MyCake

Privacy notice

MyCake Limited Privacy Notice May 2018 (updated as of 2026).

TABLE OF CONTENTS

1. IMPORTANT INFORMATION AND WHO WE ARE
2. THE DATA WE COLLECT ABOUT YOU
3. HOW IS YOUR PERSONAL DATA COLLECTED?
4. HOW WE USE YOUR PERSONAL DATA
5. DISCLOSURES OF YOUR PERSONAL DATA
6. INTERNATIONAL TRANSFERS
7. DATA SECURITY
8. DATA RETENTION
9. YOUR LEGAL RIGHTS

INTRODUCTION

Welcome to the MyCake Limited's (“MyCake”, “we”, “us” or “our”) privacy notice. We are committed to protecting your privacy and handling your personal data fairly, lawfully and transparently.

MyCake respects your privacy and is committed to protecting your personal data. This privacy notice will inform you as to how we look after your personal data when you visit our website, use our data tools (regardless of where you visit it from) or if we are holding personal data associated with the organisation you work for on behalf of public research purposes. We will tell you about your privacy rights and how the law protects you.

This privacy notice is provided in a layered format so you can click through to the specific areas set out below. Please also use the Glossary to understand the meaning of some of the terms used in this privacy notice.

1. IMPORTANT INFORMATION AND WHO WE ARE

PURPOSE OF THIS PRIVACY NOTICE

This privacy notice aims to give you information on how MyCake collects and processes your personal data through your use of this website or interact with the research we conduct. This includes any personal data you may provide through this website when you sign up to our newsletter or sign up to receive reports from us.

This website is not intended for children and we do not knowingly collect personal data relating to children.

It is important that you read this privacy notice together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy notice supplements the other notices and is not intended to override them.

CONTROLLER

MyCake Limited is the controller of your personal data and is responsible for deciding how and why your personal data is processed. 

We have appointed a data privacy manager who is responsible for overseeing questions in relation to this privacy notice. If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact the data privacy manager using the details set out below.

CONTACT DETAILS

Our full details are: MyCake Limited a company registered in England and Wales with registered company number 06378234 and registered address at 36 Kings Keep, Beaufort Road, Kingston, KT1 2HP.

Data Privacy Manager: Sarah A Thelwall

Email: sarah@mycake.org

Postal address: 36 Kings Keep, Beaufort Road, Kingston, Surrey, KT1 2HP

Telephone: 02082551309 or 07775562168

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

CHANGES TO THE PRIVACY NOTICE AND YOUR DUTY TO INFORM US OF CHANGES

This version was last updated on 20 July 2026 and historic versions can be obtained by contacting us.

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

THIRD-PARTY LINKS

This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their data protection and privacy practices. When you leave our website, we encourage you to read the privacy notice of every website you visit.

2. THE DATA WE COLLECT ABOUT YOU

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

The personal data we collect and process will depend on how you interact with us or use our services. We may collect, use, store and transfer the following categories of personal data:

  • Identity Data includes first name, last name, username or similar identifier, 
  • Contact Data includes billing address, delivery address, email address telephone number and other contact details you choose to provide to us.
  • Transaction Data includes details of payments made to and from you, invoices, subscription information and records of the services you have purchased or received .
  • Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access our website.
  • Research and Public Source Data includes information obtained from publicly available sources, including the Charity Commission, Companies House, the Mutuals Register and similar public registers. Depending on the nature of a particular research project, this may include publicly available business contact details, including email addresses where relevant. Where personal data is collected for a specific research project, we only retain it for as long as necessary to complete that project or to comply with our legal obligations.
  • Profile Data includes your preferences username and password, purchases or orders made by you, your interests, account preferences, feedback and survey responses subscription information, account settings and records relating to your use of our services.
  • Usage Data includes information about how you access and use our website, dashboards, reports and other services, including pages viewed, features used, login history and user activity.
  • Marketing and Communications Data includes your communication preferences, marketing preferences, records of correspondence with us and information relating to your participation in newsletters, events or other communications. We may also hold business contact details for individuals we communicate with in the course of providing our products and/or services, responding to enquiries or maintaining professional relationships. 

We also collect, use and share with third parties Aggregated Data including benchmarking information derived from data submitted through the provision of our services. Aggregated Data does not identify any individual and is not considered personal data under UK data protection legislation. We may use anonymised and aggregated information to produce benchmarking reports, research, statistical analysis and other insights. We take appropriate steps to ensure that published benchmarking outputs do not identify individual users or customers. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice.

We generally do not collect any Special Categories Data (such as information revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic or biometric data, health information or information concerning a person's sex life or sexual orientation), nor do we intentionally collect information relating to criminal convictions or offences. If it becomes necessary to process such information for a specific purpose, we will only do so where permitted by applicable law and with appropriate safeguards in place 

IF YOU FAIL TO PROVIDE PERSONAL DATA

Where we are required by law, or under the terms of a contract with you, to collect personal data and you fail to provide the requested personal data, we may be unable to provide the services or perform our contractual obligations. Where this is the case, we will let you know and explain the potential consequences, which may include refusing or restricting access to certain services or terminating the relevant agreement where appropriate.

3. HOW PERSONAL DATA IS COLLECTED

We use different methods to collect data from and about you including through:

  • Direct interactions. You may give us your Identity and Contact data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:
  • apply for our products or services;
  • create an account on our website;
  • subscribe to our service or publications, such as our benchmarking reports;
  • request marketing to be sent to you;
  • enter a competition, promotion or survey; or
  • give us feedback.
  • Automated technologies or interactions. As you interact with our website, we may automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. We may also receive Technical Data about you if you visit other websites employing our cookies. Please contact us if you require any further information about our use of cookies.
  • Third parties or publicly available sources. We may receive personal data about you from various third parties and public sources as set out below:

Technical Data from analytical and other technical services providers.

  • Contact and Transaction Data from providers of technical, payment and delivery services based in Europe.
  • Identity and Contact Data from publicly available sources such as Companies House, the Charity Commission, the Mutuals Register and other publicly available registers where relevant to the services we provide.

4. HOW WE USE YOUR PERSONAL DATA

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

  • Where we need to perform the contract we are about to enter into or have entered into with you.
  • Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
  • Where we need to comply with a legal or regulatory obligation.

We will only use your personal data where we have a lawful basis for doing so. Depending on the circumstances, this may include where it is necessary to perform a contract with you, where it is necessary for our legitimate interests (provided your interests and fundamental rights do not override those interests), where we are required to comply with a legal or regulatory obligation, or where you have given your consent.

See the table below to find out more about the types of lawful basis that we will rely on to process your personal data.

PURPOSES FOR WHICH WE WILL USE YOUR PERSONAL DATA

We have set out below, in a table format, a description of all the ways we plan to use your personal data, aside from with your consent, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Where we process personal data obtained from publicly available sources for a specific research project, we will only use that information for the purposes of the relevant project and will retain it only for as long as necessary. We also maintain appropriate records where individuals ask not to receive further communications from us.

Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need further details about the specific legal ground, we are relying on to process your personal data where more than one ground has been set out in the table below.

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MARKETING

We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising. You have full access and control over your personal data initially when you log into our system dashboard or by requesting access to your personal data that is not readily available on the dashboard. You can amend your marketing preferences by contacting us by email at admin@mycake.org.

PROMOTIONAL OFFERS FROM US

We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you (we call this marketing).

You will receive marketing communications from us if you have requested information from us or purchased goods and/or services from us or if you provided us with your details when you entered a competition or registered for a promotion and, in each case, you have not opted out of receiving that marketing.

THIRD-PARTY RESEARCH

From time to time, we collaborate with organisations in the non-profit and voluntary, community, and social enterprise (VCSE) sector to undertake research projects. These projects may be commissioned by central government, local government, funding bodies or other organisations operating within the VCSE sector. If we do this you will be given the opportunity to opt out from the research, to have your personal data removed and to not be contacted in the future for such purposes.

THIRD-PARTY MARKETING

MyCake does not share your personal data with third parties so that they can send marketing to you. In any event, we will get your express opt-in consent before we share your personal data for marketing purposes. We may send you marketing on behalf of third parties (without sharing your data with them) where we think that passing on an offer to you might be something you are interested in or could benefit from given the services that we provide to you. We won't send you marketing about products that have nothing to do with our own services unless we get you express consent for that precise purpose.

OPTING OUT

You can ask us or third parties to stop sending you marketing messages at any time by emailing us at admin@mycake.org or by following the opt-out links on any marketing message sent to you.

Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of a product/service purchase, warranty registration, product/service experience or other transactions.

COOKIES

MyCake uses cookies for users signed into our platform. Cookies will be stored on your browser so that you can easily and securely access the services we provide. We use them to identify who you are, to keep you logged in to your account and to allow you to do certain things that only your account is allowed to do. If we don’t have these cookies in place, you won’t be able to use the services we provide.

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that you will not be able to sign in and use MyCake dashboards. For more information about the cookies we use, please visit our cookies policy at this link https://mycake.org/cookies-policy.

CHANGE OF PURPOSE

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

5. DISCLOSURES OF YOUR PERSONAL DATA

We may have to share your personal data with the following categories of recipients where necessary for the purposes set out in the table in paragraph 4 above.

  • Our employees, contractors and professional advisers where they need access to your personal data to provide our services; 
  • Third-party service providers who provide services on our behalf, including IT hosting, cloud storage, customer support, payment processing, email and marketing platforms and other business support services;; 
  • Analytics providers and technology partners who help us improve our website, products and Services; Regulators, law enforcement agencies or other authorities where we are required to do so by law or to protect our legal rights; and
  • Third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy notice.

We require all third parties who may process your personal data to respect the security and confidentiality of your personal data and to treat it in accordance with applicable data protection and privacy laws.

6. INTERNATIONAL TRANSFERS

We do not transfer your personal data outside the European Economic Area (EEA).

7. DATA SECURITY

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We will deal promptly with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

8. DATA RETENTION

HOW LONG WILL YOU USE MY PERSONAL DATA FOR?

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes for which we collected it, including for the purposes of satisfying any legal, regulatory, accounting, or reporting requirements.

In determining the appropriate retention period, we consider the amount, nature and sensitivity of the personal data, the purposes for which we process it, and any applicable legal, regulatory or contractual requirements. By law, where we are required to retain certain personal data relating to our customers (including Contact, Identity, financial and Transaction Data) for six years after they cease being customers. We may retain personal data for longer where necessary to comply with legal obligations or for the establishment, exercise or defence of legal claims. 

Where we process personal data obtained from publicly available sources for specific research projects, we will retain that data only for as long as is necessary to complete the relevant project, unless we are required or permitted to retain it for longer as a result of another lawful purpose.

If you create an account with us, you may request that your account and associated personal data be deleted at any time. We also periodically review inactive accounts and delete personal data where it is no longer required.

In some circumstances, you can ask us to delete your data: see Request erasure below for further information.

In some circumstances we may anonymise your personal data so that it can no longer be associated with you.)for research or statistical purposes. Where we do so, we may use this information indefinitely without further notice to you. 

9. YOUR LEGAL RIGHTS

Under certain circumstances, you have the following rights under data protection laws in relation to your personal data:

  • Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
  • Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us. 
  • Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request. 
  • Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms. 
  • Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it. 
  • Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you. 
  • Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent. 

If you wish to exercise any of the rights set out above, please contact the data manager, whose details are provided at the beginning of this notice.

NO FEE USUALLY REQUIRED

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

WHAT WE MAY NEED FROM YOU

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

TIME LIMIT TO RESPOND

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.