1. Two roles, clearly separated
Supporter and donor records. When a charity uses OrchidHall to keep its donor records, the charity decides what is collected and why. The charity is the controller and OrchidHall acts as its processor, handling that data only on the charity's instructions and under our data processing terms. If you are a supporter, the charity's own privacy notice applies, and the charity is the right first contact for your requests; we will help them answer you.
Accounts, sign-in and our own website. For the people who sign up and sign in, and for visitors to this website, OrchidHall is the controller of the limited data described below.
2. What we collect as controller
- Account details: name, work email address, organisation name, and the role you hold in each organisation.
- Sign-in security data: a salted password hash (never the password itself), whether two-factor authentication is on, and, if your organisation uses single sign-on, the identifier your identity provider gives us.
- Security and audit records: sign-ins, failed attempts, changes and exports, with the time and IP address. These protect your organisation and help investigate misuse.
- Billing records for paid plans: plan, billing interval and subscription status. Card details are entered on Stripe's pages and never reach our servers.
- Messages you send us, such as demo requests and support questions.
We do not use advertising trackers or third-party analytics, and our pages load no third-party scripts.
3. Why we use it, and our lawful bases
- To provide the service you signed up for (contract): creating your account, signing you in, sending invitations, receipts, verification codes and password-reset links.
- To keep the service and your organisation's data secure (legitimate interests): audit logs, rate limiting, account lockout and fraud prevention.
- To bill paid plans and keep records (contract and legal obligation).
- To answer you when you contact us (legitimate interests).
We do not sell personal data, and we do not use donor records for our own purposes: not for marketing, profiling, or training models.
4. Where data is held
Organisation data and files are stored in Cloudflare's EU jurisdiction by default. Some service providers below may process limited data outside the European Economic Area or the UK; where they do, transfers rely on adequacy decisions or the European Commission's Standard Contractual Clauses (with the UK addendum).
5. Service providers we rely on
- Cloudflare: hosting, database and file storage, network security and outgoing email.
- Stripe: card payments for donations (on each charity's own connected Stripe account) and subscription billing for paid plans. Stripe acts under its own terms for payment processing.
If your organisation turns on single sign-on, your organisation's chosen identity provider (for example Google Workspace or Microsoft Entra ID) also takes part in sign-in. We will update this list before adding a provider that handles customer data.
6. How long we keep it
- Sign-in sessions expire after 12 hours; sign-in links and codes expire within hours and are single use.
- Account and organisation data are kept while the account is active. When an organisation asks us to close its account, its data is deleted within 30 days, except billing records we must keep by law. Database recovery points expire within 30 days of their creation.
- Charities control retention of their supporter records and can export or delete them at any time.
7. Cookies
We use only strictly necessary cookies: one that keeps you signed in, and a short-lived one that protects single sign-on from forgery. Because they are essential to sign-in, they do not require consent, and there is no cookie banner because there is nothing optional to accept.
8. Your rights
Under the GDPR, the UK GDPR and similar laws you can ask to access, correct, delete, restrict or port your personal data, and object to processing based on legitimate interests. Write to us using the address below. If your request concerns a charity's supporter records, we will pass it to that charity promptly and assist them.
You also have the right to complain to your data protection authority, such as the authority in your EU member state or the UK Information Commissioner's Office. We would appreciate the chance to put things right first.
9. Security
Our safeguards are described on the security page: encryption in transit, hashed credentials, two-factor and single sign-on, role-based access, organisation-scoped queries and audit logging. If we become aware of a personal data breach affecting your organisation, we will inform you without undue delay.
10. Changes to this notice
When we make material changes we will update the date above and, for account holders, tell you by email or in the app before they take effect.