Privacy Policy — TUXchange CIC

(Published 9 February 2026)

Who we are

TUXchange CIC (“we”, “us”, “our”) is a non‑profit, community interest company providing pre‑loved school uniforms to families in Newbury, Thatcham and surrounding areas.

Data Controller: TUXchange CIC

Email: TUXchange19@gmail.com

Postal address: 11 Kings Road West, Newbury, Berkshire. RG14 5BY

Company number: 13860224

The personal data we collect

We only collect what we need to provide our service:

Identity and contact data: name, email, phone number.

Order and delivery data: items requested, school, child’s size/age (if provided), delivery address or collection preferences.

Support communications: messages you send us (e.g., questions, feedback).

Technical data: basic analytics (e.g., pages visited, device type, IP address) via our website platform and cookies.

Payment data: processed securely by our payment providers Squarespace. We do not store full card details.

How we use your data (and the legal bases)

We process your data to:

  • Provide our service (process orders, arrange delivery/collection, handle issues) — Contract / Legitimate Interests.

  • Run TUXchange safely and well (site security, troubleshooting, analytics to improve our service) — Legitimate Interests.

  • Keep in touch (service messages about your order; optional updates if you opt in) — Contract / Consent.

  • Legal & governance (record‑keeping, fraud prevention, regulatory compliance) — Legal Obligation / Legitimate Interests.

  • We rely on Consent for optional updates/marketing — and you can withdraw it at any time.

  • Who we share data with

  • We only share data when necessary:

  • Delivery partners — West Berkshire  Foodbank partners who deliver items locally (name, contact, address as needed).

  • Payment providers — Squarespace Payments (to process payments safely).

  • Website & IT providers — eSquarespace (site hosting), form tools, basic analytics/cookie services.

  • Legal/Regulatory — if required to comply with the law or protect someone’s vital interests.

  • We do not sell personal data.

International transfers

Some service providers (e.g., website or analytics platforms) may store data outside the UK. Where this happens, we take steps to ensure appropriate safeguards (e.g., UK GDPR‑recognised mechanisms such as adequacy decisions or standard contractual clauses).

How long we keep your data

  • We keep personal data only as long as needed for the purpose it was collected, then securely delete it:

  • Orders and delivery records: up to 6 years (basic records for legal/financial purposes).

  • General enquiries: up to 12 months after we close the query.

  • Marketing contacts (if opted in): until you unsubscribe or ask us to delete your data.

  • Website analytics/cookies: per the cookie’s stated expiry (see Cookies section).

Your rights (UK GDPR)

  • You have the right to:

  • access your data

  • correct inaccurate data

  • delete your data (in certain cases)

  • restrict or object to processing

  • data portability (for data you provided to us)

  • withdraw consent (where we rely on consent)

  • complain to the ICO (Information Commissioner’s Office) if you’re unhappy with how we handle your data.

To exercise your rights, email TUXchange19@gmail.com
You can learn more or lodge a complaint with the ICO at ico.org.uk.

Cookies and similar technologies

Our website may use essential cookies (to make the site work) and optional cookies (e.g., analytics). Where required, we’ll ask for your consent for non‑essential cookies.

You can change your cookie settings in your browser or via our on‑site cookie banner (if present).

If you disable certain cookies, some features may not work as expected.

Keeping your data safe

We take appropriate technical and organisational measures to protect your data, including secure systems, access controls and only sharing data with partners who meet acceptable security standards.

Children’s data

Our service supports families, but our website is intended for adults/parents/carers. If you believe a child has provided us with personal data without appropriate consent, please contact us and we’ll delete it.

Contact us

For privacy questions or to exercise your rights:

Email: Tuxchange19@gmail.com

Address: 11 Kings Road West, Newbury, Berkshire. RG14 5BY

We may update this policy from time to time. We’ll post the latest version on our website with the “Last updated” date.