Privacy Policy

Last Updated: January 2025

Farsley Climate Action (Charity Registration No. 1212189) is committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, store, and protect your data in accordance with the UK General Data Protection Regulation (GDPR) and the Data Protection Act 2018.

1. Who We Are

Organisation Name: Farsley Climate Action
Organisation Type: Charitable Incorporated Organisation (CIO)
Charity Registration Number: 1212189
Registered Address: 48 RED LANE, FARSLEY, PUDSEY, LS28 5JE
Contact Email: FarsleyClimateAction@hotmail.com
Contact Phone: 01132190583

2. Information We Collect

We may collect and process the following types of personal information:

2.1 Information You Provide to Us

• Contact Information: Name, email address, phone number, postal address
• Volunteer Information: Skills, interests, availability, emergency contact details
• Event Registration: Attendance details, dietary requirements, accessibility needs
• Donation Information: Donation amount, Gift Aid declarations (but not payment card details, which are processed securely by third-party payment providers)
• Communication Preferences: Newsletter subscriptions, communication preferences
• Correspondence: Any information you provide when contacting us via email, phone, or contact forms

2.2 Information We Collect Automatically

• Website Usage Data: IP address, browser type, device information, pages visited, time spent on pages
• Cookies: Small text files stored on your device (see Section 8 for details)

3. How We Use Your Information

We use your personal information for the following purposes:

3.1 Charitable Activities

• Organizing and managing conservation projects and events
• Coordinating volunteer activities
• Delivering educational workshops and programs
• Processing and acknowledging donations
• Claiming Gift Aid on eligible donations

3.2 Communication

• Responding to your inquiries and requests
• Sending event confirmations and updates
• Distributing newsletters and updates about our work (with your consent)
• Providing information about volunteering opportunities

3.3 Administration

• Maintaining accurate records for charity governance
• Complying with legal and regulatory requirements
• Improving our services and website functionality
• Analyzing the effectiveness of our programs

3.4 Legal Basis for Processing

We process your personal data under the following legal bases:

• Consent: When you have given clear consent for us to process your data for specific purposes (e.g., newsletter subscriptions)
• Legitimate Interests: When processing is necessary for our legitimate interests as a charity (e.g., volunteer coordination, event management)
• Legal Obligation: When we must process data to comply with legal requirements (e.g., Gift Aid claims, charity reporting)

4. How We Share Your Information

We do not sell, rent, or trade your personal information. We may share your data only in the following circumstances:

• Service Providers: Trusted third-party service providers who assist us (e.g., email marketing platforms, payment processors). These providers are contractually obligated to protect your data.
• Legal Requirements: When required by law, regulation, or legal process
• Partner Organizations: With your explicit consent, we may share information with partner organizations for joint events or projects
• HMRC: Gift Aid declarations and related information as required by law

5. Data Security

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include:

• Secure SSL/HTTPS encryption for data transmission
• Password-protected systems and databases
• Regular security assessments and updates
• Limited access to personal data on a need-to-know basis
• Staff and volunteer training on data protection

While we take all reasonable precautions, no method of transmission over the internet is 100% secure. We cannot guarantee absolute security but are committed to protecting your data to the best of our ability.

6. Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes for which it was collected:

• Volunteer Records: Retained for the duration of your involvement plus 2 years
• Donation Records: Retained for 7 years to comply with HMRC Gift Aid requirements
• Event Registrations: Retained for 1 year after the event
• Email Communications: Retained until you unsubscribe or request deletion
• General Correspondence: Retained for 2 years unless ongoing communication is necessary

After the retention period expires, we securely delete or anonymize your data.

7. Your Rights

Under GDPR, you have the following rights regarding your personal data:

• Right to Access: Request a copy of the personal data we hold about you
• Right to Rectification: Request correction of inaccurate or incomplete data
• Right to Erasure: Request deletion of your personal data (subject to legal obligations)
• Right to Restrict Processing: Request limitation on how we use your data
• Right to Data Portability: Request transfer of your data to another organization
• Right to Object: Object to processing based on legitimate interests
• Right to Withdraw Consent: Withdraw consent at any time where processing is based on consent

To exercise any of these rights, please contact us at FarsleyClimateAction@hotmail.com or call 01132190583. We will respond to your request within one month.

8. Cookies Policy

Our website uses cookies to improve your browsing experience. Cookies are small text files stored on your device.

Types of Cookies We Use:

• Essential Cookies: Necessary for the website to function properly (e.g., session management)
• Analytics Cookies: Help us understand how visitors use our website (e.g., Google Analytics)
• Functional Cookies: Remember your preferences and settings

You can control cookies through your browser settings. Disabling cookies may affect website functionality. For more information about cookies, visit www.allaboutcookies.org.

9. Third-Party Services

Our website may contain links to third-party websites or use third-party services. We are not responsible for the privacy practices of these external sites. We recommend reviewing their privacy policies before providing any personal information.

Third-party services we may use include:

• Google Maps (for location services)
• Social media platforms (Facebook, Twitter, Instagram)
• Email marketing platforms
• Payment processors (for donations)

10. Children's Privacy

Our website is not directed at children under 13. We do not knowingly collect personal information from children under 13 without parental consent. If you believe we have inadvertently collected such information, please contact us immediately so we can delete it.

For children aged 13-16 participating in our events or programs, we require parental or guardian consent.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of significant changes by posting the updated policy on our website with a new "Last Updated" date. We encourage you to review this policy periodically.

12. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or how we handle your personal data, please contact us:

Email: FarsleyClimateAction@hotmail.com
Phone: 01132190583
Post: Farsley Climate Action, 48 RED LANE, FARSLEY, PUDSEY, LS28 5JE

13. Complaints

If you are not satisfied with how we have handled your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's data protection authority:

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Phone: 0303 123 1113
Website: www.ico.org.uk