Privacy Notice

This privacy notice sets out how The Royal Agricultural Benevolent Institution (RABI), charity number 208858, uses your personal data.

Please note: this privacy notice does not apply to our Farmer’s Aid mobile application. The Farmer’s Aid privacy policy is available within the mobile application.

1. Why do we have this notice?

RABI is a data controller and is therefore responsible for processing personal data about you.

This notice describes how and why we collect and use personal data about you during and after your working relationship with us. Please read it carefully to understand how we handle your personal data.

This notice applies to RABI:

  • grant applicants;
  • beneficiaries;
  • supporters and donors;
  • volunteers and champions;
  • subscribers to our mailing list; and
  • website visitors.
2. What information might we hold about you?

Personal data means any information about an individual from which that person can be identified. RABI may collect and process a range of information about you, including:

  • Identity Data: including name, date of birth and gender.
  • Contact Data: email address, address and telephone number.
  • Communications Data: correspondence or messages, including emails, messages sent to our “Click & Chat” online wellbeing platform, WhatsApp messages or SMS, as well as calls that you make to us.
  • Grant and Beneficiary Data: information required to assess eligibility for and administer grants and financial support.
  • Financial Data: details of your bank account, for processing payments or Gift Aid.
  • Engagement Data: records of engagement and/or correspondence with us, for example volunteer or event participation history.
  • Donation Data: donation history and Gift Aid schedules.
  • Preferences Data: your communication preferences.
  • Survey Data: information you have entered via any of our online forms.
  • Technical Data: technical information, including anonymous data collected by the hosting server for statistical purposes; browser type and version; time-zone setting; browser plug-in types and versions; operating system and platform; mobile identifiers; and cookie, tracking pixel and beacon identification information.
  • Health Data: information about your health, psychological state and/or medical conditions where you provide this information to us when you use our services.
3. How is this personal data collected?

RABI receives and stores personal data supplied to us in writing, via email, by telephone, in person or online when applying, enquiring or registering for help, trusteeship, champion or volunteering opportunities, by filling out our online forms, attending events or donating money to us.

We may also receive personal data from third parties, for example a welfare officer, charity, agency or organisation that refers you to our service.

4. How do we use this personal data?

4.1 Processing personal data

Please consult the relevant table below for information about how we process your personal data.

Grant applicants and beneficiaries

Purpose Personal data Lawful basis
To assess eligibility for grants and financial support Identity Data
Contact Data
Communications Data
Grant and Beneficiary Data		 Legitimate interests, necessary to provide our services and fulfil our charitable objectives.
To administer grants and manage ongoing support Identity Data
Contact Data
Financial Data
Grant and Beneficiary Data		 Legitimate interests, necessary to manage and deliver our grant services.
To maintain a record of grants and services provided in case you return to RABI requesting further support Identity Data
Contact Data
Grant and Beneficiary Data		 Legitimate interests, necessary to provide continued support.

In addition to these purposes, where beneficiaries have provided information about their experience of applying for a grant, by whatever means, and have explicitly consented to us doing so, we may use this information to write case studies for our communications, including PR and media activity, digital and social media, campaigning, fundraising materials and internal communications, to help us raise awareness of our mission.

We will only ever use your story with your explicit consent. We will always contact you to discuss the use of your story in further detail each time.

Supporters and donors

Purpose Personal data Lawful basis
To maintain an accurate record of donations for financial reporting Identity Data
Donation Data
Financial Data		 Legitimate interests, necessary to keep and manage a record of donations.
To contact you regarding your donation, the impact of your donations and other ways you can support RABI Identity Data
Contact Data
Communication Data		 Legitimate interests, necessary to keep supporters involved and up to date about our activities, unless you object. We rely on the charitable purpose soft opt-in to send these communications.
To administer Gift Aid information where you have selected to contribute Gift Aid Identity Data
Financial Data
Donation Data		 Legal obligation, to keep a record of Gift Aid declarations.
To analyse donation patterns and trends to inform fundraising strategies Identity Data
Survey Data
Engagement Data
Donation Data
Technical Data		 Legitimate interests, necessary to develop and improve how we engage with our supporters and donors.

Volunteers and champions

Purpose Personal data Lawful basis
To manage our relationship with volunteers and champions, including coordinating activities and events Identity Data
Contact Data
Engagement Data		 Necessary for our legitimate interests, to coordinate and manage volunteer activities.

General and website visitors

Purpose Personal data Lawful basis
To communicate with you regarding our work when you have opted into our communications Identity Data
Contact Data
Preferences Data
Communication Data		 Consent, only where you have given your consent for us to do so.
To improve the website, products and services Identity Data
Survey Data
Engagement Data
Communication Data
Technical Data		 Legitimate interests, necessary to develop and improve our services.
To manage your communication preferences Identity Data
Contact Data
Communication Data
Preferences Data		 Necessary for our legitimate interests, to maintain our records and ensure they mirror your preferences.
To keep a record of your relationship with us Identity Data
Contact Data
Engagement Data
Communication Data		 Necessary for our legitimate interests, running RABI efficiently.
To prevent and detect fraud or unauthorised access Identity Data
Contact Data
Communication Data
Technical Data		 Necessary for our legitimate interests, to prevent fraud or unauthorised access.
To deal with enquiries and feedback Identity Data
Survey Data
Contact Data
Communication Data		 Necessary for our legitimate interests, to respond to enquiries and feedback.
To respond to and defend legal claims Identity Data
Contact Data
Communication Data
Technical Data		 Necessary for our legitimate interests, to deal with claims involving us, and/or legal obligation.

4.2 Processing Health Data

We may collect Health Data of grant applicants and beneficiaries for the following purposes. Health Data is a type of special category data, meaning that in addition to establishing a lawful basis, we are required to identify an appropriate processing condition.

Purpose Personal data Lawful basis Processing condition
To assess eligibility for grants and financial support Health Data Necessary for our legitimate interests, to provide our services and fulfil our charitable objectives. For reasons of substantial public interest, support for individuals with a particular disability or medical condition.
To administer grants and manage ongoing support Health Data Necessary for our legitimate interests, to manage and deliver our grant services. For reasons of substantial public interest, support for individuals with a particular disability or medical condition.
5. Data sharing

Your data is treated as strictly confidential and is only disclosed, with your agreement, to parties that have a need to access it in order to fulfil our objectives.

We may disclose personal data to RABI employees, including our trustees. We do not permit these parties to use such information for any purpose other than to perform the service instructed by us.

We may have to share your data with third parties where it is necessary to administer our relationship with you, where required by law, or where we have another legitimate interest in doing so. These third parties include:

  • IT service providers, such as data-management and cloud-service providers;
  • HMRC, if you have agreed to us claiming Gift Aid on your behalf;
  • Google Analytics or similar services, for analysis of website use;
  • our professional advisers; and
  • third parties to whom we may choose to sell, transfer or merge parts of the Charity or our assets. Alternatively, we may seek to acquire other charities or merge with them.
6. Data retention

When personal data is no longer needed, it will be destroyed. Examples might include when an application process has been completed or volunteering terminates.

To determine the appropriate retention period for your personal data, we consider the amount, nature and sensitivity of the data; the potential risk of harm from unauthorised use or disclosure; the purposes for which we process it; whether those purposes can be achieved through other means; and the applicable legal requirements.

As a rule, we will hold your information for a period of up to six years from the end of your relationship with us, in accordance with our data retention policy. Please see our full Data Retention Policy for details.

7. Rights of access, correction, erasure and restriction

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes.

Under certain circumstances, by law you have the right to:

  • Request access to your personal data, commonly known as a data subject access request.
  • Request correction of incomplete or inaccurate personal data that we hold about you.
  • Request erasure of your personal data where there is no good reason for us continuing to process it.
  • Object to processing where we are relying on a legitimate interest and your particular situation gives you grounds to object.
  • Request restriction of processing, for example while accuracy or the reason for processing is being established.
  • Request the transfer of your personal data to another party.
  • Complain to us about how we use your personal data.

Where you exercise your right of access, we are required by law to carry out a reasonable and proportionate search for your personal data. Exemptions may apply, for example where disclosure would reveal legally privileged information or third-party personal data. We consider and apply exemptions on a case-by-case basis.

We may contact you to ask for further information in relation to your request to help speed up our response. We try to respond to all legitimate requests within one month. Where a request is particularly complex, it may take longer; in that case, we will notify you and keep you updated.

You will not usually have to pay a fee to access your personal data or exercise your other data-subject rights. However, we may charge a reasonable fee, or refuse to comply, if a request is clearly unfounded or excessive.

8. Complaints

From 19 June 2026, you will also have the right to complain to us about how we handle your personal data or other people’s information. Where you make a complaint, we will acknowledge it within 30 days and respond without undue delay.

If you have a complaint about how we manage your information, please contact us using the details below.

If, after completing our internal complaints procedure, you remain dissatisfied, you have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK regulator for data-protection issues: www.ico.org.uk.

9. Contact information

If you have any questions about this privacy notice or how we handle your personal information, please contact the Data Protection Manager:

Email: DPO@rabi.org.uk
Telephone: 01865 724 931
Address: Shaw House, 27 West Way, Botley, Oxford, OX2 0QH

10. Changes to this privacy notice

We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.

11. Legal information

We are The Royal Agricultural Benevolent Institution, charity number 208858, registered at Shaw House, 27 West Way, Botley, Oxford, OX2 0QH.

Privacy Notice

This privacy notice sets out how The Royal Agricultural Benevolent Institution (RABI), charity number 208858, uses your personal data.

Please note: this privacy notice does not apply to our Farmer’s Aid mobile application. The Farmer’s Aid privacy policy is available within the mobile application.

1. Why do we have this notice?

RABI is a data controller and is therefore responsible for processing personal data about you.

This notice describes how and why we collect and use personal data about you during and after your working relationship with us. Please read it carefully to understand how we handle your personal data.

This notice applies to RABI:

  • grant applicants;
  • beneficiaries;
  • supporters and donors;
  • volunteers and champions;
  • subscribers to our mailing list; and
  • website visitors.
2. What information might we hold about you?

Personal data means any information about an individual from which that person can be identified. RABI may collect and process a range of information about you, including:

  • Identity Data: including name, date of birth and gender.
  • Contact Data: email address, address and telephone number.
  • Communications Data: correspondence or messages, including emails, messages sent to our “Click & Chat” online wellbeing platform, WhatsApp messages or SMS, as well as calls that you make to us.
  • Grant and Beneficiary Data: information required to assess eligibility for and administer grants and financial support.
  • Financial Data: details of your bank account, for processing payments or Gift Aid.
  • Engagement Data: records of engagement and/or correspondence with us, for example volunteer or event participation history.
  • Donation Data: donation history and Gift Aid schedules.
  • Preferences Data: your communication preferences.
  • Survey Data: information you have entered via any of our online forms.
  • Technical Data: technical information, including anonymous data collected by the hosting server for statistical purposes; browser type and version; time-zone setting; browser plug-in types and versions; operating system and platform; mobile identifiers; and cookie, tracking pixel and beacon identification information.
  • Health Data: information about your health, psychological state and/or medical conditions where you provide this information to us when you use our services.
3. How is this personal data collected?

RABI receives and stores personal data supplied to us in writing, via email, by telephone, in person or online when applying, enquiring or registering for help, trusteeship, champion or volunteering opportunities, by filling out our online forms, attending events or donating money to us.

We may also receive personal data from third parties, for example a welfare officer, charity, agency or organisation that refers you to our service.

4. How do we use this personal data?

4.1 Processing personal data

Please consult the relevant table below for information about how we process your personal data.

The information below is shown as individual cards to make it easier to read on a mobile screen.

Grant applicants and beneficiaries

To assess eligibility for grants and financial support
Personal data
Identity Data
Contact Data
Communications Data
Grant and Beneficiary Data
Lawful basis
Legitimate interests, necessary to provide our services and fulfil our charitable objectives.
To administer grants and manage ongoing support
Personal data
Identity Data
Contact Data
Financial Data
Grant and Beneficiary Data
Lawful basis
Legitimate interests, necessary to manage and deliver our grant services.
To maintain a record of grants and services provided in case you return to RABI requesting further support
Personal data
Identity Data
Contact Data
Grant and Beneficiary Data
Lawful basis
Legitimate interests, necessary to provide continued support.

In addition to these purposes, where beneficiaries have provided information about their experience of applying for a grant, by whatever means, and have explicitly consented to us doing so, we may use this information to write case studies for our communications, including PR and media activity, digital and social media, campaigning, fundraising materials and internal communications, to help us raise awareness of our mission.

We will only ever use your story with your explicit consent. We will always contact you to discuss the use of your story in further detail each time.

Supporters and donors

To maintain an accurate record of donations for financial reporting
Personal data
Identity Data
Donation Data
Financial Data
Lawful basis
Legitimate interests, necessary to keep and manage a record of donations.
To contact you regarding your donation, the impact of your donations and other ways you can support RABI
Personal data
Identity Data
Contact Data
Communication Data
Lawful basis
Legitimate interests, necessary to keep supporters involved and up to date about our activities, unless you object. We rely on the charitable purpose soft opt-in to send these communications.
To administer Gift Aid information where you have selected to contribute Gift Aid
Personal data
Identity Data
Financial Data
Donation Data
Lawful basis
Legal obligation, to keep a record of Gift Aid declarations.
To analyse donation patterns and trends to inform fundraising strategies
Personal data
Identity Data
Survey Data
Engagement Data
Donation Data
Technical Data
Lawful basis
Legitimate interests, necessary to develop and improve how we engage with our supporters and donors.

Volunteers and champions

To manage our relationship with volunteers and champions, including coordinating activities and events
Personal data
Identity Data
Contact Data
Engagement Data
Lawful basis
Necessary for our legitimate interests, to coordinate and manage volunteer activities.

General and website visitors

To communicate with you regarding our work when you have opted into our communications
Personal data
Identity Data
Contact Data
Preferences Data
Communication Data
Lawful basis
Consent, only where you have given your consent for us to do so.
To improve the website, products and services
Personal data
Identity Data
Survey Data
Engagement Data
Communication Data
Technical Data
Lawful basis
Legitimate interests, necessary to develop and improve our services.
To manage your communication preferences
Personal data
Identity Data
Contact Data
Communication Data
Preferences Data
Lawful basis
Necessary for our legitimate interests, to maintain our records and ensure they mirror your preferences.
To keep a record of your relationship with us
Personal data
Identity Data
Contact Data
Engagement Data
Communication Data
Lawful basis
Necessary for our legitimate interests, running RABI efficiently.
To prevent and detect fraud or unauthorised access
Personal data
Identity Data
Contact Data
Communication Data
Technical Data
Lawful basis
Necessary for our legitimate interests, to prevent fraud or unauthorised access.
To deal with enquiries and feedback
Personal data
Identity Data
Survey Data
Contact Data
Communication Data
Lawful basis
Necessary for our legitimate interests, to respond to enquiries and feedback.
To respond to and defend legal claims
Personal data
Identity Data
Contact Data
Communication Data
Technical Data
Lawful basis
Necessary for our legitimate interests, to deal with claims involving us, and/or legal obligation.

4.2 Processing Health Data

We may collect Health Data of grant applicants and beneficiaries for the following purposes. Health Data is a type of special category data, meaning that in addition to establishing a lawful basis, we are required to identify an appropriate processing condition.

To assess eligibility for grants and financial support
Personal data
Health Data
Lawful basis
Necessary for our legitimate interests, to provide our services and fulfil our charitable objectives.
Processing condition
For reasons of substantial public interest, support for individuals with a particular disability or medical condition.
To administer grants and manage ongoing support
Personal data
Health Data
Lawful basis
Necessary for our legitimate interests, to manage and deliver our grant services.
Processing condition
For reasons of substantial public interest, support for individuals with a particular disability or medical condition.
5. Data sharing

Your data is treated as strictly confidential and is only disclosed, with your agreement, to parties that have a need to access it in order to fulfil our objectives.

We may disclose personal data to RABI employees, including our trustees. We do not permit these parties to use such information for any purpose other than to perform the service instructed by us.

We may have to share your data with third parties where it is necessary to administer our relationship with you, where required by law, or where we have another legitimate interest in doing so. These third parties include:

  • IT service providers, such as data-management and cloud-service providers;
  • HMRC, if you have agreed to us claiming Gift Aid on your behalf;
  • Google Analytics or similar services, for analysis of website use;
  • our professional advisers; and
  • third parties to whom we may choose to sell, transfer or merge parts of the Charity or our assets. Alternatively, we may seek to acquire other charities or merge with them.
6. Data retention

When personal data is no longer needed, it will be destroyed. Examples might include when an application process has been completed or volunteering terminates.

To determine the appropriate retention period for your personal data, we consider the amount, nature and sensitivity of the data; the potential risk of harm from unauthorised use or disclosure; the purposes for which we process it; whether those purposes can be achieved through other means; and the applicable legal requirements.

As a rule, we will hold your information for a period of up to six years from the end of your relationship with us, in accordance with our data retention policy. Please see our full Data Retention Policy for details.

7. Rights of access, correction, erasure and restriction

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes.

Under certain circumstances, by law you have the right to:

  • Request access to your personal data, commonly known as a data subject access request.
  • Request correction of incomplete or inaccurate personal data that we hold about you.
  • Request erasure of your personal data where there is no good reason for us continuing to process it.
  • Object to processing where we are relying on a legitimate interest and your particular situation gives you grounds to object.
  • Request restriction of processing, for example while accuracy or the reason for processing is being established.
  • Request the transfer of your personal data to another party.
  • Complain to us about how we use your personal data.

Where you exercise your right of access, we are required by law to carry out a reasonable and proportionate search for your personal data. Exemptions may apply, for example where disclosure would reveal legally privileged information or third-party personal data. We consider and apply exemptions on a case-by-case basis.

We may contact you to ask for further information in relation to your request to help speed up our response. We try to respond to all legitimate requests within one month. Where a request is particularly complex, it may take longer; in that case, we will notify you and keep you updated.

You will not usually have to pay a fee to access your personal data or exercise your other data-subject rights. However, we may charge a reasonable fee, or refuse to comply, if a request is clearly unfounded or excessive.

8. Complaints

From 19 June 2026, you will also have the right to complain to us about how we handle your personal data or other people’s information. Where you make a complaint, we will acknowledge it within 30 days and respond without undue delay.

If you have a complaint about how we manage your information, please contact us using the details below.

If, after completing our internal complaints procedure, you remain dissatisfied, you have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK regulator for data-protection issues: www.ico.org.uk.

9. Contact information

If you have any questions about this privacy notice or how we handle your personal information, please contact the Data Protection Manager:

Email: DPO@rabi.org.uk
Telephone: 01865 724 931
Address: Shaw House, 27 West Way, Botley, Oxford, OX2 0QH

10. Changes to this privacy notice

We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.

11. Legal information

We are The Royal Agricultural Benevolent Institution, charity number 208858, registered at Shaw House, 27 West Way, Botley, Oxford, OX2 0QH.

Privacy Notice

This privacy notice sets out how The Royal Agricultural Benevolent Institution (RABI), charity number 208858, uses your personal data.

Please note: this privacy notice does not apply to our Farmer’s Aid mobile application. The Farmer’s Aid privacy policy is available within the mobile application.

1. Why do we have this notice?

RABI is a data controller and is therefore responsible for processing personal data about you.

This notice describes how and why we collect and use personal data about you during and after your working relationship with us. Please read it carefully to understand how we handle your personal data.

This notice applies to RABI:

  • grant applicants;
  • beneficiaries;
  • supporters and donors;
  • volunteers and champions;
  • subscribers to our mailing list; and
  • website visitors.
2. What information might we hold about you?

Personal data means any information about an individual from which that person can be identified. RABI may collect and process a range of information about you, including:

  • Identity Data: including name, date of birth and gender.
  • Contact Data: email address, address and telephone number.
  • Communications Data: correspondence or messages, including emails, messages sent to our “Click & Chat” online wellbeing platform, WhatsApp messages or SMS, as well as calls that you make to us.
  • Grant and Beneficiary Data: information required to assess eligibility for and administer grants and financial support.
  • Financial Data: details of your bank account, for processing payments or Gift Aid.
  • Engagement Data: records of engagement and/or correspondence with us, for example volunteer or event participation history.
  • Donation Data: donation history and Gift Aid schedules.
  • Preferences Data: your communication preferences.
  • Survey Data: information you have entered via any of our online forms.
  • Technical Data: technical information, including anonymous data collected by the hosting server for statistical purposes; browser type and version; time-zone setting; browser plug-in types and versions; operating system and platform; mobile identifiers; and cookie, tracking pixel and beacon identification information.
  • Health Data: information about your health, psychological state and/or medical conditions where you provide this information to us when you use our services.
3. How is this personal data collected?

RABI receives and stores personal data supplied to us in writing, via email, by telephone, in person or online when applying, enquiring or registering for help, trusteeship, champion or volunteering opportunities, by filling out our online forms, attending events or donating money to us.

We may also receive personal data from third parties, for example a welfare officer, charity, agency or organisation that refers you to our service.

4. How do we use this personal data?

4.1 Processing personal data

Please consult the relevant table below for information about how we process your personal data.

Grant applicants and beneficiaries

Purpose Personal data Lawful basis
To assess eligibility for grants and financial support Identity Data
Contact Data
Communications Data
Grant and Beneficiary Data		 Legitimate interests, necessary to provide our services and fulfil our charitable objectives.
To administer grants and manage ongoing support Identity Data
Contact Data
Financial Data
Grant and Beneficiary Data		 Legitimate interests, necessary to manage and deliver our grant services.
To maintain a record of grants and services provided in case you return to RABI requesting further support Identity Data
Contact Data
Grant and Beneficiary Data		 Legitimate interests, necessary to provide continued support.

In addition to these purposes, where beneficiaries have provided information about their experience of applying for a grant, by whatever means, and have explicitly consented to us doing so, we may use this information to write case studies for our communications, including PR and media activity, digital and social media, campaigning, fundraising materials and internal communications, to help us raise awareness of our mission.

We will only ever use your story with your explicit consent. We will always contact you to discuss the use of your story in further detail each time.

Supporters and donors

Purpose Personal data Lawful basis
To maintain an accurate record of donations for financial reporting Identity Data
Donation Data
Financial Data		 Legitimate interests, necessary to keep and manage a record of donations.
To contact you regarding your donation, the impact of your donations and other ways you can support RABI Identity Data
Contact Data
Communication Data		 Legitimate interests, necessary to keep supporters involved and up to date about our activities, unless you object. We rely on the charitable purpose soft opt-in to send these communications.
To administer Gift Aid information where you have selected to contribute Gift Aid Identity Data
Financial Data
Donation Data		 Legal obligation, to keep a record of Gift Aid declarations.
To analyse donation patterns and trends to inform fundraising strategies Identity Data
Survey Data
Engagement Data
Donation Data
Technical Data		 Legitimate interests, necessary to develop and improve how we engage with our supporters and donors.

Volunteers and champions

Purpose Personal data Lawful basis
To manage our relationship with volunteers and champions, including coordinating activities and events Identity Data
Contact Data
Engagement Data		 Necessary for our legitimate interests, to coordinate and manage volunteer activities.

General and website visitors

Purpose Personal data Lawful basis
To communicate with you regarding our work when you have opted into our communications Identity Data
Contact Data
Preferences Data
Communication Data		 Consent, only where you have given your consent for us to do so.
To improve the website, products and services Identity Data
Survey Data
Engagement Data
Communication Data
Technical Data		 Legitimate interests, necessary to develop and improve our services.
To manage your communication preferences Identity Data
Contact Data
Communication Data
Preferences Data		 Necessary for our legitimate interests, to maintain our records and ensure they mirror your preferences.
To keep a record of your relationship with us Identity Data
Contact Data
Engagement Data
Communication Data		 Necessary for our legitimate interests, running RABI efficiently.
To prevent and detect fraud or unauthorised access Identity Data
Contact Data
Communication Data
Technical Data		 Necessary for our legitimate interests, to prevent fraud or unauthorised access.
To deal with enquiries and feedback Identity Data
Survey Data
Contact Data
Communication Data		 Necessary for our legitimate interests, to respond to enquiries and feedback.
To respond to and defend legal claims Identity Data
Contact Data
Communication Data
Technical Data		 Necessary for our legitimate interests, to deal with claims involving us, and/or legal obligation.

4.2 Processing Health Data

We may collect Health Data of grant applicants and beneficiaries for the following purposes. Health Data is a type of special category data, meaning that in addition to establishing a lawful basis, we are required to identify an appropriate processing condition.

Purpose Personal data Lawful basis Processing condition
To assess eligibility for grants and financial support Health Data Necessary for our legitimate interests, to provide our services and fulfil our charitable objectives. For reasons of substantial public interest, support for individuals with a particular disability or medical condition.
To administer grants and manage ongoing support Health Data Necessary for our legitimate interests, to manage and deliver our grant services. For reasons of substantial public interest, support for individuals with a particular disability or medical condition.
5. Data sharing

Your data is treated as strictly confidential and is only disclosed, with your agreement, to parties that have a need to access it in order to fulfil our objectives.

We may disclose personal data to RABI employees, including our trustees. We do not permit these parties to use such information for any purpose other than to perform the service instructed by us.

We may have to share your data with third parties where it is necessary to administer our relationship with you, where required by law, or where we have another legitimate interest in doing so. These third parties include:

  • IT service providers, such as data-management and cloud-service providers;
  • HMRC, if you have agreed to us claiming Gift Aid on your behalf;
  • Google Analytics or similar services, for analysis of website use;
  • our professional advisers; and
  • third parties to whom we may choose to sell, transfer or merge parts of the Charity or our assets. Alternatively, we may seek to acquire other charities or merge with them.
6. Data retention

When personal data is no longer needed, it will be destroyed. Examples might include when an application process has been completed or volunteering terminates.

To determine the appropriate retention period for your personal data, we consider the amount, nature and sensitivity of the data; the potential risk of harm from unauthorised use or disclosure; the purposes for which we process it; whether those purposes can be achieved through other means; and the applicable legal requirements.

As a rule, we will hold your information for a period of up to six years from the end of your relationship with us, in accordance with our data retention policy. Please see our full Data Retention Policy for details.

7. Rights of access, correction, erasure and restriction

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes.

Under certain circumstances, by law you have the right to:

  • Request access to your personal data, commonly known as a data subject access request.
  • Request correction of incomplete or inaccurate personal data that we hold about you.
  • Request erasure of your personal data where there is no good reason for us continuing to process it.
  • Object to processing where we are relying on a legitimate interest and your particular situation gives you grounds to object.
  • Request restriction of processing, for example while accuracy or the reason for processing is being established.
  • Request the transfer of your personal data to another party.
  • Complain to us about how we use your personal data.

Where you exercise your right of access, we are required by law to carry out a reasonable and proportionate search for your personal data. Exemptions may apply, for example where disclosure would reveal legally privileged information or third-party personal data. We consider and apply exemptions on a case-by-case basis.

We may contact you to ask for further information in relation to your request to help speed up our response. We try to respond to all legitimate requests within one month. Where a request is particularly complex, it may take longer; in that case, we will notify you and keep you updated.

You will not usually have to pay a fee to access your personal data or exercise your other data-subject rights. However, we may charge a reasonable fee, or refuse to comply, if a request is clearly unfounded or excessive.

8. Complaints

From 19 June 2026, you will also have the right to complain to us about how we handle your personal data or other people’s information. Where you make a complaint, we will acknowledge it within 30 days and respond without undue delay.

If you have a complaint about how we manage your information, please contact us using the details below.

If, after completing our internal complaints procedure, you remain dissatisfied, you have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK regulator for data-protection issues: www.ico.org.uk.

9. Contact information

If you have any questions about this privacy notice or how we handle your personal information, please contact the Data Protection Manager:

Email: DPO@rabi.org.uk
Telephone: 01865 724 931
Address: Shaw House, 27 West Way, Botley, Oxford, OX2 0QH

10. Changes to this privacy notice

We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.

11. Legal information

We are The Royal Agricultural Benevolent Institution, charity number 208858, registered at Shaw House, 27 West Way, Botley, Oxford, OX2 0QH.

Privacy Notice

This privacy notice sets out how The Royal Agricultural Benevolent Institution (RABI), charity number 208858, uses your personal data.

Please note: this privacy notice does not apply to our Farmer’s Aid mobile application. The Farmer’s Aid privacy policy is available within the mobile application.

1. Why do we have this notice?

RABI is a data controller and is therefore responsible for processing personal data about you.

This notice describes how and why we collect and use personal data about you during and after your working relationship with us. Please read it carefully to understand how we handle your personal data.

This notice applies to RABI:

  • grant applicants;
  • beneficiaries;
  • supporters and donors;
  • volunteers and champions;
  • subscribers to our mailing list; and
  • website visitors.
2. What information might we hold about you?

Personal data means any information about an individual from which that person can be identified. RABI may collect and process a range of information about you, including:

  • Identity Data: including name, date of birth and gender.
  • Contact Data: email address, address and telephone number.
  • Communications Data: correspondence or messages, including emails, messages sent to our “Click & Chat” online wellbeing platform, WhatsApp messages or SMS, as well as calls that you make to us.
  • Grant and Beneficiary Data: information required to assess eligibility for and administer grants and financial support.
  • Financial Data: details of your bank account, for processing payments or Gift Aid.
  • Engagement Data: records of engagement and/or correspondence with us, for example volunteer or event participation history.
  • Donation Data: donation history and Gift Aid schedules.
  • Preferences Data: your communication preferences.
  • Survey Data: information you have entered via any of our online forms.
  • Technical Data: technical information, including anonymous data collected by the hosting server for statistical purposes; browser type and version; time-zone setting; browser plug-in types and versions; operating system and platform; mobile identifiers; and cookie, tracking pixel and beacon identification information.
  • Health Data: information about your health, psychological state and/or medical conditions where you provide this information to us when you use our services.
3. How is this personal data collected?

RABI receives and stores personal data supplied to us in writing, via email, by telephone, in person or online when applying, enquiring or registering for help, trusteeship, champion or volunteering opportunities, by filling out our online forms, attending events or donating money to us.

We may also receive personal data from third parties, for example a welfare officer, charity, agency or organisation that refers you to our service.

4. How do we use this personal data?

4.1 Processing personal data

Please consult the relevant table below for information about how we process your personal data.

The information below is shown as individual cards to make it easier to read on a mobile screen.

Grant applicants and beneficiaries

To assess eligibility for grants and financial support
Personal data
Identity Data
Contact Data
Communications Data
Grant and Beneficiary Data
Lawful basis
Legitimate interests, necessary to provide our services and fulfil our charitable objectives.
To administer grants and manage ongoing support
Personal data
Identity Data
Contact Data
Financial Data
Grant and Beneficiary Data
Lawful basis
Legitimate interests, necessary to manage and deliver our grant services.
To maintain a record of grants and services provided in case you return to RABI requesting further support
Personal data
Identity Data
Contact Data
Grant and Beneficiary Data
Lawful basis
Legitimate interests, necessary to provide continued support.

In addition to these purposes, where beneficiaries have provided information about their experience of applying for a grant, by whatever means, and have explicitly consented to us doing so, we may use this information to write case studies for our communications, including PR and media activity, digital and social media, campaigning, fundraising materials and internal communications, to help us raise awareness of our mission.

We will only ever use your story with your explicit consent. We will always contact you to discuss the use of your story in further detail each time.

Supporters and donors

To maintain an accurate record of donations for financial reporting
Personal data
Identity Data
Donation Data
Financial Data
Lawful basis
Legitimate interests, necessary to keep and manage a record of donations.
To contact you regarding your donation, the impact of your donations and other ways you can support RABI
Personal data
Identity Data
Contact Data
Communication Data
Lawful basis
Legitimate interests, necessary to keep supporters involved and up to date about our activities, unless you object. We rely on the charitable purpose soft opt-in to send these communications.
To administer Gift Aid information where you have selected to contribute Gift Aid
Personal data
Identity Data
Financial Data
Donation Data
Lawful basis
Legal obligation, to keep a record of Gift Aid declarations.
To analyse donation patterns and trends to inform fundraising strategies
Personal data
Identity Data
Survey Data
Engagement Data
Donation Data
Technical Data
Lawful basis
Legitimate interests, necessary to develop and improve how we engage with our supporters and donors.

Volunteers and champions

To manage our relationship with volunteers and champions, including coordinating activities and events
Personal data
Identity Data
Contact Data
Engagement Data
Lawful basis
Necessary for our legitimate interests, to coordinate and manage volunteer activities.

General and website visitors

To communicate with you regarding our work when you have opted into our communications
Personal data
Identity Data
Contact Data
Preferences Data
Communication Data
Lawful basis
Consent, only where you have given your consent for us to do so.
To improve the website, products and services
Personal data
Identity Data
Survey Data
Engagement Data
Communication Data
Technical Data
Lawful basis
Legitimate interests, necessary to develop and improve our services.
To manage your communication preferences
Personal data
Identity Data
Contact Data
Communication Data
Preferences Data
Lawful basis
Necessary for our legitimate interests, to maintain our records and ensure they mirror your preferences.
To keep a record of your relationship with us
Personal data
Identity Data
Contact Data
Engagement Data
Communication Data
Lawful basis
Necessary for our legitimate interests, running RABI efficiently.
To prevent and detect fraud or unauthorised access
Personal data
Identity Data
Contact Data
Communication Data
Technical Data
Lawful basis
Necessary for our legitimate interests, to prevent fraud or unauthorised access.
To deal with enquiries and feedback
Personal data
Identity Data
Survey Data
Contact Data
Communication Data
Lawful basis
Necessary for our legitimate interests, to respond to enquiries and feedback.
To respond to and defend legal claims
Personal data
Identity Data
Contact Data
Communication Data
Technical Data
Lawful basis
Necessary for our legitimate interests, to deal with claims involving us, and/or legal obligation.

4.2 Processing Health Data

We may collect Health Data of grant applicants and beneficiaries for the following purposes. Health Data is a type of special category data, meaning that in addition to establishing a lawful basis, we are required to identify an appropriate processing condition.

To assess eligibility for grants and financial support
Personal data
Health Data
Lawful basis
Necessary for our legitimate interests, to provide our services and fulfil our charitable objectives.
Processing condition
For reasons of substantial public interest, support for individuals with a particular disability or medical condition.
To administer grants and manage ongoing support
Personal data
Health Data
Lawful basis
Necessary for our legitimate interests, to manage and deliver our grant services.
Processing condition
For reasons of substantial public interest, support for individuals with a particular disability or medical condition.
5. Data sharing

Your data is treated as strictly confidential and is only disclosed, with your agreement, to parties that have a need to access it in order to fulfil our objectives.

We may disclose personal data to RABI employees, including our trustees. We do not permit these parties to use such information for any purpose other than to perform the service instructed by us.

We may have to share your data with third parties where it is necessary to administer our relationship with you, where required by law, or where we have another legitimate interest in doing so. These third parties include:

  • IT service providers, such as data-management and cloud-service providers;
  • HMRC, if you have agreed to us claiming Gift Aid on your behalf;
  • Google Analytics or similar services, for analysis of website use;
  • our professional advisers; and
  • third parties to whom we may choose to sell, transfer or merge parts of the Charity or our assets. Alternatively, we may seek to acquire other charities or merge with them.
6. Data retention

When personal data is no longer needed, it will be destroyed. Examples might include when an application process has been completed or volunteering terminates.

To determine the appropriate retention period for your personal data, we consider the amount, nature and sensitivity of the data; the potential risk of harm from unauthorised use or disclosure; the purposes for which we process it; whether those purposes can be achieved through other means; and the applicable legal requirements.

As a rule, we will hold your information for a period of up to six years from the end of your relationship with us, in accordance with our data retention policy. Please see our full Data Retention Policy for details.

7. Rights of access, correction, erasure and restriction

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes.

Under certain circumstances, by law you have the right to:

  • Request access to your personal data, commonly known as a data subject access request.
  • Request correction of incomplete or inaccurate personal data that we hold about you.
  • Request erasure of your personal data where there is no good reason for us continuing to process it.
  • Object to processing where we are relying on a legitimate interest and your particular situation gives you grounds to object.
  • Request restriction of processing, for example while accuracy or the reason for processing is being established.
  • Request the transfer of your personal data to another party.
  • Complain to us about how we use your personal data.

Where you exercise your right of access, we are required by law to carry out a reasonable and proportionate search for your personal data. Exemptions may apply, for example where disclosure would reveal legally privileged information or third-party personal data. We consider and apply exemptions on a case-by-case basis.

We may contact you to ask for further information in relation to your request to help speed up our response. We try to respond to all legitimate requests within one month. Where a request is particularly complex, it may take longer; in that case, we will notify you and keep you updated.

You will not usually have to pay a fee to access your personal data or exercise your other data-subject rights. However, we may charge a reasonable fee, or refuse to comply, if a request is clearly unfounded or excessive.

8. Complaints

From 19 June 2026, you will also have the right to complain to us about how we handle your personal data or other people’s information. Where you make a complaint, we will acknowledge it within 30 days and respond without undue delay.

If you have a complaint about how we manage your information, please contact us using the details below.

If, after completing our internal complaints procedure, you remain dissatisfied, you have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK regulator for data-protection issues: www.ico.org.uk.

9. Contact information

If you have any questions about this privacy notice or how we handle your personal information, please contact the Data Protection Manager:

Email: DPO@rabi.org.uk
Telephone: 01865 724 931
Address: Shaw House, 27 West Way, Botley, Oxford, OX2 0QH

10. Changes to this privacy notice

We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.

11. Legal information

We are The Royal Agricultural Benevolent Institution, charity number 208858, registered at Shaw House, 27 West Way, Botley, Oxford, OX2 0QH.