Privacy Policy

Penllergare Trust – Privacy Policy Introduction

At the Penllergare Trust, we care about your privacy. Whether you visit our website, donate, volunteer, or become a Friend of Penllergare, we want you to feel confident that your personal information is safe and used responsibly. We never sell or share your data for marketing purposes.

Who we are

We are a charity dedicated to restoring and protecting Penllergare Valley Woods.

What Information We Hold and How Long We Keep It

If you become a Volunteer:

Information we collect:
• Name and address
• Email and phone number
• Emergency contact details
• Relevant medical information
• Optional demographic details (age range, gender, disability status)

Why we collect it:
To contact you, keep you safe while volunteering, and provide anonymous statistics to funders. How long we keep it: We keep volunteer records for at least 6 years from the date you register, as required under UK GDPR and contract law. After this, your information is securely deleted or shredded.

If You Become a Friend of Penllergare

Information we collect:
• Name and address
• Email and phone number

Why we collect it:
To send newsletters, membership updates, renewal reminders, and event information. How long we keep it: We keep membership records for at least 6 years from the date you join. After this, your information is securely deleted or shredded.

If You Donate (Including Gift Aid)

Information we collect:
• Full legal name
• Address and postcode
• Email and phone number
• UK taxpayer status (Gift Aid requirement)

Why we collect it:

To process your donation and, if applicable, reclaim Gift Aid (a legal requirement). How long we keep it: Donation and Gift Aid records are kept for at least 7 years to meet financial and audit requirements. After this, your information is securely deleted or shredded.

Services We Use

Online Donations Depending on how you donate, your information may be processed by:

Localgiving
Give As You Live
PayPal
SumUp
Stripe

You’ll see which service you’re using at checkout. Please check their privacy policies for more details.

E-Newsletters

We use MailChimp to send newsletters. MailChimp gives us anonymous statistics (like how many people opened an email) so we can improve our updates. You can unsubscribe at any time. For more information, please see MailChimp’s privacy notice. 

Website 

Our website is built on the WordPress platform. When you submit information through our website, contact forms or interaction forms, this data may be securely stored within our website’s database hosted on WordPress before being processed by our administrative team.

Website Analytics

We use Google Analytics to understand how people use our website. This information is anonymous and helps us improve the site. We do not allow Google to identify individual visitors. For more information, see our cookies page.

How We Keep Your Data Safe

We store information securely using trusted cloud services and password-protected computers. Paper forms are kept in locked cabinets. Some membership information is handled by authorised volunteers at home, using secure storage and password protection.

Your Rights

You can:
• Ask to see the information we hold about you
• Ask us to correct or delete your information
• Ask us to stop using your information

Updates to This Policy

We may update this policy occasionally. The latest version will always be available on our website. Contact us if you have any questions about how we use your data at [email protected].