Website and Donation Policies, Terms and Conditions

Part 1: Website Terms and Conditions

1. About Hope and Play

Hope and Play (“Hope and Play”, “we”, “us”, or “our”) is a charitable organisation, registered with and regulated by the Charity Commission of England and Wales with registration number 1125609, and company number 06318127.

The registered office is: Hope and Play, 42 York Street, Twickenham. TW1 3BW

2. Acceptance of these terms

By accessing or using this website, a user agrees to be bound by these Website Terms and Conditions. If a user does not agree to these terms, they should not use the website.

3. Use of the website

Users may use this website only for lawful purposes. A user must not:

• use the website in any way that breaches applicable law or regulation;
• attempt to gain unauthorised access to the website, server, database, or any connected system;
• knowingly introduce viruses, trojans, worms, logic bombs, or other malicious or technologically harmful material;
• interfere with the security, integrity, or performance of the website;
• use the website for fraudulent purposes or in a way that could damage Hope and Play’s reputation.

Hope and Play may suspend, restrict, or withdraw access to the website where it reasonably considers this necessary for operational, security, legal, or compliance reasons.

4. Website content

Hope and Play seeks to ensure that the information on this website is accurate and up to date. However, the website and its content are provided on an “as is” and “as available” basis. Hope and Play does not guarantee that the website will always be available, uninterrupted, secure, or error-free, or that all content will always be accurate, complete, or current.

Content on the website is provided for general information only and should not be relied upon as legal, financial, medical, or other professional advice.

5. Intellectual property

Unless otherwise stated, all intellectual property rights in the website and its content, including text, graphics, logos, photographs, videos, design, and downloadable materials, are owned by or licensed to Hope and Play.

Users may view, download, and print material from the website for personal, non-commercial use only. A user must not reproduce, modify, distribute, republish, commercially exploit, or otherwise use website content without prior written permission, except where permitted by law.

6. Links to third-party websites

This website may include links to third-party websites, platforms, or services for convenience and information. Hope and Play does not control and is not responsible for the content, availability, security, or privacy practices of third-party websites.

Access to any third-party website is at the user’s own risk.

7. Donations through the website

Hope and Play may enable users to make one-off or recurring donations through the website or through third-party donation platforms linked from it.

By making a donation, the donor confirms that:

• they are authorised to use the payment method provided;
• the information they provide is accurate and complete to the best of their knowledge; and
• they understand that donations are charitable gifts and are not made in exchange for goods, services, or other benefits unless expressly stated otherwise.

Payments may be processed by trusted third-party payment service providers. Hope and Play does not store full payment card details on its own servers.

Donors should be clear before donating where a donation will go, and Hope and Play will apply donations in line with the description given for the appeal, project, or purpose, subject to applicable law, regulatory requirements, trustee duties, and any rights reserved in the Donations / Gift Acceptance Policy below.

8. Use of donations

Donations to Hope and Play will be applied in a manner consistent with Hope and Play’s charitable purposes, objects, and mission.

Except in the case of donations made by Hope and Play’s Trustees, Hope and Play intends that donations received from supporters will be applied to direct project activities rather than day‑to‑day administrative costs in the United Kingdom. Very limited amounts may be held or used in the United Kingdom only where this is strictly necessary to process and transfer funds securely or to comply with a clear legal or regulatory obligation, and Hope and Play will seek to minimise such use.

Where a donation is given for a particular appeal, programme, or restricted purpose, Hope and Play will use reasonable efforts to apply that donation in accordance with the donor’s stated intentions. If this becomes impossible, impracticable, unlawful, or no longer in the best interests of Hope and Play as a charity, Hope and Play may apply the donation to the closest available purpose consistent with its charitable mission, governing document, and applicable law.

9. Gift Aid

Where Gift Aid is offered, a donor who chooses to make a Gift Aid declaration confirms that they are eligible to do so under applicable UK tax rules and understand that Hope and Play may reclaim tax on the donation from HM Revenue & Customs.

It is the donor’s responsibility to notify Hope and Play if their circumstances change so that they are no longer eligible for Gift Aid.

10. Recurring donations

Where recurring donations are offered, the donor may cancel future payments at any time using the relevant payment method or by contacting Hope and Play, subject to any processing time reasonably required by the payment provider.

Cancellation will normally affect future payments only and will not entitle the donor to a refund of payments already collected unless clause 11 applies.

11. Refunds

Donations are generally final and non-refundable. However, Hope and Play may consider a refund or return of a donation where:

• a donation was made in error;
• duplicate payments were taken;
• an incorrect amount was processed;
• a direct debit error occurred;
• the law requires the donation to be refused or returned; or
• Hope and Play otherwise decides that a refund or return is appropriate and lawful in the circumstances.

Requests for refunds should be made as soon as possible to admin@hopeandplay.org. Any decision will be made in accordance with applicable law, relevant payment method rules, and Hope and Play’s Donations / Gift Acceptance Policy.

12. Anonymous donations

Hope and Play will respect a donor’s wish to remain anonymous, subject to applicable law, regulatory requirements, and Hope and Play’s legitimate due diligence, compliance, audit, and safeguarding obligations.

Where a donation is made anonymously, Hope and Play will restrict access to identifying information to those trustees, employees, contractors, or advisers who reasonably need that information for processing, due diligence, legal, regulatory, financial reporting, audit, fraud prevention, or safeguarding purposes.

13. Privacy and cookies

Use of the website is also governed by Hope and Play’s Privacy Policy and Cookie Notice, which explain how personal data is collected, used, and protected, and how cookies and similar technologies are used.

14. Limitation of liability

To the fullest extent permitted by law, Hope and Play excludes liability for any loss or damage arising out of or in connection with the use of, or inability to use, the website, or reliance on its content.

Nothing in these terms excludes or limits liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability that cannot lawfully be excluded or limited.

15. Changes to these terms

Hope and Play may update these Website Terms and Conditions from time to time. The latest version will be posted on the website with the effective date shown above.

16. Governing law and jurisdiction

These Website Terms and Conditions are governed by the laws of England and Wales, unless a different legal requirement applies mandatorily in a particular case. The courts of England and Wales will have jurisdiction in relation to any dispute arising from or connected with these terms, subject to any mandatory rights of consumers under applicable law.

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Part 2: Donations / Gift Acceptance Policy

1. Purpose of this policy

This policy sets out the principles Hope and Play will apply when deciding whether to accept, refuse, review, restrict, or return donations and other gifts. It is intended to support lawful, consistent, and well-documented decision-making in the best interests of Hope and Play and in furtherance of its charitable purposes.

2. Scope

This policy applies to donations and gifts offered to Hope and Play, including cash donations, online donations, bank transfers, standing orders, direct debits, grants that are properly characterised as donations rather than contracts, legacies, gifts in kind, real property, personal property, shares and securities, and other assets.

3. Core principles

When considering any donation or gift, Hope and Play will be guided by the following principles:

• the starting point is generally to accept and retain donations that can properly be used to further Hope and Play’s charitable purposes;
• donations must be used consistently with Hope and Play’s charitable purposes, mission, and governing document;
• donor communications should be clear about where donations will go and how they will be used;
• where a donation is accepted subject to lawful restrictions or conditions, Hope and Play must comply with those restrictions or conditions unless it is lawfully varied or redirected;
• Hope and Play must consider legal, regulatory, ethical, financial, operational, reputational, safeguarding, and independence risks when deciding whether to accept, review, refuse, or return a gift;
• decision-making remains a matter for trustees, even where functions are delegated to staff or committees.

4. Use of donations

Donations to Hope and Play will be used consistently with the purpose and mission of Hope and Play.

With the exception of donations from Hope and Play’s Trustees, Hope and Play intends that donations from supporters will be used for direct project activities and not retained in the United Kingdom for Hope and Play’s domestic activities. However, Hope and Play may retain, hold, transfer, ringfence, or apply funds in the United Kingdom where reasonably necessary for legal compliance, regulation, banking, anti-fraud controls, safeguarding, audit, tax, financial management, operational due diligence, or proper charity administration.

5. Restricted donations and donor intent

Hope and Play will respect the donor’s intention in relation to donations given for a restricted purpose, a particular appeal, a named project, or another specific use, provided that the restriction is lawful, practical, and consistent with Hope and Play’s charitable purposes and independence.

If a donation is restricted or designated for a particular purpose, Hope and Play will use reasonable efforts to apply it accordingly. If that is not possible because the purpose has been fulfilled, cannot be achieved, has become unlawful, is no longer practical, or would not be in the best interests of Hope and Play as a charity, Hope and Play may seek to agree an alternative use with the donor where appropriate or otherwise apply the gift in the closest practicable way consistent with the charity’s purposes and applicable law.

6. Anonymous donations

Hope and Play may accept anonymous donations, but will put in place appropriate safeguards and may carry out proportionate checks where circumstances require.

Hope and Play will respect the desire of a donor to remain anonymous. In relation to anonymous gifts, Hope and Play will restrict information about the donor to only those staff members, trustees, contractors, or advisers who have a legitimate need to know for processing, due diligence, legal, regulatory, banking, financial reporting, audit, counter-fraud, counter-terrorist financing, sanctions screening, or safeguarding purposes.

Where the circumstances of an anonymous donation create legal, regulatory, financial crime, or reputational concerns, Hope and Play may decline the donation, delay acceptance pending checks, or escalate the matter for trustee review.

7. Gifts requiring prior review

Certain proposed gifts must be reviewed before acceptance because of the obligations, conditions, costs, or liabilities they may raise for Hope and Play.

These include, without limitation:

• gifts of land or other real property;
• gifts of personal property;
• in-kind gifts;
• non-cash assets, shares, and non-liquid securities;
• gifts from sources that are not transparent;
• gifts subject to restrictions, conditions, naming expectations, veto rights, advisory rights, or other obligations;
• gifts that may expose Hope and Play to material legal, tax, regulatory, safeguarding, financial, operational, or reputational risk; and
• gifts that may compromise, or appear to compromise, Hope and Play’s independence or decision-making.

Such gifts may be accepted only after such internal review, due diligence, and approvals as Hope and Play considers appropriate.

8. Grounds for refusal, deferral, or return

Hope and Play may refuse, defer, or return a donation where it reasonably considers that:

• the donation comes from an illegal source or is linked to illegal activity;
• the donation carries illegal conditions;
• the donor lacks legal capacity to make the gift;
• the donor does not appear to have the legal right to give the asset;
• the gift falls outside Hope and Play’s charitable purposes;
• the burdens, liabilities, restrictions, or costs attached to the gift outweigh its benefit;
• acceptance could expose Hope and Play to unacceptable legal, reputational, safeguarding, regulatory, or operational risk;
• acceptance could undermine Hope and Play’s independence or create more than incidental private benefit;
• the source of funds or beneficial ownership is insufficiently transparent;
• there is a sanctions, anti-money laundering, fraud, corruption, terrorism financing, or similar compliance concern; or
• refusal, deferral, or return is otherwise in the best interests of Hope and Play and within its legal powers.

9. Decision-making and escalation

Day-to-day acceptance of ordinary low-risk donations may be handled by authorised staff in accordance with this policy and any internal procedures.

Any unusual, high-value, high-risk, restricted, anonymous, conditional, non-cash, cross-border, or otherwise sensitive donation may be escalated to senior management, a designated committee, or the trustees for review.

Those making or recommending decisions should ensure that Hope and Play is sufficiently informed, takes account of relevant factors, disregards irrelevant factors, manages conflicts of interest, and keeps an appropriate written record of the decision and the reasons for it.

10. Refunds and returns

Hope and Play will not usually refund donations simply because a donor has changed their mind. However, Hope and Play may refund or return a donation where there has been an error, duplication, payment processing mistake, failed direct debit, legal requirement, contractual requirement, or another circumstance in which a refund or return is justified and lawful.

Where a fundraising appeal for a specific purpose cannot be fulfilled, Hope and Play will consider its legal obligations and available options in relation to those funds, including contacting donors where required and lawful.

11. Compliance and records

Hope and Play may carry out due diligence, source-of-funds checks, identity checks, sanctions screening, and other compliance checks where it considers them necessary or appropriate.

Hope and Play will keep records of material decisions made under this policy and review this policy periodically to ensure it remains appropriate to the charity’s activities and legal obligations.

Part 3: Cookie Policy

 

What are cookies?

 

How do we use cookies?

 

Types of cookies we use

 

Manage cookie preferences

Consent Preferences
 

Cookie Policy generated by CookieYes – Cookie Policy Generator

Part 4: Privacy Policy

Effective date: 24 July 2026

1. Who we are

Hope and Play (“Hope and Play”, “we”, “us”, or “our”) is a charitable organisation. This Privacy Policy explains how we collect, use, and protect personal data when people interact with us and use our website.

2. What personal data we collect

We may collect and process the following types of personal data:

• name and contact details (such as email address, postal address, telephone number);
• donation details (such as amount, date, method of payment);
• Gift Aid information (such as tax status declarations);
• communication preferences and contact history;
• information provided in enquiries, feedback, or forms on our website;
• technical data from use of our website (such as IP address, browser type, device information, pages visited, and time spent);
• any other personal data a person chooses to give us.

We do not intentionally collect special category data (such as health information) through this website unless a person chooses to provide it and we have a clear reason to do so.

3. How we collect personal data

We may collect personal data:

• when a person contacts us by email, post, phone, or through our website;
• when a person makes a donation or sets up regular giving;
• when a person completes a form or signs up to hear from us;
• when a person interacts with us on social media or other online platforms;
• when a person visits and uses our website, including through cookies and similar technologies (see our Cookie Policy);
• from third‑party service providers that support our website, donations, email, or other services.

4. How we use personal data and lawful bases

We use personal data only where we have a lawful basis to do so. Common reasons include:

• To operate and support Hope and Play and its charitable activities
  For example, processing donations, recording Gift Aid declarations, managing relationships with supporters, and administering projects.
  Lawful basis: legitimate interests; legal obligations; contract (where applicable).
• To respond to enquiries and provide information
  For example, replying to questions, providing updates when requested, and managing subscriptions to our communications.
  Lawful basis: legitimate interests; consent (where required).
• To send communications about our work
  For example, emails or messages about our projects, appeals, events, or ways to support us, where this is lawful and appropriate.
  Lawful basis: legitimate interests or consent, depending on the nature of the communication and applicable marketing rules.
• To operate and improve our website
  For example, understanding how people use the site, fixing problems, and improving content and performance.
  Lawful basis: legitimate interests; consent for non‑essential cookies.
• To comply with legal and regulatory obligations
  For example, charity law, tax law, accounting and audit requirements, Gift Aid rules, and data protection law.
  Lawful basis: legal obligations.

Where we rely on consent, a person can withdraw that consent at any time by contacting us or using the tools provided (for example, unsubscribe links in emails).

5. Sharing personal data

We may share personal data with trusted third‑party service providers who help us operate Hope and Play and provide services, such as:

• online donation and payment processing providers;
• email and mailing services;
• website hosting and security services;
• IT, accounting, audit, or professional advisers.

We only share personal data with third parties where this is necessary, they have appropriate safeguards in place, and they process data in line with our instructions and the law.

We may also disclose personal data where required by law, regulation, or court order, or to protect the rights, property, or safety of Hope and Play or others.

We do not sell personal data.

6. International transfers

Some of our service providers may process personal data outside the United Kingdom. Where this happens, we take reasonable steps to ensure that personal data is protected, for example by relying on adequacy regulations or appropriate contractual safeguards in line with data protection law.

7. How long we keep personal data

We keep personal data only for as long as reasonably necessary for the purposes described in this Policy, including to meet legal, accounting, and reporting requirements.

Retention periods may vary depending on the type of information and the nature of the relationship. For example, Gift Aid records and certain financial information may need to be kept for a number of years to comply with tax and accounting rules.

When personal data is no longer needed, we will delete or anonymise it in a secure manner.

8. How we protect personal data

We use reasonable technical and organisational measures to help protect personal data from unauthorised access, loss, misuse, or disclosure. These measures are reviewed periodically and adapted where appropriate.

However, no system can be guaranteed as completely secure, and people should take care when sharing information online.

9. Your rights

Under data protection law, individuals have rights in relation to their personal data, including:

• Right of access– to request copies of personal data we hold.
• Right to rectification – to ask us to correct inaccurate or incomplete data.
• Right to erasure – to ask us to delete personal data in certain circumstances.
• Right to restrict processing – to ask us to restrict how we use data in certain circumstances.
• Right to object – to object to certain types of processing (for example, direct marketing).
• Right to data portability – to request transfer of certain personal data to another organisation.

A person is not required to pay a fee to exercise these rights. If a request is made, we have one month to respond, subject to any lawful extensions.

To exercise any of these rights, please contact us using the details above.

10. Complaints

If there is a concern about how we handle personal data, we would appreciate the chance to address it first. Please contact us using the details above.

A person also has the right to complain to the Information Commissioner’s Office (ICO) if they are unhappy with how we have used their data:

Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

Helpline: 0303 123 1113

Website: https://www.ico.org.uk

11. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. The latest version will always be published on our website with the effective date shown above.

Contact

For questions about any of these policies, please contact admin@hopeandplay.org or by post to the registered office address at the top of this page.