MANTA TRUST PRIVACY POLICY
Last Updated: 2nd October 2025
At the Manta Trust, your privacy is important to us. We are committed to keeping any personal data you share with us safe and secure, and to being transparent about how we use it.
Please read this Privacy Policy carefully to understand our practices regarding your personal data, and how we will collect, use, and store your personal data. We may update this policy from time to time, so please check it regularly. If there are significant updates, we will inform those people with whom we are in regular contact, such as email subscribers.
EXPLORE OUR POLICY
HOW WE COLLECT & USE YOUR PERSONAL DATA
(1) When you give it to us directly:
(ii) How we use it.
(2) When you visit our websites:
(i) Tracking tools & analytics information.
(ii) Cookies.
(iii) Links to other sites.
(3) When you make payments:
(i) Digital products / services.
(ii) Physical products.
(4) When you make a donation or host a fundraiser.
(5) When you use an online fundraising platform.
(6) When you apply to paid / voluntary positions with Manta Trust.
TRANSPARENCY & FUNDRAISING REGULATOR COMPLIANCE
WHO WE ARE
The Manta Trust is a UK-registered charity (number 1145387), with a postal address in the United Kingdom at; Catemwood House, Corscombe, Dorchester, Dorset, DT2 0NT.
When you provide your data to the Manta Trust, the charity will serve as the data controller for the purpose of the UK General Data Protection Regulation, tailored by the Data Protection Act 2018.
The Manta Trust website can be found at www.mantatrust.org. This website is produced, published, and maintained by the Manta Trust charity. The charity also maintains the same role for a collection of associated, secondary websites, including Swim with Mantas (www.swimwithmantas.org).
WHY WE COLLECT INFORMATION
We collect information to:
Provide you with the information, products, or services you request;
Communicate updates, news, and opportunities to support our work;
Process donations and purchases securely;
Administer fundraising campaigns and appeals in a transparent way;
Understand and improve how people use our websites and services;
Meet our legal, regulatory, and safeguarding obligations.
HOW WE COLLECT & USE YOUR PERSONAL DATA
We would like to inform you below about how we collect and use your personal data.
(1) When you give it to us directly.
(i) HOW WE COLLECT DATA:
You may directly give us your personal data through our websites in a variety of ways, including mailing list sign-ups, submitting ID data to MantaBase, registering to our Swim with Mantas initiative, fundraising activities, donations, product purchases, recruitment applications, signing surveys, polls or petitions, and when meeting us in person at events. When you give us information directly and provide appropriate consent, we may collect and store this information.
(ii) HOW WE USE IT:
How we use it: We may use the personal data you directly provide us to provide you with requested services, communicate updates, send relevant opportunities or fundraising initiatives (with your consent), and notify you about changes to our service.
(2) When you visit our websites.
(i) TRACKING TOOLS & ANALYTICS INFORMATION:
Our websites are hosted on Squarespace, Inc. (Squarespace), which may collect data such as your IP address, browser, operating system, access times, and location. This data is managed by Squarespace under its Privacy Policy. We may use anonymised analytics to improve our website.
In addition, other service providers we use may collect personal data. For example, Teemill, which hosts our online clothing store, may collect your name, email, delivery address, and payment information when you make a purchase. This is managed securely by Teemill under their own privacy policy.
(ii) COOKIES:
Cookies are stored by your browser to make website visits easier. You may block or manage cookies in your settings, but this may limit website functionality.
(iii) LINKS TO OTHER SITES:
Our sites may link to third-party services (e.g., donation platforms). We are not responsible for their privacy practices. Please review their policies before use.
(3) When you make payments.
(i) DIGITAL PRODUCTS / SERVICES
Fundraise Up provides us with an online platform to sell digital services such as 'Adopt a Manta' and memberships to ‘The Cyclone’. Fundraise Up may collect your name, email, and order details, but the Manta Trust does not store card details. Payments are encrypted and PCI-DSS compliant.
(ii) PHYSICAL PRODUCTS
When you purchase items via Teemill, Teemill collects personal data such as your name, billing/shipping address, and payment details. This is processed under Teemill’s privacy policy. Purchases from other providers (Amazon, NHBS) are subject to their own policies.
(4) When you make a donation or host a fundraiser.
Donations made via PayPal, PayPal Giving Fund, or Fundraise Up may involve sharing your details with us. We may retain your details for up to seven years for internal review and limited communication. Please note these platforms deduct a small transaction fee before transferring funds. As of 2025, typical fees are between 4.95% and 6.65% of the donation amount plus 20p per transaction. We are transparent about these deductions and, where possible, will show the net amount received.
When you sign up to host a fundraiser through our website (e.g. Cross the Oceans) we may retain your details to communicate campaign updates and support fundraising efforts.
(5) When you use an online fundraising platform.
If you sign up to a sponsored challenge, create a fundraising page or donate to a campaign hosted by a third party (e.g., via JustGiving, Crowdfunder, Benevity, The Big Give), your details may be shared with us under that platform’s privacy policy. We may contact you once to thank you and support your fundraising.
(6) When you apply to paid / voluntary positions with Manta Trust.
We collect and process personal data provided in recruitment applications (CVs, references). Data is used only for recruitment and not shared beyond our Affiliate Project network. Unsuccessful applications are retained for up to 12 months unless deletion is requested sooner.
TRANSPARENCY & FUNDRAISING REGULATOR COMPLIANCE
As a charity registered with the Fundraising Regulator, we are committed to ensuring privacy, fairness, and transparency in all our fundraising activities. This means:
Being open about how we collect, use, and store your personal data;
Making it clear if transaction fees apply to donations made via third-party platforms (e.g., Fundraise Up), and stating how much of your donation we receive;
Verifying the source of funds where appropriate, to ensure compliance with ethical and legal standards;
Providing you with a simple and effective way to opt out of fundraising communications;
Safeguarding vulnerable people by ensuring our fundraising practices are responsible and fair.
We regularly review our practices to ensure they remain compliant with the Fundraising Regulator’s Code of Fundraising Practice.
DATA SECURITY & ACCESS
We use technical and organisational measures to safeguard your data against loss, misuse, or unauthorised access. We do not sell your information. We may share it with service providers working on our behalf (payments, mailings, analytics), but only if they meet equivalent protection standards. We may disclose data to regulators or law enforcement if legally required. Data may be transferred outside the UK/EEA with safeguards in place.
CHILDREN'S DATA
The Manta Trust's websites are addressed to an adult public. It is forbidden for minors, and especially children under 13 years of age, to transmit personal data about themselves to us or to register to receive a service. If we detect that such data has been transmitted to us, it will be deleted from our database. The parents (or legal guardians) of the child may contact us and request deletion of the data or de-registration. For this purpose, we require a copy of an official document confirming you as a parent or guardian.
CORRECTIONS & DETAILS ABOUT DATA
You can request a copy of the data we hold about you, request corrections, or ask us to stop processing your data for certain purposes. Contact us using the details below.
YOUR RIGHTS
Under UK GDPR, you have the right to access, correct, erase, restrict, or object to the processing of your data, as well as data portability and the right to withdraw consent at any time. You may also complain to the Information Commissioner’s Office (www.ico.org.uk).
DATA RETENTION
We retain personal data only as long as needed for the purpose collected or to comply with legal requirements. Examples: donation and Gift Aid records (6 years), HR records (up to 6 years), unsuccessful job applications (12 months), and fundraising records (up to 7 years). If you opt out of communications, we retain minimal details (e.g., your name) to prevent future contact.
Contact
For questions about this Privacy Policy or your data, contact us at:
info@mantatrust.org
Manta Trust, Catemwood House, Corscombe, Dorchester, Dorset, DT2 0NT
End of Privacy Policy
MANTA TRUST COMPLAINTS POLICY
Effective Date: June 2025
At the Manta Trust, we are dedicated to fostering a considerate, diligent, and inclusive culture across all our operations and collaborations worldwide. We aim for positive and professional interactions with everyone connected to our mission, including our personnel (staff, consultants, volunteers and trustees) and the wider global community. Should a concern or complaint arise, we are committed to addressing it with fairness, transparency, and efficiency.
Purpose and Scope
This policy outlines the comprehensive framework for managing complaints received by the Manta Trust. Its purpose is to ensure that all individuals, whether members of the public from any locale or Manta Trust personnel operating across different jurisdictions, have access to a clear, equitable, and timely process for raising their concerns. We aim to foster an environment of accountability and continuous improvement through effective complaint resolution.
Lodging a Complaint
To facilitate a thorough and efficient investigation, all complainants are requested to provide the following essential information:
Complainant's Identity and Contact Details: Full name and preferred method(s) of communication.
Detailed Account of the Complaint: A clear and concise description of the incident(s) or concern(s), including relevant dates, times, specific locations (if applicable, noting any time zone differences), and any individuals involved.
Desired Resolution: A statement of what outcome or action the complainant seeks.
Supporting Information: Any pertinent documentation, correspondence, or other evidence that may substantiate the complaint.
Channels for Complaint Submission
For Members of the Public:
Members of the public are encouraged to submit their complaints via email to info@mantatrust.org. To ensure prompt attention, please clearly mark your email's subject line as: "Complaint."
For Manta Trust Personnel (Staff, Consultants, Volunteers and Trustees):
Manta Trust personnel are encouraged, in the first instance, to raise their concerns with their direct line manager. This allows for resolution at the most immediate and appropriate level.
Should the complaint involve their direct line manager, or if personnel feel uncomfortable discussing the matter with them, they should contact the Deputy CEO directly via email. We encourage open communication, regardless of your geographic location.
Our Complaint Resolution Process
Acknowledgement: Upon receipt, your complaint will be formally acknowledged within five working days. This confirms that your submission has been received and is being processed.
Impartial Investigation: The Deputy CEO will oversee the objective investigation of all complaints. This process involves gathering all necessary information to ensure a fair and comprehensive review of the matter, potentially involving parties from different nationalities or backgrounds.
Formal Response: A full written response detailing the findings and proposed resolution will be provided within 10 working days from the date of acknowledgement. In instances where the complexity of the complaint necessitates a longer investigation period, you will be informed promptly, along with an updated time frame for our comprehensive response.
Commitment to Resolution: The Manta Trust is committed to resolving complaints expeditiously and to the fullest satisfaction of all parties, wherever possible. Our goal is a fair outcome for everyone, reflective of international best practices.
Escalation and External Recourse
Escalation to the Chief Executive Officer:
If a complainant remains dissatisfied with the outcome of the investigation conducted by the Deputy CEO, the complaint may be escalated for further review. The complainant should resubmit their concern (using the appropriate contact channel, as outlined above) and explicitly state their request for the Chief Executive Officer to review the matter.
External Resolution for Public Complaints:
In rare circumstances where a public complaint cannot be resolved internally, complainants may consider seeking recourse from external regulatory bodies. For concerns pertaining to charitable organisations, contact with the relevant Charity Commission (e.g., in England and Wales) may be appropriate, depending on the country of registration or operation and nature of the complaint. Further details are generally available on the respective Charity Commission's official website.
Our Dedication to Trust and Improvement
The Manta Trust upholds the highest standards of confidentiality throughout the complaint resolution process, safeguarding personal information to the fullest extent possible. For our personnel, we unequivocally assure that no individual will face retribution or adverse consequences for raising a complaint in good faith, regardless of their origin or role within the Trust. We value all feedback as an invaluable tool for continuous learning and for reinforcing the integrity and effectiveness of our global operations.