This privacy notice tells you who we are and what to expect when Exeter City Farm collects personal information from you.
The privacy notice applies to information we collect about:
Visitors to our website and other digital channels such as social media
People who use and support our services
Job and volunteering applicants
The notice provides information on:
How we use your personal information
Your rights to access and correct the information we hold about you
How to contact us for queries or complaints about our use of your personal information, and how to unsubscribe from marketing communications
Who we are
Exeter City Farm CIO is a registered charity in England and Wales (Registered Charity Number 1177165). Our aim is to create a vibrant and successful city farm in Exeter, to provide a thriving community hub, a place of recreation, education and therapy for the local community. We want to give local people the opportunity to learn about animals, food, nature and the environment and to create a place where people of all ages and backgrounds can come together, learn and thrive. We are planning to provide a wide range of services, facilities, workshops, activities and events for the whole community, from children, families, young people and schools to adults, older people and those with learning difficulties & disabilities or physical disabilities.
What is personal information?
Personal information is any information that can be used to identify you. For example, it can include information such as your name, email address, postal address, telephone number, credit/debit card details, as well as other identifying information.
At Exeter City Farm we are committed to protecting your privacy, whether online or through other means of communicating with us. We promise to respect any personal data you share with us and keep it safe. We aim to be clear where and when we collect your data and not do anything with your data you wouldn’t reasonably expect us to.
We will only use your information where we have a legal basis to do so and will always respect your rights.
Where we use your information, it is generally because you have consented to us doing so in order to provide a service to you or it may be because we consider we have a legitimate interest to do so. Where we rely on a legitimate interest to use your information, we will always let you know and ensure that this is done in a way so as not to be intrusive and that respects your rights. Other reasons may include using information because we have a legal obligation to do so or because we have to fulfil contractual obligations.
Visitors to our website and other digital channels (e.g. social media)
Session cookies allow our users to link their actions during browser sessions, they expire after a session and are not stored long term. We use this type of cookie to maintain a user session on the websites; we also use session cookies to collect data on how visitors use our website, for example: what type of browser they are using and which pages are popular.
If we do wish to collect personal data from you via our website or other digital channels, we will be upfront about it. We will make it clear when we collect personal information and we will explain how we wish to use it, so you are able to make an informed choice.
People who support us
The main purposes for which we collect and process the details of enquirers and supporters are:
to provide the information that you have requested
for administration purposes
to further our charitable aims, including fundraising activities
to gather feedback
We use contact information from web forms, emails, mail and telephone to send you information or materials that you have requested or to provide you with a service. Your contact information is also used to contact you when necessary, for example, to fulfil a query or provide a service. Once your query or request has been resolved or completed, we will delete your data.
People who apply for a voluntary position
If you apply to volunteer with Exeter City Farm, we will collect data about you, both personal data (such as your name and contact details) and also sensitive personal data (such as information in your CV). Applicants will be provided with information about how their details will be processed at the point of applying for a role.
We will use the information you give us to contact you about your request, process your application and to monitor recruitment statistics. Where we want to disclose information to a third party, for example where we want to take up a reference or obtain a ‘disclosure’ from the Disclosure and Barring Service, we will not do so without informing you beforehand.
Personal information about unsuccessful candidates will be held for 6 months after we have finished recruiting for the role, after which it will be destroyed, unless you have asked us to destroy it earlier or allowed us to retain it for longer by written request. Successful applicants will be provided with information about how their details will be processed as an Exeter City Farm volunteer during the appointment process.
Using your information for marketing
Exeter City Farm believes that our individual supporters should only receive marketing from us if they have actively told us they want to. We will only send marketing information to those who have consented to receive this. Our marketing communications contain news about Exeter City Farm, our plans, charitable work, fundraising activities and campaigns and other ways that you can help make a difference.
We will not use your personal information for such marketing purposes if you have indicated that you do not wish to be contacted.
If you subscribe to our services or give consent to receiving news and information from us, then we will consider that this consent is valid for up to 2 years since you last contacted us. You may of course cancel your subscription or withdraw your consent earlier than this or change your preferred method of contact at any time by contacting us using one of the methods below.
We don’t give your personal information to any other organisations for their own marketing purposes.
Keeping your information
We will retain the information that you provide to us for as long as it is needed to administer the relationship we have with you and for the purposes for which it was originally intended. All data held is protected using up to date industry standard procedures to keep it safe and secure and to prevent loss or unauthorised access. When we do not require your information any more, it will be disposed of securely.
Users 17 and under
We do not knowingly collect or solicit personal information from anyone aged 17 or under or knowingly allow such persons to provide us with their personal information without parent or guardian consent. If you are aged 17 or under, please get the permission of your parent or guardian before using our website. In the event that we learn we have collected personal information from anybody aged 17 or under and do not have the consent of a parent or guardian, we will delete that information as quickly as possible. If you believe that we might have any information from or about anybody aged 17 or under without the consent of a parent or guardian, please contact us using one of the methods below.
Do we sell or share personal details?
No, we do not sell or share personal details about our supporters with third parties for the purposes of their own marketing.
We may need to disclose your information if required by law (for example to government bodies and law enforcement agencies) or if we have your permission to do so.
How do we protect personal information?
When you give Exeter City Farm information about yourself, we take appropriate measures to ensure that it is securely processed and stored, is accurate and up to date and kept only for so long as is necessary for the purposes for which it is used. All information you give to us is stored on a secure server. We use a secure and password protected database.
We use cloud-based systems to process our data and, as such, this data may be processed outside of the EEA. We adopt the Information Commissioners approved measures when we process outside of the EEA which means that all processing conducted in a location outside of the EEA is carried out in accordance with European Data Protection regulations.
Unfortunately, no data transmission over the internet can be guaranteed to be 100% secure. As a result, while we do our utmost to protect your personal information, we cannot absolutely guarantee the security of any information you transmit to us, and you therefore do so at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
With effect from the 25 May 2018, the General Data Protection Regulation will ensure that all individuals have the following rights:
The right to be informed
The right of access
The right to rectification
The right to erasure
The right to restrict processing
The right to data portability
The right to object
Rights in relation to automated decision making and profiling.
Access to personal information and correction
It is very important to us that your personal information is accurate and up to date. Please contact us using one of the methods below to ask us to correct or remove information that you think is inaccurate. If your personal details change, please help us to keep your information up to date by notifying us.
You have the right to ask for a copy of the information that we hold about you. This is known as a Subject Access Request. We will need to verify your identity in order to provide this information to you. If you wish to see this information, please make a request by writing to our Data Protection Co-ordinator using one of the contact methods listed below.
If you have ‘opted in’ to receive news updates, and information about fundraising activities and campaigns and wish to change your contact preferences, then you can unsubscribe at any time by contacting us on email@example.com or by using one of the other contact methods listed below.
Complaints, enquiries and feedback
At Exeter City Farm we try to meet the highest standards of collecting and using personal information. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.
This privacy notice does not provide complete details of all aspects of Exeter City Farm’s collection and use of personal information. We provide further details about specific ways we process your data at the point at which you provide that data to us. We are also happy to provide any additional information needed or answer any queries, if you would like to contact us using one of the methods below.
Complaints, enquiries about or suggestions for improvements to, our data protection processes should be directed to the Data Protection Officer using one of the contact methods listed below.
If you are not satisfied with any response we give to your concerns about how we process your data, or believe that your data has been processed unlawfully, then you can contact the Information Commissioners Office and find out more on their website https://ico.org.uk/concerns.
The terms of this statement may change, so please check it from time to time. This policy was last updated on the 10th May 2018.
How to contact us