Privacy Notice

Penllergare Trust Privacy Notice

Who we are:

The Penllergare Trust is a small charity set-up to restore and maintain Penllergare Valley Woods in Swansea.  We believe in keeping the utmost privacy for our visitors, web-users, volunteers and other supporters.  We will only use your data for the purposes you wish and will never supply or trade your personal data to any third parties for marketing purposes.  Please see below for details of how we use and protect your data.

What data do we collect and why?

Volunteers:

We collect the following personal data from you when you register as a volunteer:

  • Name & Address
  • Email
  • Telephone Number
  • Emergency Contact Name, Address & Telephone Number
  • Medical information deemed by the individual to be relevant to their volunteering

This information is collected enable us to contact you in regard to volunteering at Penllergare and with relevant background information and news, such as our e-newsletter. You can opt out of receiving our e-newsletters at any time by clicking ‘unsubscribe’ at the bottom of the newsletter, and from direct emails by emailing contact@penllergare.org and asking us to remove you from our mailing list.

We ask for medical and emergency contact information so that we can avoid giving you any tasks which may not be appropriate for your condition, and in case of accident or illness while volunteering we can understand more appropriate first aid needs.

We also ask for background information about our volunteers:

  • Age range
  • Gender
  • Whether the individual considers themselves to have a disability
  • Ethnic background

This information is collected to provide a breakdown of the kind of people who volunteer with us.  We have to provide this breakdown to our funders to show that we are inclusive of everyone. This information will not be linked to individuals but will only provide an overall view.

Data will be kept for a minimum of 6 years from the date of registration, as required under contract law.

Following this paper forms will be cross-cut shredded, and electronic data will be deleted from all computer drives, cloud storage, and back-up media.

Friends of Penllergare Membership:

  • Name & Address
  • Email
  • Telephone Number

When you join our membership group as a Friend of Penllergare, we will ask for th above information to enable us to contact you with any queries, and email/post out copies of Friends and Trust newsletters, membership renewal forms, and details of trips etc.  You can unsubscribe from our e-newsletters at any time by clicking ‘unsubscribe’.

Data will be kept for a minimum of 6 years from the date of registration, as required under contract law.

Following this paper forms will be cross-cut shredded, and electronic data will be deleted from all computer drives, cloud storage, and back-up media.

Website Donators and Gift-Aid Donators:

 We collect the following personal data from Donators:

  • Full legal name
  • Address (inc. Postcode)
  • Email
  • Telephone Number
  • Whether the individual is a UK tax payer

The individual’s full legal name and address and whether they are a UK tax-payer are legal requirements for processing Gift Aid claims and are therefore required in order for The Penllergare Trust to reclaim any Gift Aid.

We collect the email and telephone number to enable us to contact the donator in case of queries regarding the donation or gift-aid.  These will not be used for any other purpose.

Data for donations and/or gift aid will be kept for a minimum of 7 years from the date of the donation/gift aid form in accordance with standard requirements for financial information.

Other organisations we use

The Penllergare Trust uses the following organisations to process online donations:

BTMyDonate

Localgiving

Give As You Live

PayPal

The service provider used will be visible to you when you make the donation via their website.  Please see the relevant organisation’s own Privacy Notice for further information.  The Trust may change or add to these service providers at any time.

E-Newsletters

We use a third-party provider, MailChimp, to deliver our newsletters and some other emails. We gather statistics around email opening and clicks using industry standard technologies to help us monitor and improve our e-newsletter. For more information, please see MailChimp’s privacy notice. You can unsubscribe from newsletters at any time of the day or night by clicking the unsubscribe link at the bottom of the newsletter.

Google Analytics

When someone visits www.penllergare.org we use a third-party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website.

Wi-Fi

You are welcome to use the free Wi-Fi provided in our Coffee Shop, but please be aware that our router and internet service provider (BT) may collect and store information about your device and sites visited.

 

Data Storage & Security

The Penllergare Trust uses the following cloud storage providers:

Dropbox

Coraltree QBox

Microsoft One Drive

Please see the relevant organisation’s own Privacy Notice for further information.  The Trust may change or add to these service providers at any time.

Personal Data will also be stored on the hard-drives of the Trust’s PCs and laptops, and external hard drives used to back-up data.  These are kept in locked rooms/cabinets when not in use.  All PCs are password protected. Any files containing personal data are further password protected.

Hard-copy forms are filed and kept in a locked cabinet or office when not in use.

The personal data of Friends of Penllergare members and 100 Club members will be processed at the home addresses of the volunteers who co-ordinate the memberships in addition to the main Trust office.  All soft-copies are password protected and hard copies are kept in a locked cabinet/room when not in use.

Access to your personal information

You are entitled to view, amend, or delete the personal information that we hold.  You can also opt-out of receiving information from us. Email your request to our team at contact@penllergare.org.

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