Our privacy policy

About Shivia

Shivia is a UK Registered Charity (charity number 1126444) and a company limited by guarantee (company number 6596925). Shivia’s registered office is SHIVIA, c/o EFG Private Bank, Leconfield House, Curzon Street, London W1J 5JB.

You can contact us here:

Email: admin@shivia.com

Phone: 07879 440898

Shivia is registered with the ICO. Our Data Protection Officer can be contacted via admin@shivia.com

About this document

This privacy policy sets out the way we collect and process your personal data and we’ve created this Privacy Policy to make sure you are aware of how we use your personal data. This policy is effective from 25th May 2018. We may amend and reissue this policy at any time without prior notice to you being required.


Personal information means any information relating to an identifiable person who can be directly or indirectly identified by it. This includes a person’s contact details, images of them and their IP address.

In other words, personal information is anything which can be used to identify you, either by itself or when combined with other information.

Processing means any operation or set of operations which is performed on personal data or on sets of personal data, whether or not by automated means, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.

In other words, processing refers to all stages of collecting, storing and using your personal information.

What information we collect

We process any personal information you actively provide to us, including from donation and payment transactions, enquiries and surveys and forms. Website usage information is collected using cookies.

Click for list of information we may collect
  • Names
  • Postal addresses
  • Email addresses
  • Telephone/mobile numbers
  • Contact preferences
  • Bank details
  • Taxpayer status (to understand if we can claim Gift Aid)
  • Gender (where this is appropriate, such as when you register for a running event)
  • Information about how people support us
  • Correspondence and details from interactions with our staff and trustees
  • Information that is publicly available
  • IP addresses and web browsers (and versions) used
  • Information on how people use our website, using cookies and page tagging, to help us improve the website and our services
  • Any other personal information provided to us
  • Your photographic image may appear in pictures we display on our website

Why we collect personal information and what we do with it

We collect information purely for the purpose of helping our work towards our charitable mission and objectives.

What we do with the information we collect
  • administer donations (including keeping records of our supporters’ relationships with us)
  • administer enquiries including volunteering and job applications
  • contact people with updates on our work, including newsletters and our Annual Review
  • contact people about opportunities to support our work, engage in fundraising and attend events
  • help us make our website work better
  • show us how people are using our website, so that we can keep improving it
  • understand why people support our work, so we can better meet their needs and find more people like them
  • analyse it alongside publicly available information to carry out due diligence on our donors and to help tailor our communications and products

In any case, we will only process personal information when at least one of the following conditions applies (as defined by the GDPR):

  • You have given your express permission for us to do so (in that way and for that reason)
  • It is necessary in order to deliver contracted goods and services
  • We have a legal obligation
  • There is a legitimate interest (when it is not obviously annoying or intrusive and would reasonably be expected)

Generally, we only use email for our communications but we may also contact you by post, telephone or SMS, in line with how you have agreed to be contacted. You can change how you hear from us at any time.  Please email admin@shivia.com

How we collect personal information

We collect information in the following ways:

When you interact with us
For example, when you make a donation, complete a form or attend an event. Sometimes you might be interacting with an organisation or individual working on our behalf, but we are still responsible for your information.
When you interact with third parties
For example, when you make a donation through a third-party website (JustGiving, Virgin Money Giving, Global Giving, PayPal) and give your permission for your information to be shared with us. We won’t have access to your information if you do not give consent.
When you visit our website
We may gather information to help us improve the online experience, such as which pages you visit most often. Like most websites, we use cookies to help us do this but wherever possible, we use aggregated or anonymous information that does not identify individuals. Depending on the type of device that you are using to access our website, your apps and your settings may supply us with additional information about the type of device, the operating system you are using and details associated with this.
Social Media
If you engage with us on social media and messaging services like Facebook, Instagram, WhatsApp or Twitter, you might give us permission to process information from those accounts. The data we are given access to by social media services will vary but will always be in line with the Terms of that particular service. We will not be able to access your private messages, photos, etc. It will just be anything you specifically send to us and possibly information about you as a person, e.g. your age, where you live, etc. which might be pooled with other information to draw a general profile of our audience on that service.
From other information that is available to the public
To help us tailor our communications, we may use information from publicly available sources such as Companies House or information published in the media.

Sharing your information

We will always keep your details safe and will not sell or swap your information with any other organisation. We may share your information with trusted partners, agents or service providers to help us with our work or to help us better understand our supporters. These partners will only use your information under our instruction and will not use it for their own purposes.

We may share your data with the following organisations:

Salesforce is a leading, international CRM (customer relationship management) software and cloud computing company. We have partnered with Salesforce on a pro-bono basis and volunteers from the company have developed a donor and contact database for Shivia. https://www.salesforce.com/uk/
Mailchimp is an email marketing and communication platform for small businesses. We use the platform to send email communications to Shivia’s contacts, including newsletters, our Annual Review, information about events and fundraising campaigns. Contacts are able to unsubscribe from this list at any time.
BACS, HMRC and Paypal
We may share personal information in order to process donations and Gift Aid claims.
Shivia’s website and email server is hosted by Ionos.

Access to your personal information is restricted to those who require it to do our work and all staff with access to your personal data are trained in how to keep it safe.

We may disclose personal information if required to do so by law or if we believe that such action is lawful and necessary to protect and defend the rights, property or personal safety of Shivia and our stakeholders and for other lawful purposes.

We cannot be responsible for the privacy policies and practices of other websites, even if you access them using links from our websites and we recommend that you check the policy of each site you visit.

How long we keep your information

We will hold your personal information on our systems for as long as it is lawful and necessary to do so. This is so that we can provide the services, products or information you have requested, administer your relationship with us, ensure we don’t communicate with you if you’ve asked us not to and comply with the law.

We may keep information relating to gifts in wills indefinitely so that we can administer these gifts and communicate appropriately with the families of those leaving Shivia a legacy.

Your rights

We employ safeguards to protect your privacy and you are in control of your data and how we communicate with you.  You may request access to the data we hold on you by contacting us at this address: admin@shivia.com

Under data protection law, you have the following rights regarding our processing your personal information.

For more information on your full rights, please visit see the Information Commissioner’s Office website, currently at this address: https://ico.org.uk/

Request access
Request access to your personal data (commonly known as a “data subject access request”) This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it;
Request correction
Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
Request erasure
Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have exercised your right to object to processing.
Object to processing
Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal data for direct marketing purposes.
Restrict processing
Request the restriction of processing of your personal data. This enables you to ask us to suspend the processing of personal data about you, for example if you want us to establish its accuracy or the reason for processing it. You can also withdraw your consent, where this is the basis for our processing your data (without affecting the lawfulness of our previous processing based on consent).
Request the transfer of your personal data to another party.
You have the right to obtain a copy of any personal information you have provided to organisations in a machine-readable format so you can easily transfer it to other organisations providing similar services. Any copies of personal information Shivia provides upon such a request will be provided in plain text format.

The above rights are not absolute, and we may be entitled to refuse requests where certain exceptions apply.

For more information, or to change the way we contact you or to exercise your rights, please email admin@shivia.com

How we use cookies

Our website also uses cookies.  Cookies are small text files that are placed on your computer or mobile phone when you browse websites. Click here to go to our cookie policy.


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  • It has been a pleasure to help shine a light on the inspirational work that Shivia does. The team’s passion and determination to make a lasting difference to families living in poverty – and doing so respectfully – is clear in every interaction. By contributing support for their marketing communications and brand identity evolution, we hope that they will be able to empower even more people in the future.
    Rebecca Lovelock
    Founder at Bretom
  • Shivia’s work is very impressive - how it is carried out and who the people are working in the locations.  It is a very healthy and together team which is being very effective.
    Jane Meyer
    Trustee of T&J Meyer Family Foundation
  • "The work Shivia does is simple and yet so life-changing, we’re thrilled to have been part of the charity’s growth story and hope to partner with them for many years to come.”
    Marisa Charosky
    Coordinator - Artemis Charitable Foundation
  • Agri-management Services has the capacity to deliver lasting change for our farmers. I have always felt that the farmers feed our nation while they can hardly afford to feed themselves. What an irony. So if my team and I are able to help farmers earn a sustainable income through agriculture, there’s nothing better than this.

    Joe Rao
    Lead Consultant for Shivia
  • I have witnessed first-hand how Shivia has not just changed but transformed people's lives with its livelihood programmes.
    Yasmine Hilton
    Chairman - Shivia
  • Alquity supports Shivia because they transform lives by giving people the opportunity to do things themselves and they do it with dignity.
    Suresh Mistry
    Director - Alquity