At Fairhaven Garden Trust we are committed to protecting and respecting your privacy.
This policy explains when, how and why we collect personal information about you, how we use it, the conditions under which we may disclose it to others, how we keep it safe and secure and your rights and choices in relation to your information.
Any questions regarding this policy should be sent by email to firstname.lastname@example.org or by writing to Louise Rout, Manager, Fairhaven Woodland and Water Garden, School Road, South Walsham, Norfolk, NR13 6DZ. Alternatively, you can telephone 01603 270449.
Who is collecting the data?
We are Fairhaven Garden Trust, a registered charity (no. 265686). A woodland charity set up to preserve 130 acres of Norfolk woodland.
How do we collect data from you?
We obtain information about you in the following ways:
Data you give us directly
The information you give us directly may come from several sources: when you book an event with us online, when you sign up to our e-newsletter, when you fill in a mobility scooter booking form, when you take out a Fairhaven membership or when you volunteer for us.
When you visit this website
We, like many organisations, automatically collect the following information:
technical information, including the type of device you’re using, the IP address, browser and operating system being used to connect your computer to the internet. This information may be used to improve the services we offer.
information about your visit to this website, for example we collect information about pages you visit and how you navigate the website, i.e. length of visits to certain pages, products and services you viewed and searched for, referral sources (e.g. how you arrived at our website).
It is possible to switch off cookies by setting your browser preferences. However, turning cookies off may result in a loss of functionality when using our website.
When you interact with us on social media platforms such as Facebook, Instagram and Twitter we may obtain information about you (for example, when you check in to Fairhaven on Facebook). The information we receive will depend on the privacy preferences you have set on those types of platforms.
We will only send you marketing communications by email if you have explicitly provided your prior consent. You may opt out of our marketing communications at any time by clicking the unsubscribe link at the end of our monthly e-newsletter.
What data is being collected?
The personal data we collect, store and use might include:
your name and contact details (including postal address, email address and telephone number).
information about your activities on our website and about the device used to access it, for instance your IP address and geographical location.
your bank or credit card details. If you purchase a ticket online your card information is not held by us. It is collected by our third party payment processors, who specialise in the secure online capture and processing of credit/debit card transactions.
information as to whether you are a UK taxpayer so we can claim gift aid.
any other personal information shared with us.
Data protection laws recognise certain categories of personal information as sensitive and therefore requiring greater protection, for example information about your health, ethnicity and religion.
We do not collect sensitive data about you.
How will the data be used?
We may use your information for a number of different purposes, which may include:
providing you with the services, products or information you asked for.
processing online tickets that you have purchased.
carrying out our obligations under any contracts entered into between you and us.
keeping a record of your relationship with us, for example your membership details.
conducting analysis and market research so we can understand how we can improve our services, products or information.
dealing with entries into a competition.
seeking your views or comments on the services we provide.
notifying you of changes to our services.
sending you communications which you have requested and that may be of interest to you, for example our monthly e-newsletter.
processing grant or job applications.
How long will the data be stored for?
We keep your information for no longer than is necessary for the purposes it was collected for. The length of time we retain your personal information for is determined by operational and legal considerations. For example, we are legally required to hold some types of information to fulfil our statutory and regulatory obligations (e.g. health/safety and tax/accounting purposes).
We review our retention periods on a regular basis.
Will the data be shared with any third parties?
We do not sell or rent your information to third parties.
We do not share your information with third parties for marketing purposes.
What is the legal basis for processing the data?
Data protection law requires us to rely on one or more lawful grounds to process your personal information. We consider the following grounds to be relevant:
Where you have provided specific consent to us using your personal information in a certain way, such as to send you a monthly e-newsletter via email.
Performance of a contract
Where we are entering into a contract with you such as purchasing online tickets for events.
Where necessary so that we can comply with a legal or regulatory obligation to which we are subject, for example where we are ordered by a court or regulatory authority like the Charity Commission or Fundraising Regulator.
Where it is necessary to protect life or health (for example volunteers will need to provide medical information in case of an emergency) or a safeguarding issue which requires us to share you information with the emergency services.
Where it is reasonably necessary to achieve our legitimate interests (as long as what the information is used for is fair and does not duly impact your rights).
We consider our legitimate interests to be running Fairhaven Garden Trust as a charitable organisation in pursuit of our aims and ideals. For example to:
send postal communications which we think will be of interest to you.
conduct research to better understand our customer’s needs and provide better services.
monitor who we deal with to protect the charity against fraud, money laundering and other risks.
enhance, modify, personalise or otherwise improve our services /communications for the benefit of our customers.
understand better how people interact with our website.
When we legitimately process your personal information in this way, we consider and balance any potential impact on you (both positive and negative), and your rights under data protection laws. We will not use your personal information where our interests are overridden by the impact on you, for example, where use would be excessively intrusive (unless, for instance, we are otherwise required or permitted to by law).
Fundraising and Marketing Communications
We may use your contact details to provide you with information about Fairhaven products and services you can buy, if we think it may be of interest to you.
We may occasionally send you marketing and fundraising communications by post unless you have told us that you would prefer not to hear from us.
What rights do you have?
We are committed to putting you in control of your data so you are free to change your marketing preferences (including to tell us that you don’t want to be contacted for marketing purposes) at any time by contacting us by email email@example.com.
Under UK data protection law, you have certain rights over the personal data that we hold about you. Here is a summary of the rights that we think apply:
Right to request access
You have a right to request access to the personal data that we hold about you. You also have the right to request a copy of the information we hold about you, and we will provide you with this unless legal exceptions apply.
If you want to access your information, please send a description of the information you want to see and proof of your identity by post to the address above.
Right to have your inaccurate personal information corrected
You have the right to have inaccurate or incomplete information we hold about you corrected. The accuracy of your information is important to us so we’re working on ways to make it easier for you to review and correct the information that we hold about you.
Right to restrict use
You have a right to ask us to restrict the processing of some or all of your personal information if there is a disagreement about its accuracy or we are not lawfully allowed to use it.
Right of erasure
You may ask us to delete some or all of your personal information and in certain cases, and subject to certain exceptions; we will do so as far as we are required to.
Right for your personal information to be portable
If we are processing your personal information (1) based on your consent, or in order to enter into or carry out a contract with you, and (2) the processing is being done by automated means, you may ask us to provide it to you or another service provider in a machine-readable format.
Right to object
You have the right to object to processing where we using your personal information (1) based on legitimate interests, (2) for direct marketing or (3) for statistical/research purposes.
If you want to exercise any of the above rights, please email us at firstname.lastname@example.org or write to Office, Fairhaven Garden Trust, School Road, South Walsham, Norfolk, NR13 6DZ. We may be required to ask for further information and/or evidence of identity. We will endeavour to respond fully to all requests within one month of receipt of your request, however if we are unable to do so we will contact you with reasons for the delay.
Please note that exceptions apply to a number of these rights, and not all rights will be applicable in all circumstances. For more details we recommend you consult the guidance published by the UK’s Information Commissioner’s Office, https://ico.org.uk/
Keeping your information safe
When you give us personal information, we take steps to ensure that appropriate technical and organisational controls are in place to protect it.
While we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk. Once we receive your information, we make our best effort to ensure its security on our systems.
Our website may contain links to other websites run by other organisations. This policy applies only to our website‚ so we encourage you to read the privacy statements on the other websites you visit. We cannot be responsible for the privacy policies and practices of other websites even if you access them using links from our website.
16 or Under
We are concerned to protect the privacy of children aged 16 or under. If you are aged 16 or under‚ please get your parent/guardian's permission beforehand whenever you provide us with personal information.
We are committed to protecting vulnerable supporters, customers and volunteers and appreciate that additional care may be needed when we use their personal information. In recognition of this, we observe good practice guidelines in our interactions with vulnerable people.
Changes to this policy
Any changes we may make to this policy in the future will be posted on this website so please check this page occasionally to ensure that you’re happy with any changes. If we make any significant changes we’ll make this clear on this website.
Review of this Policy
We keep this policy under regular review. This policy was last updated in June 2018.