The Tri-Life Challenge is a UK registered charity under charity number:
1173182. Founded in 2013 and registered in 2017.
1173182. Founded in 2013 and registered in 2017.
© 2025 Tri-life. All Rights Reserved.
INTRODUCTION
We understand that the privacy of all of our donors, fundraisers, sponsors, supporters and beneficiaries is important to them and that they care about how their personal data is used. In this Privacy Notice, we refer to them all of those individuals as “you” for convenience.
We respect and value your privacy and will only collect, hold, use, or share your personal data in ways that are described here, and in a way that is consistent with our obligations and your legal rights.
The Tri-Life Charity is a registered charity no: 1173182 and is a charitable unincorporated association whose main office address is at 86 Twickenham Road, ISLEWORTH, TW7 6DL.
Data Protection Officer: Jamie Mills
Email address: jamie-mills@tri-life.org.uk
Telephone number: 07340 308 869
Postal address: Office 203, 893 Great West Road, Brentford. TW7 5PD
This Privacy Notice explains the types of your personal data that we collect, how it is collected, how it is held, how we use it, and how it is processed. It also explains your rights under data protection legislation relating to your personal data. Further information about your rights can also be obtained from the Information Commissioner’s Office or your local Citizens Advice Bureau.
Personal data is any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier. Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers. The personal data that we collect and use is set out in paragraph 5 below.
Under the data protection legislation, you have the following rights, which we will always work to uphold. You have the right to:
As to how to contact us for more information about our use of your personal data or exercising your rights as outlined above, see paragraph 11 below.
It is important that your personal data is kept accurate and up-to-date. If any of the personal data we hold about you changes, please keep us informed as long as we have that data.
If you wish to make a complaint about our use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office but please contact us first (see paragraph 11 below) so that we might try to resolve your concerns ourselves.
We may collect and hold some or all of the personal data set out below, using the methods set out there.
| Data collected | How we collect the data |
| Identity Information including name and date of birth. | provided by you, or by direct interaction with you, or via our website. |
| Contact information including name, contact number, email, address. | provided by you, or by direct interaction with you, or via our website. |
| Payment transactional information including card payment details for event registration and bookings, and for the charity’s own financial recordings. | provided by you, or by direct interaction with you, or via our website. |
| Data, including contact information, profile information, from publicly available sources and from the following third parties: Charity Commission, the Fundraising Regulator and The Charity Challenge. | received from publicly available sources and/or provided by a third party for example an event organiser or fundraiser, in this example our partner The Charity Challenge. |
| Further data to confirm your identity will be required for Trustee and Volunteer roles. | provided by you, or by direct interaction with you, or via our website. |
Under UK data protection legislation, we must always have a lawful basis for using personal data. The following table describes how we may use your personal data, and our lawful bases for doing so:
| What we do | What data we use | Our lawful basis |
| Administering our charity. | Contact, identity and payment. | Legitimate interest(s). |
| Managing our relationship with you, e.g. as a volunteer or employee | Contact, identity and payment, third party data and further identity data. | Lawful basis for contract purposes, necessary for the performance of our contract with you for provision of services or taking steps necessary to enter into a contract. |
| Supplying our services to you. | Contact, identity and payment, third party data and further identity data. | Lawful basis for contract purposes, necessary for the performance of our contract with you for provision of services or taking steps necessary to enter into a contract. |
| Managing payments for our services. | Contact, identity and payment, third party data and further identity data. | Legitimate interest(s) to take and process payments and donations. |
| Signing you up as a participant. | Name, email and contact number. | Contract. By paying your registration fees you have entered into a contractual relationship with us as set out in our event terms and conditions. |
| Communicating with you, including where you enquire about us and our work, activities, volunteering, events. | Name, email, contact number if provided. | Legitimate interest(s) to respond to your enquiries. |
| Supplying you with information about our work by email where you have opted-in-to that. (You may opt-out at any time by unsubscribing from our marketing emails). | Name, email. | Consent. You have given your active permission. |
| Receiving a donation from you and claiming Gift Aid on your donations. | Name, email, address, contact number. | Lawful basis – legitimate interest(s) necessary for us to fulfil your intention of donating money and your expectation of a confirmation message. |
| Manage our events. | Name, email, address, contact number. | Lawful, legitimate interest(s) necessary for us to hold and administer the event. |
With your permission and/or where permitted by law, we may use your personal data for marketing purposes, which may include contacting you by email AND/OR telephone contact number AND/OR text message with newsletters, fundraising appeals, campaigns, or other information or with information about our products or services. You will not be sent any unlawful marketing or spam. We will always work to fully protect your rights and comply with our obligations under the UK data protection legislation and the Privacy and Electronic Communications (EC Directive) Regulations 2003, and you will always have the opportunity to opt-out.
We will always obtain your express opt-in consent before sharing your personal data with third parties for marketing purposes (and we will tell you who they are), and you will be able to opt-out at any time.
We will only use your personal data for the purpose(s) for which it was originally collected unless we reasonably believe that another purpose is compatible with that or those original purpose(s) and need to use your personal data for that purpose. If we do use your personal data in this way and you wish us to explain how the new purpose is compatible with the original, please contact us using the details in paragraph 11 below.
If we need to use your personal data for a purpose that is unrelated to, or incompatible with, the purpose(s) for which it was originally collected, we will inform you and explain the legal basis which allows us to do so.
In some circumstances, where permitted or required by law, we may process your personal data without your knowledge or consent. This will only be done within the bounds of the data protection legislation and your legal rights.
We will not keep your personal data for any longer than is necessary in light of the reason(s) for which it was first collected. Your personal data will therefore be kept for the following periods (or, where there is no fixed period, the following factors will be used to determine how long it is kept):
| Type of data | How long we keep it |
| Identity Information including name and date of birth. | 6 years for identity and contact data. |
| Contact information including name, contact number, email, address. | 6 years for identity and contact data. |
| Payment transactional information including card payment details for event registration and bookings, and for the charity’s own financial recordings. | 7 years for financial and transactional data. |
| Data, including contact information, profile information, from publicly available sources and from the following third parties: Charity Commission, the Fundraising Regulator and The Charity Challenge. | 6 years for identity and contact data. |
| Further data to confirm your identity will be required for Trustee and Volunteer roles. | 6 years for identity and contact data. |
We will only store or transfer your personal data within the UK. This means that it will be fully protected under the data protection legislation.
AND
We will only store or transfer your personal data within the European Economic Area (the “EEA”). This means that your personal data will be fully protected under the data protection legislation and/or to equivalent standards by law.
Please contact us using the details below in paragraph 11 below for further information about the particular data protection mechanism(s) used by us when transferring your personal data to a country outside the UK. The security of your personal data is essential to us, and to protect your data, we take a number of important measures, including the following:
We will not share any of your personal data with any third parties for any purposes, subject to the following exceptions.
If we merge or partner with another charity or organisation our assets, your personal data may be transferred to another charity. Any such new owner of our charity may continue to use your personal data in the same way(s) that we have used it as specified in this Privacy Notice.
In some limited circumstances, we may be legally required to share certain personal data, which might include yours, if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority.
We may sometimes contract with the following third parties to supply services AND/OR events.
| Recipient | Activity carried out | Sector | Location |
| CHALLENGES UN LIMITED Company number 03786692 T/A Charity Challenge | Charity tour operator, and facilitator. | Business. | UK and worldwide for events. |
If any of your personal data is shared with a third party, as described above, we will take steps to ensure that your personal data is handled safely, securely, and in accordance with your rights, our obligations, and the third party’s obligations under the law, as described above in paragraph 8.
If you want to know what personal data we hold about you, you can ask us for details of that personal data and for a copy of it (where any such personal data is held). This is known as a subject access request (“SAR”).
All SARS should be made in writing and sent to the email or postal address shown in paragraph 11.
There is not normally any charge for a SAR. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding.
We will respond to your SAR within 30 days and, in any case, not more than 1 month one month of receiving it. Normally, we aim to provide a complete response, including a copy of your personal data within that time. In some cases, however, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. You will be kept fully informed of our progress.
To contact us about anything to do with your personal data and data protection, including to make a SAR, please use the following details (for the attention of Jamie Mills, Data Protection Officer:
Email address: jamie_mills@tri-life.org.uk
Telephone number: 07340 308 869
Postal Address: Office 203, 893 Great West Road, Brentford. TW7 5PD
We may change this Privacy Notice from time to time. We will let you know of any changes by email and on our website.
© 2025 Tri-life. All Rights Reserved.