Privacy Policy

Privacy Policy

Woodgate Valley Urban Farm
Registered Charity Number: [Insert Charity Number]
Last Updated: [Date]

1. Introduction

Woodgate Valley Urban Farm (“the Farm”, “we”, “us”, or “our”) is committed to safeguarding the privacy of our visitors, donors, volunteers, employees, and service users. We process personal data in compliance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Charity Commission’s guidance on data protection.

2. Data We Collect

We may collect and process the following personal data:

• Identity Data: Name, title, date of birth
• Contact Data: Address, email, telephone number
• Donation Data: Bank/payment details for donations (processed securely)
• Volunteer Data: Emergency contact details, medical history (if required)
• Event & Activity Data: Sign-up details for educational visits, memberships, and events
• Website Data: IP address, cookies, browsing activity (where applicable)

3. How We Collect Data

We collect data through:

• Our website, online forms, and cookies
• Direct communications via phone, email, or social media
• Donation and fundraising platforms
• Volunteer applications and employment records
• CCTV surveillance for security purposes

4. Lawful Basis for Processing Data

Under UK GDPR, we process personal data based on:

• Consent – When individuals opt in for newsletters, volunteering, or fundraising events.
• Legitimate Interests – To operate the Farm effectively and engage supporters.
• Legal Obligation – Compliance with financial reporting, safeguarding, and charity law.
• Contractual Necessity – To manage employee and volunteer relationships.

5. How We Use Your Data

We use personal data for the following purposes:

• Managing donations, Gift Aid claims, and financial records.
• Organising volunteer and employment opportunities.
• Facilitating educational visits and community engagement.
• Ensuring the safety and security of all visitors through CCTV and incident reporting.
• Complying with UK charity regulations and governance requirements.

6. Data Sharing & Third Parties

We do not sell or rent personal data. However, we may share data with:

• Regulatory bodies, such as HMRC, for Gift Aid processing.
• Service providers, such as payment processors, IT support, and mailing services.
• Safeguarding authorities, if legally required for child or vulnerable adult protection.

We ensure all third parties comply with data protection laws.

7. Data Retention

We retain personal data for as long as necessary to fulfill legal, financial, and operational purposes:

• Donation records: 6 years (for HMRC compliance)
• Volunteer and employment data: Up to 6 years post-engagement
• CCTV footage: 30–90 days, unless required for an investigation

Once data is no longer required, we securely delete or anonymise it.

8. Your Rights Under UK GDPR

Individuals have the following rights:

• Right to Access – Request a copy of personal data we hold.
• Right to Rectification – Correct inaccurate or incomplete data.
• Right to Erasure – Request deletion of personal data in certain circumstances.
• Right to Restrict Processing – Limit the use of your data.
• Right to Object – Opt out of direct marketing or data processing based on legitimate interests.
• Right to Data Portability – Transfer data to another service provider (where applicable).

To exercise these rights, contact us at: [Insert Contact Email].

9. Data Security

We implement strict security measures to protect personal data, including:

• Secure servers and encrypted databases
• Access control to limit internal data exposure
• Regular cybersecurity reviews and staff training

10. Cookies & Website Tracking

Our website uses cookies to improve user experience. By using our website, you consent to the use of cookies. Users can manage cookie settings via their browser.

11. Contact & Complaints

For any privacy concerns, please contact our Data Protection Officer:

Woodgate Valley Urban Farm
[Insert Address]
Email: [Insert Email]
Phone: [Insert Phone Number]

If unsatisfied with our response, you can complain to the Information Commissioner’s Office (ICO) at www.ico.org.uk or call 0303 123 1113.

12. Updates to This Policy

We may update this policy periodically. Any changes will be published on our website.