather than a program.
Some of these companies store or process information outside the UK, including in the United States. Where they do, they are required to protect it to the standard UK law expects, using safeguards approved for that purpose.
We will also share information if the law requires us to, for example with HMRC or the Charity Commission.
How long we keep it
- Gifts, orders and Gift Aid declarations: six years after the end of the financial year they relate to, or after the last Gift Aid claim a declaration supports, whichever is later. This is what the law and HMRC require.
- Membership: while you are a member, then two years after your membership ends, in case you decide to rejoin. After that, your photograph is deleted and we keep only what the accounts need.
- School bookings and Poetry Plane registrations: for three years after the visit or project, so that we can keep in touch with schools we have worked with.
- Great War stories: stories we publish become part of the Trust’s archive. Your contact details are kept for as long as the story is held, so that we can reach you about it.
- Newsletter: until you unsubscribe.
- Server logs: no longer than needed for security and counting visits.
Cookies
We keep cookies to a minimum:
- Shop cookies remember what is in your basket while you shop. They are needed for the shop to work.
- Login cookies are used only by the Trust’s own administrators.
- Google reCAPTCHA, on pages with a form, may set cookies to tell people from programs.
- YouTube: some pages show our films through YouTube’s player, and YouTube may set its own cookies when that player loads. YouTube’s use of them is covered by Google’s privacy policy.
We do not use analytics, advertising or social media tracking cookies. You can block or delete cookies in your browser settings. The shop will not work without its own cookies, but everything else on the site will.
Your rights
You can ask us for a copy of the information we hold about you, ask us to correct it, ask us to delete it, ask us to stop using it or to limit how we use it, and object to our using it for keeping in touch. Where we rely on your consent, you can withdraw it at any time. Some requests have limits: we cannot delete Gift Aid or financial records while the law requires us to keep them. We will tell you if that applies.
To make any of these requests, email info@ww1aviationheritagetrust.co.uk. We will reply within one month.
If you are unhappy with how we have handled your information, please tell us first so that we can try to put it right. You also have the right to complain to the Information Commissioner’s Office: ico.org.uk/make-a-complaint, telephone 0303 123 1113.
Changes to this notice
We review this notice at least every three years, and whenever we change how we use your information. The date of the last review is shown at the top of this page.