This privacy notice describes how we collect and use personal information about you during and after your relationship with us, in accordance with the UK General Data Protection Regulation (UK GDPR).
Solidfund is a data controller. This means we are responsible for deciding how we hold and use personal information about you. We are required under data protection legislation to notify you of the information contained in this privacy notice. This notice applies to current and former members of Solidfund and all other contacts. This notice does not form part of any contract with you. We may update this notice at any time.
It is important that you read this notice, together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal information about you, so you are aware of how and why we are using such information.
We will comply with data protection law. This says that the personal information we hold about you must be:
- Used lawfully, fairly and in a transparent way.
- Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
- Relevant to the purposes we have told you about and limited only to those purposes.
- Accurate and kept up to date.
- Kept only as long as necessary for the purposes we have told you about.
- Kept securely.
Personal data, or personal information, means any information about a person which could identify who they are. It does not include data where the identity has been removed (anonymous data) or data relating solely to an organisation/corporate body.
We may collect, store, and use the following categories of personal information about you:
- Name.
- Contact details including email address, phone number and address.
- Organisation – any organisation to which we understand that you are affiliated.
- Job title.
- Details of how you have interacted with Solidfund, for example events you have attended, surveys or consultations you have responded to, and how you have interacted with our email and web content and any feedback collected.
- Bank details used to enter into/renew membership of Solidfund and/or purchase and products or services..
- When registering for events we ask for dietary requirements and requirements around access (e.g. disabilities).
- Information you have requested on our products and services.
How is your personal information collected?
We normally collect the personal information that individuals provide to us directly including through online forms.
How we will use information about you
We will only use your personal information when the law allows us to. Most commonly, we will use your personal information in the following circumstances:
Where you have freely given your consent to us using your personal information for one or more specific purposes. for example, where you have subscribed to a mailing list in order to be kept informed about our work.
Where we need to fulfil a contract with you. For example, contacting you with regard to your membership of Solidfund.
Where it is in our legitimate interests, to communicate with you in order to fulfil our mission and keep you informed, unless you have specifically informed us that you do not which to receive such communications from us.
Where we are required to do so by law, we may be asked by legitimate external agencies and authorities to share this information.
Sharing Personal information with third parties
We will share your personal information with third parties where required by law, where it is necessary to fulfil a contract for goods or services with you, to administer our membership relationship with you or where we have another legitimate interest in doing so especially where that enables us to provide you with a better service.
Third parties include:
- Industrial Common Ownership Finance Ltd (ICOF), which holds and manages Solidfund's assets. See their privacy statement.
- GoCardless Ltd. which provides payment processing services to Solidfund. See their privacy statement.
Transferring information outside the UK
We do not transfer the personal information we collect about you outside the UK for processing or storage. To ensure your personal information receives an adequate level of protection we have appropriate measures in place to ensure your personal information is treated by third parties in a way that is consistent with and which respects UK laws on data protection.
Data security
We have measures in place to protect the security of your information. Details of these measures are available upon request.
Third parties will only process your personal information on our instructions and where they have agreed to treat the information confidentially and to keep it secure.
We have appropriate security measures in place to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need to know it. They will only process your personal information on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
Data retention
How long will you use my information for?
We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. Details of retention periods for different aspects of your personal information are available in our retention policy which is available from Co-operatives UK. To determine the appropriate retention period for personal data, we consider the applicable legal requirements, the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means.
In some circumstances, we may anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you.
We will retain and securely destroy your personal information in accordance with our data retention policy and/or applicable laws and regulations.
Rights of access, correction, erasure, and restriction
Your duty to inform us of changes
It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during your working relationship with us.
Your rights in connection with personal information
Under certain circumstances, by law you have the right to:
- Request access to your personal information (commonly known as a "data subject access request"). Thisenables you to receive a copy of the personal information we hold about you and to check that we are processing it lawfully.
- Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
- Request erasure of your personal information. This enables you to ask us to delete or remove personal information 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 information where you have exercised your right to object to processing (see below).
- Object to processing of your personal information where we are relying on a legitimate interest (or those of athird 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 information for direct marketing purposes.
- Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
- Request the transfer of your personal information to another party.
If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact us.
What we may need from you
We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.
Right to withdraw consent
In circumstances where you have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact us, using the details at the end of this notice. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.
Changes to this privacy notice
We reserve the right to update this privacy notice at any time, we will ensure that our communications always provide a link to the most up to date version of our privacy notice and that it is always available on our website. We may also notify you in other ways from time to time about significant changes to our privacy notice or the processing of your personal information.
If you have any questions about this privacy notice or how we handle your personal information, please contact us. You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues.
Contact us by email: admin@solidfund.coop
Version 1.0 Last updated January 19 2026.