Privacy Policy

This privacy policy sets out how we collect, use, and protect personal information that you provide when using our charity clothes collection service. We are committed to ensuring that your privacy is protected in accordance with applicable data protection legislation.

We comply with all requirements of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy explains in detail what information we collect, why we collect it, how we use it, who we share it with, and how long we retain it.

By using our service, you agree to the collection and use of information in accordance with this policy.


Personal Data We Collect

When you donate or order through “The TIN Wardrobe” The specific categories of personal data we collect include:

Your full name and email address, including in some cases your mobile phone number. We also collect your full collection address, including street address, city, and postcode, as this is essential for our drivers to locate and complete the collection. We will also be taking photographs to relist donated items which you are consenting to when you donate with us.

For security and fraud prevention purposes, we automatically collect certain technical information when you use our website, including your IP address, browser type and version, and device information. This data helps us protect our systems and detect any suspicious activity.


Legal Basis for Processing Your Data

Under UK GDPR, we must have a valid legal basis to process your personal data. As the data controller, Fashion Inc Ltd (registered in England and Wales, at Clarence House, Clarence road, Newport, Gwent, NP19 7AA) relies on the following legal grounds:

Contractual necessity: When you order or donate with us, you enter into a contract for services. Processing your personal data (name, contact details, address) is necessary to fulfil this contract and provide the collection service you have requested. Without this information, we would be unable to complete your booking.

Legitimate interests: We process technical data such as IP addresses and browser information based on our legitimate interest in maintaining the security of our systems, preventing fraud, and improving our website functionality. We have assessed that these interests are not overridden by your rights and freedoms.

Legal obligation: In some cases, we may be required to retain certain data to comply with legal obligations, such as responding to valid legal requests or maintaining records for tax purposes.


How We Use Your Personal Data

The personal information we collect is used exclusively for the following specific purposes related to providing and improving our charity collection service:

We use your contact details and address to process and fulfill your order or donation. Your email address is used to communicate any delays, changes or specific information about your order or donation. Email addresses of those ordering through our storefront are secured in the Shopify administrative suite and allow us to contact customers where necessary regarding changes to our services or upcoming events and projects.

Your information is shared with our operational team, including (but not always limited to) the stock manager, the website manager, the app manager, the operations manager and the charity manager.


Sharing Your Personal Data

We do not sell, rent, or trade your personal information to third parties for marketing purposes. However, to provide our collection service, we must share certain personal data with the following categories of recipients:

Service contractors and partners: We work with EVRI to deliver your orders. EVRI couriers will have access to your full address and name as you have provided it to us. To learn more about how EVRI handles customer data please check their privacy policy.

Technology service providers: Your order details are processed through Shopify which helps us coordinate and track orders. The providers of this software have access to your data solely for the purpose of providing their technical services to us and are contractually obligated to keep your information secure.

All third parties with whom we share your data are required to maintain appropriate security measures and to use your personal information only for the specific purposes we have instructed. They are prohibited from using your data for their own purposes or sharing it with others without our authorization.

We may also disclose your personal information if required to do so by law, court order, or governmental authority, or if we believe in good faith that such disclosure is necessary to protect our rights, your safety, or the safety of others.


Data Retention Period

We retain your personal information only for as long as necessary to fulfil the purposes for which it was collected and to comply with legal and regulatory requirements. Specifically, we retain all personal data related to your collections for a period of two years from the date of your last collection with us.

This two-year retention period is necessary to allow us to handle any queries, complaints, or disputes that may arise regarding your collection. It also enables us to maintain accurate historical records of our charitable collections and to provide you with information about your past donations if you request it.

At the end of the two-year retention period, we automatically and permanently delete all your personal information from our active systems and backup archives. This deletion is irreversible and ensures that we do not retain your data longer than necessary.


Security of Your Personal Data

We take the security of your personal information seriously and have implemented appropriate technical and organisational measures to protect it against unauthorised access, accidental loss, destruction, damage, or disclosure. These measures include secure data storage systems, encryption of data in transit, regular security assessments, and strict access controls.

Access to your personal data is restricted on a need-to-know basis. Only team members who require access to your information to perform their specific duties are granted such access, and they are required to maintain the confidentiality of all personal data they handle.

While we strive to protect your personal information, please be aware that no method of transmission over the internet or electronic storage is completely secure. We cannot guarantee absolute security but will always notify you promptly if we become aware of any breach that affects your personal data.


Your Data Protection Rights

Under UK GDPR, you have several important rights regarding your personal data. You have the right to be informed about how we use your data, which we fulfil through this privacy policy. You also have the following specific rights which you can exercise by contacting our team at admin@tinwardrobe.org.uk:

  • Right of access: You have the right to request a copy of the personal data we hold about you. We will provide this information in a commonly used electronic format unless you request otherwise.
  • Right to rectification: If you believe any of the personal data we hold about you is inaccurate or incomplete, you have the right to ask us to correct or complete it.
  • Right to erasure: In certain circumstances, you have the right to request that we delete your personal data. This right is not absolute and may not apply if we have a legal obligation to retain the data.
  • Right to restrict processing: You can request that we limit how we use your personal data in certain situations, such as when you contest the accuracy of the data.
  • Right to data portability: You have the right to receive your personal data in a structured, commonly used, and machine-readable format and to transmit that data to another organisation.
  • Right to object: You can object to our processing of your personal data where we rely on legitimate interests as our legal basis for processing.
  • Right to withdraw consent: Where our processing is based on your consent, you have the right to withdraw that consent at any time, though this will not affect the lawfulness of processing carried out before the withdrawal.


Right to Lodge a Complaint

If you believe that we have not handled your personal data properly or have violated your data protection rights, you have the right to lodge a complaint with the relevant supervisory authority. In Wales, this is the Information Commissioner's Office (ICO).

You can contact the ICO through their website by telephone at 0330 414 6421, or by post at:

Information Commissioner’s Office – Wales
2nd Floor, Churchill House
Churchill Way
Cardiff
CF10 2HH


International Data Transfers

We primarily process and store your personal data within the United Kingdom. In the event that we need to transfer your data outside the UK, we will ensure that appropriate safeguards are in place to protect your information and that the transfer complies with UK data protection laws.

 

Cookies and Similar Technologies

Our website uses cookies and similar tracking technologies to enhance your browsing experience and analyse website usage. For detailed information about the cookies we use and how to manage your cookie preferences, please refer to our Cookie Policy.


Changes to This Privacy Policy

We may update this privacy policy from time to time to reflect changes in our practices, legal requirements, or for other operational reasons. When we make significant changes, we will update the "last updated" date at the top of this policy.

We encourage you to review this privacy policy periodically to stay informed about how we are protecting your personal information. Your continued use of our service after any changes indicates your acceptance of the updated policy.

 

Questions and Requests

If you have any questions about this privacy policy or wish to exercise any of your data protection rights, we encourage you to get in touch.

Donating Clothes

Donors

When a donation of clothing is made to “The TIN Wardrobe” ownership of that clothing is transferred to us on receiving the item. You relinquish all rights, title, and interest in the donated items, and they become our property to process as we see fit.

Items are sorted, processed and listed on the website by our team. Items are not listed according to the date they were received, and not all donated items will appear on our online storefront. This is because some items will be sent to events, individuals and organisations on the discretion of the volunteers. We retain full discretion over how items are processed, listed and distributed.

Donation process and your responsibilities

You are responsible for preparing your items for collection by packing them securely for post or collection. You are responsible for making sure that donations are suitable for processing and redistribution at the time of donation, this includes cleaning and laundering any soiled garments, and ensuring they are in usable condition. Most clothing donations are received by post. The donor is responsible for paying for postage or courier costs for donations. A small selection of donations can be collected by a member of our team if the donation is large. This option is limited by volunteer availability, location and donation size.

We are not liable for donations that are damaged or lost in the post, as we have no control over what happens to packages in transit.

If you have arranged a collection that cannot be physically present and wish to leave items outside, please ensure they are protected from the weather and are safe from theft. We are not responsible for items stolen or damaged before our driver arrives.

To the fullest extent permitted by law, we exclude all liability for any indirect, consequential, or special losses or damages arising from use of our service. It is your responsibility to check all bags and pockets before donating items. We strongly advise removing any valuable, sentimental, or personal items before donation.

Right to refuse donations

We reserve the right to refuse donations in the following circumstances:

  • Items do not meet our acceptable items criteria
  • Items are in poor condition, dirty, damaged, or wet
  • The volume of items is exceeds our storage capacity
  • We believe the service is being misused for commercial purposes or waste disposal
  • Items pose a health and safety risk
  • You have previously misused our services
  • We are unable to collect a donation at the requested time or location
  • The donation offered is of items that are already over-represented in our stock
  • The donation is of items we do not process and redistribute (including but not limited to, children's clothing, jewellery, used underwear)

Our team is trained to make on-the-spot assessments of donations. Their decision to refuse items is final. If a donation is refused, we are under no obligation to help you find an alternative donation point.


Acceptable Use

Our collection service is intended for clothing that will be redistributed to service uses in the TIN and wider community. You must not:

  • Use our service for commercial or business purposes
  • Use our service as a waste disposal or clearance service
  • Present items that are un-sellable or unsuitable for resale
  • Make excessive or unreasonable donation requests
  • Provide false or misleading information in your booking
  • Abuse, harass, or behave inappropriately toward our team.

We reserve the right to refuse service to anyone who violates these terms or who we believe is misusing our service. Repeated violations may result in permanent exclusion from using “The TIN Wardrobe” services.

Ordering Clothes

Service Users


Ordering process and your responsibilities

You are responsible for ensuring the clothing that you order is the correct size and material. Product photographs are considered part of the description, and should be considered. Extreme damages are included in the listing, however due to the nature of second hand clothing, you should expect the clothing to be in a worn condition and not comparable to anything bought new.

We are not liable for orders that are damaged or lost in the post, as we have no control over what happens to packages in transit. The user is required to inform us of any extra labels of security a parcel might have to go through. Some addresses require the name on the parcel to match the legal occupier, and this should be considered when providing your details to us. We are not responsible for items stolen or damaged during transit or after delivery.

To the fullest extent permitted by law, we exclude all liability for any indirect, consequential harm caused by accessing our services or using items ordered from our store front. We provide safety booklets for any garments that might require extra vigilance from the user.

Right to refuse orders

We reserve the right to refuse orders in the following circumstances:

  • Relevant information is omitted or refused by the user
  • We believe the service is being misused for commercial purposes
  • You are outside of our operations area (we are a UK only service)
  • You have previously misused our services
  • You provide an invalid or incomplete address
  • You are under 13 and do not have the permission of a parent or guardian to use the service

If an order is refused, we are under no obligation to help you find an alternative service.


Acceptable Use

Our service is intended to be redistributed to service uses in the TIN and wider community. You must not:

  • Use our service for commercial or business purposes
  • Use our service with the explicit intent to resell items for personal profit
  • Use our service while not being a member of the intended demographic (transgender, intersex and non-binary people and the wider queer community)
  • Make excessive or unreasonable order requests
  • Provide false or misleading information in your order
  • Abuse, harass, or behave inappropriately toward our team.

We reserve the right to refuse service to anyone who violates these terms or who we believe is misusing our service. Repeated violations may result in permanent exclusion from using “The TIN Wardrobe” services.

Donating Money

Donors

The term ‘donation’ has a broad meaning. It can be money, land, goods, labour or other property of any kind freely given to your charity. Some examples are money or property given:

  • in response to any of your charity’s fundraising activity
  • as a gift, or a gift in a will (a legacy)
  • as a grant

Refusing Donations

Our team has the right to refuse a monetary donations under the following circumstances:

  • We believe the donation is profit from illegal or immoral activities
  • We believe the donation to be fraudulent
  • The donation is given with illegal conditions
  • The donation is given with unattainable conditions or limitations to the use of the asset
  • The donor has not be transparent or has refused to give us vital information
  • If we believe that donation will lead to a financial benefit to the donor
  • The donation comes with terms and conditions that may undermine our charity's independence, legal status, or reduce our ability to follow our charitable aims and mission statement
  • The donation's costs or burdens would outweigh it's benefit to the charity

 

Returning donations

Our team has the right to return donations under the following circumstances:

  • The donor was in a vulnerable circumstance or lacked capacity when making the donation
  • The donor doesn't have the legal right to make the donation (such as someone donating a property they do not own)
  • Funds were provided for the specific purpose that now cannot be carried out, or there are residual funds left over after the donation has been used for it's purpose

 

Refunding donations

The Charities Act 2011 prohibits charities from refunding charitable donations apart from in extraordinary circumstances. If we are contacted with a request to refund a donation by an individual or company we must seek permission from the charity commission to go against our charitable aims. For this reason we ask our supporters to please think carefully before donating to our, or any other charity, since refunds are not standard practice.

 

Third Part Platforms

We use multiple third part platforms to generate income. We suggest for a fuller picture you read their polices on charitable donations and how each body handles them:

Our Partners

Partners

The TIN Wardrobe is pleased to work with other charities and organisations in order to further our charitable aims and complete projects. However partnerships must be carefully considered and implemented with care.

Before we agree to a partnership

Before we agree to partner with an organisation the TIN Wardrobe has the right to

  • conduct proportionate due diligence, including checks on the company's financial standing and reputation, to ensure the relationship will not harm the charity’s credibility
  • Make sure that you company agreement is clear, accessible and in place before the partnership begins
  • If necessary, take professional advice to ensure that the name of the charity is not improperly used or exploited and that the terms of the agreement are precisely drafted and that the interests of the charity are fully protected
  • Ensure the charity has the right to prevent future use of its name by the partner, if you aren't satisfied with the partnership
  • Give careful consideration to suitable provisions for terminating the agreement

Refusing partnerships

Our team maintains the right to refuse a partnership with an organisation, with decisions being made on an individual basis. Reasons we may refuse partnership include but are not limited to:

  • We believe that association with the other organisation will harm our reputation, go against our moral and ethical guidelines, or counter our mission statement and charitable aims
  • Not enough information is provided by the other organisation in order for us to do a thorough background check or complete a partner agreement
  • Partnership with this organisation counts as a conflict of interest for one or more of our trustees
  • The expectations of the partnership would put too much pressure on or exceed the abilities of The TIN Wardrobe

Accepting Partnerships

If we decide to partner with another organisation this will be legitimised with a partnership agreement contract. That organisation will be given access to promotional assets and resources from The TIN Wardrobe. If the partner should, for any reason, need access to the data of our users or donors, they will need to submit a formal request and we will need to acquire consent from the affected parties before any data can be shared in accordance with our privacy policy.

General T&Cs

Data Protection and Privacy

We collect and process personal information in accordance with our Privacy Policy. By using our service, you consent to our collection and use of your personal data as described in that policy.

We may record your address for a collection or it might be visible on postal donations. These addresses will not be stored.

Our team will take photographs of your donated items in order to process and list them for redistribution. By booking a collection, you consent to such photography.

 

Redistribution of Donations

We cannot guarantee where your donations will be sent or how they will be used. Although we endeavour to make sure that all service users follow our terms and conditions we do not accept liability if items are unintentionally distributed to an individual or organisation who are not following the acceptable terms of use, or have accessed the service through deception.

 

Intellectual Property

All content on our website, including text, graphics, logos, images, is the property of “The TIN Wardrobe” or its partners and is protected by copyright and other intellectual property laws. You may not reproduce, distribute, modify, or create derivative works from any content without our express written permission.


Indemnification

You agree to indemnify and hold harmless “The TIN Wardrobe”, its directors, volunteers, contractors, and agents from any claims, losses, damages, liabilities, or expenses (including legal fees) arising from your breach of these terms, your violation of any law, or your violation of any rights of a third party.


Events Beyond Our Control

We shall not be liable for any failure or delay in performing our obligations under these terms if such failure or delay is caused by circumstances beyond our reasonable control, including but not limited to acts of God, severe weather, strikes, pandemics, illness or injury, or government restrictions.


Severability

If any provision of these terms is found to be invalid or unenforceable by a court of law, such invalidity or un-enforceability shall not affect the remainder of these terms, which shall continue in full force and effect.


Governing Law and Jurisdiction

These terms and conditions are governed by and construed in accordance with the laws of England and Wales. Any disputes arising from these terms or your use of our service shall be subject to the exclusive jurisdiction of the courts of England and Wales.

Questions About These Terms

If you have any questions about these terms and conditions or need clarification on any point, please contact us before booking a collection. We are here to help and want to ensure you understand your rights and obligations when using our service.