Viewfield Garden Collective
At Viewfield Garden Collective, we are committed to protecting and respecting your privacy.
This Notice explains when and why we collect personal data that relates to a living individual, how we use it, the conditions under which we may disclose it to others and how we keep it secure.
We may change this Notice from time to time so please check this page occasionally to ensure that you’re happy with any changes.
Any questions regarding this Notice and our privacy practices should be sent by email to firstname.lastname@example.org
Who are we?
Viewfield Garden Collective (Data Controller) is a registered charity (SC038323). Viewfield Garden Collective operates a therapeutic garden project in Portree, on the beautiful Isle of Skye, supporting adults living with mental health difficulties. It aims to provide a relaxed and friendly space to educate, promote citizenship and create opportunities to improve physical and mental health and wellbeing.
How do we collect information from you?
The Viewfield Garden Collective website collects visitor information through Google Analytics. This information is anonymised and should not personally identify you. You can view Google’s privacy notice here.
However, the website system will record personal information if you:
- Provide information by filling in one of the forms on our website. Caldera Forms stores a record of all form submissions. Your data may be deleted by the site administrator. You may request a report of saved data related to your email address.
- If you subscribe to our newsletter it will be held and processed by Mailchimp and you have the opportunity to unsubscribe at any time.
- Some data may be shared with PayPal if you choose to donate.
- Membership Forms
- Volunteer Forms
- Sign in sheets
- Trustee Records
- HR Records
What type of information is collected from you?
The personal information we collect might include your name, address, email address, IP address, and information regarding what pages are accessed and when. We may also take photographs of events we hold.
How is your information used?
We may use your information to:
- administer membership records
- manage employees and volunteers
- maintain our own accounts and records.
- operate the Viewfield Garden Collective
- inform individuals of our news, events and activities related to Viewfield Garden Collective, its projects and membership.
- contact members via surveys to conduct research about their organisation, their opinions of current projects or of potential new projects that may be offered.
- grant funding monitoring and reporting.
We review our retention periods for personal information on a regular basis. We are legally required to hold some types of information to fulfil our statutory obligations (for example for grant funding reporting). We will hold your personal information on our systems for as long as is necessary for the relevant activity.
What is the legal basis for processing your personal data?
Consent of individuals (data subject)
Processing is necessary:
- Employment contracts
- Contractor contracts
- Volunteer contracts
Grant funding, and reporting requirements, state that proper records are kept for a number of years.
Legal obligation – processing is necessary to comply with company / charity law.
Who has access to your information?
Your personal data will be treated as strictly confidential and will be shared only with other organisations to comply with a legitimate interest or a legal obligation i.e. Funders.
- We will not sell or rent your information to third parties.
- We will not share your information with third parties for marketing purposes.
How long do we keep your personal data:
The time period for which we keep information varies according to what the information is used for. In some cases, there are legal requirements to keep data for a minimum period. Unless there is a specific legal requirement for us to keep the information, we will retain it for no longer than is necessary for the purposes for which the data was collected or for which it is to be further processed.
You have a choice about whether or not you wish to receive information from us. If you do not want to receive direct communications from us, then you can select your choices by ticking the relevant boxes situated on the forms on which we collect your information.
We will not contact you by email, phone or text message unless you have given your prior consent. We will not contact you by post if you have indicated that you do not wish to be contacted. You can change your preferences at any time by contacting us by email: email@example.com
How you can access and update your information
The accuracy of your information is important to us. We’re working on ways to make it easier for you to review and correct the information that we hold about you. In the meantime, if you change email address, or any of the other information we hold is inaccurate or out of date, please email us at firstname.lastname@example.org
You have the right to ask for a copy of the information Viewfield Garden Collective hold about you (we may ask for a small donation for information requests) to cover our costs in providing you with details of the information we hold about you.
Security precautions in place to protect the loss, misuse or alteration of your information
Non-sensitive details (your email address etc.) are transmitted normally over the Internet, and this can never be guaranteed to be 100% secure. As a result, 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.
Any paper copies holding personal data are held in a locked cabinet.
Use of ‘cookies’
It is possible to switch off cookies by setting your browser preferences. For more information on how to switch off cookies on your computer, visit the website www.allaboutcookies.org. Turning cookies off may result in a loss of functionality when using our website.
Links to other websites
Our website may contain links to other websites run by other organisations. This privacy notice 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 sites even if you access them using links from our website.
In addition, if you linked to our website from a third party site, we cannot be responsible for the privacy policies and practices of the owners and operators of that third party site and recommend that you check the notice of that third party site.
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.
Transferring your information outside of Europe
The information which you provide to us may be transferred to countries outside the European Union (“EU”). By way of example, this may happen if any of our servers (cloud based storage) are from time to time located in a country outside of the EU. These countries may not have similar data protection laws to the UK. By submitting your personal data, you’re agreeing to this transfer, storing or processing. If we transfer your information outside of the EU in this way, we will take steps to ensure that appropriate security measures are taken with the aim of ensuring that your privacy rights continue to be protected as outlined in this Notice.
Review of this Notice
We will keep this Notice under regular review. This Notice was last updated in February 2021.