How we look after your personal data

1. Who we are

Her-Place Charitable Trust (formerly Motherwell Cheshire CIO), registered charity 1173554, of 54–56 Beech Drive, Wistaston, Crewe CW2 8RG, is the data controller for personal data collected through motherwellcio.com. Questions about this policy or your data should go to our data protection lead by email at support@motherwellcio.com, by phone on 01606 557666, or in writing to the registered office.

2. What we collect

• Supporters and donors — name, email, address and postcode, donation amount and frequency, and your Gift Aid declaration if you make one.
• Lottery entrants — name, email, chosen numbers or lucky dip, entry and subscription history, your confirmation that you are 18 or over, and any age, identity or address verification we carry out before paying a prize (for example a copy of photographic ID, which we delete once verified).
• Payments — handled by our payment provider, Stripe; we receive a confirmation and a reference, never your full card number.
• Safer-gambling records — requests for limits, breaks or self-exclusion, and the suppression list that enforces them.
• Contact form and correspondence — what you send us and our reply.
• Marketing preferences — whether you have asked to hear from us, kept separate from any entry or donation.
• Website data — pages visited, device and browser information and IP address, used to keep the site working and secure.

3. How we use it

To run the lottery draw and pay prizes; to take donations and claim Gift Aid; to verify age and identity; to answer enquiries and complaints; to keep the records our lottery registration, charity law and HMRC require; to apply safer-gambling protections including maintaining self-exclusion records; to keep the site secure and improve it; and, only where you have agreed, to send you news about our work.

4. Legal bases

• Contract — processing your lottery entry, subscription or donation.
• Legal obligation — age verification, lottery registration and return records, Gift Aid and accounting records.
• Legitimate interests — preventing fraud, keeping the site secure, understanding how it is used, and enforcing self-exclusion (which is also in your interest and can be part of our legal duties).
• Consent — marketing emails, non-essential cookies, and any publication of a winner beyond the privacy-safe format.

5. Who we share it with

Stripe, our payment provider, for donations and entries; our email and IT providers, who process data only on our instructions; HMRC for Gift Aid claims; the licensing authority (Cheshire East Council) and the Gambling Commission where required; and professional advisers or regulators where the law demands. We do not use an External Lottery Manager and we never sell or rent personal data.

6. How long we keep it

Lottery entry, draw and prize records are kept for as long as our registration and accounting rules require, currently at least six years after the relevant financial year. Gift Aid declarations are kept for six years after the last donation they cover. Verification documents are deleted once the check is complete and the outcome recorded. Self-exclusion records are kept for the exclusion period plus seven years so the exclusion can be enforced. Contact-form messages are kept for two years. Marketing preferences are kept until you change them.

7. Winners’ details

We publish winners on our winners page as initials and town only (for example “S. M., Crewe”), together with the draw date, tier and prize — the minimum needed to show that the draw is real. Winners are told directly by email. If we would like to publish anything fuller — a first name, a photograph or a quote — we ask for written consent first, and you can withdraw it at any time.

8. Your rights

Under UK GDPR you can ask for a copy of your data, ask us to correct or delete it, restrict or object to how we use it, ask for it in a portable format, and withdraw consent at any time. Some records — self-exclusion, Gift Aid, lottery returns — we are required to keep even if you ask us to delete them, and we will explain when that applies. Contact support@motherwellcio.com to exercise any right; we respond within one month. You can also complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113.

9. International transfers, security and cookies

Our providers may store data outside the UK; where they do we rely on the UK International Data Transfer Agreement or an adequacy decision. We protect data with access controls, encryption in transit and staff training. This site uses only the cookies needed to make it work and to measure basic, anonymous usage; you can block cookies in your browser without losing access to the site’s content.

10. Changes to this policy

We will post any changes here and update the date at the top of the page. Where a change materially affects lottery entrants or subscribers we will email them before it takes effect. See also our terms and conditions and responsible gambling pages.