Administration: Miscellaneous

Two possible layers. Any registered charity whose gross income last year exceeded 10,000 pounds must state that it is a registered charity on fundraising documents, cheques, invoices, receipts and bills. A charitable company must additionally show its registered name, company number, registered office and place of registration on business letters, order forms and its website. The formalities guidance note here sets out both lists with compliant example wording.

Work from a checklist annually rather than reacting to reminders. The recurring core: annual return and accounts to the Charity Commission on time, trustee details current with the regulator, policies reviewed, insurance renewed, data protection basics in place and, for charitable companies, the Companies House cycle too. The Small Charity Checklist of Ongoing Compliance template here turns that into a one-page annual routine a volunteer administrator can run.

Service and administrative messages are fine, but anything promoting the charity or seeking donations is direct marketing and generally needs prior consent for email and text. Consent must be specific and recorded; a name on an old list is not consent. Every message needs a working opt-out. Where you collected an address during a donation you may have limited room to contact similar causes, but tread carefully. The electronic marketing guidance note maps the boundaries.

Who you are, what personal data you collect, why and under which lawful basis, who you share it with, how long you keep it, whether it leaves the UK and the rights people have including complaint to the ICO. Cover each audience you hold data on: donors, beneficiaries, volunteers and staff. Publish it where data is collected. The GDPR compliant charity privacy notice template here is structured around exactly those headings.