Managing data and digital services

When closing your charity, you’ll need to decide what happens to the personal data you hold, your website, social media accounts and other digital services.

Plan these changes carefully to protect personal information, communicate your closure and prevent unauthorised access to your charity’s digital assets.

Individuals have the right to have their personal data removed if it’s no longer necessary for the purpose it was originally collected or processed for.

If you control or process data about people you are required under the Data Protection Act 2018 to return or delete all personal data after the end of services, or on expiry of a contract or agreement, unless it’s necessary to retain the data by law.

You also have responsibilities for telling other organisations to delete any links to copies of that data, as well as the copies themselves.

For detailed guidance, read the Information Commissioner’s Office (ICO) guidance on:

• ⁠The right to erasure
• ⁠Deleting information from electronic devices

Use your website to communicate your charity’s closure, including relevant dates and contact information.

Before closing your website:

• Decide whether to take it offline or retain an archived version.
• Make sure any retained information is accurate and clearly dated.
• Disable forms that collect personal information when they’re no longer needed.
• Save any records or content you need to retain.

If you keep your website online, consider who will be responsible for its security, maintenance and ongoing costs.