• Privacy Notice
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Privacy Notice

What is the purpose of this document?

Friends of Gledhow Valley Woods is committed to protecting the privacy and security of your personal information.

This privacy notice describes how we collect and use personal information about you during and after your relationship with us as a member, volunteer or user of our website, in accordance with the General Data Protection Regulation (GDPR).

Friends of Gledhow Valley Woods (FGVW) is a "data controller". This means that we are responsible for deciding how we hold and use personal information about you. We are required under data protection legislation to notify you of the information contained in this privacy notice.

This notice applies to current and former members and volunteers. This notice does not form part of any contract with you. We may update this notice at any time.

It is important that you read this notice, together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal information about you, so that you are aware of how and why we are using such information.

Data protection principles

We will comply with data protection law. This says that the personal information we hold about you must be:

1. Used lawfully, fairly and in a transparent way.
2. Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
3. Relevant to the purposes we have told you about and limited only to those purposes.
4. Accurate and kept up to date.
5. Kept only as long as necessary for the purposes we have told you about.
6. Kept securely.

The kind of information we hold about you

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data). There are "special categories" of more sensitive personal data which require a higher level of protection.

We may collect, store, and use the following categories of personal information about you:

• Name
• E-mail address
• Postal address
• IP address

How is your personal information collected?

We collect personal information about members and volunteers through our website, surveys, membership forms and signing-in sheets at Action Mornings.

Information collected via our website

When you visit our website certain information may be automatically collected in the background using "cookies".

Cookies are small text files that are placed on your computer, tablet or mobile phone when you access a website. They are not harmful to your devices and in no way provide access to your computer or any information about you, other than the data you choose to share.

Sometimes cookies are used to help websites personalise your experience (e.g. by remembering your preferences), sometimes they are needed to keep track of vital information (e.g. the contents of your shopping cart when buying online), and sometimes they just keep track of which web pages are viewed so that the site can be improved.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the websites you visit.

For more information about the specific cookies that are used on our website, what they are for and how long they persist, please see our Cookie Policy page.

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over the other websites. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

How we will use information about you

Most commonly, we will use your personal information in the following circumstances:

1. To inform you about activities of FGVW.
2. Where you have supplied a freely given, specific, informed and unambiguous consent to the processing of your personal information for one or more specific purposes.

We may also use your personal information where it is required for official purposes.

Change of purpose

We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Which third-party service providers process my personal information?

We may need to share your personal information with a regulator or to otherwise comply with the law. We will not share your personal information with any other third parties.

Data security

We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those officers of FGVW who have a need to know, and are subject to a duty of confidentiality. Details of these measures may be obtained from our IT Manager/Webmaster (see Web Site Contact on the Contact Us page).

We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

Data retention

How long will you use my information for?

We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. Details of retention periods for different aspects of your personal information are available in our retention policy which is available from our IT Manager/Webmaster (see Web Site Contact on the Contact Us page). To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

In some circumstances we may anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you. We will retain and securely destroy your personal information in accordance with our data retention policy and/or applicable laws and regulations.

Rights of access, correction, erasure, and restriction

Your duty to inform us of changes

It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during your working relationship with us.

Your rights in connection with personal information

Under certain circumstances, by law you have the right to:

• Request access to your personal information (commonly known as a "data subject access request"). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
• Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
• Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
• Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
• Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
• Request the transfer of your personal information to another party.

If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact the IT Manager/Webmaster (see Web Site Contact on the Contact Us page) in writing.

No fee usually required

You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.

What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.

Right to withdraw consent

In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact the [IT Manager/Webmaster]. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.

Data protection

If you have any questions about this privacy notice or how we handle your personal information, please contact the IT Manager/Webmaster (see Web Site Contact on the Contact Us page). You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues.

Changes to this privacy notice

We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.

If you have any questions about this privacy notice please contact Adam Bull our IT Manager/Webmaster (see Web Site Contact on the Contact Us page).

Disclaimer

The Friends of Gledhow Valley Woods (FGVW) will try to ensure that this web site is maintained to a high standard, with correct and pertinent information and resources. However, please bear in mind the following...

All services, resources and information within this web site are provided by the FGVW "as is" and "with all faults". The FGVW makes no warranties of any kind concerning the quality, safety or suitability of the services, resources and information, either express or implied, including without limitation any implied warranties of merchantability, fitness for a particular purpose or non-infringement.

Further, the FGVW makes no representations or warranties as to the truth, accuracy or completeness of any statements, information or materials within the FGVW web site. In no event will the FGVW be liable for any indirect, punitive, special, incidental or consequential damages however they may arise and even if the FGVW has been previously advised of the possibility of such damages.

Articles, reports and other texts provided by persons who are not members of FGVW are the opinions of their authors and do not necessarily reflect FGVW policy.

Great effort has been made to try and ensure that all photographs, images and texts used on this web site appear with the permission of the copyright owners. Please contact us if you see anything on the site which you believe is presented without proper permission.

QuickTime and the QuickTime Logo are trademarks of Apple Computer, Inc., registered in the U.S. and other countries. The Get QuickTime Badge is a trademark of Apple Computer Inc., used with permission.

All text, images and coding are copyright of FGVW unless otherwise indicated. All rights reserved. No part of the FGVW internet web site may be reproduced in any way or by any means without the prior written permission of the FGVW (or indicated copyright owner) or unless permission is explicitly given in the text.

The Friends of Gledhow Valley Woods (FGVW) is a Registered Charity (number 1169599). It is a community group consisting of volunteers with common aims (see All About Us). Neither the FGVW or this web site exist for profit-making purposes.