Privacy Policy

Charity	means Forest Gate Community Garden (CIO No.1169500) a registered charity.
GDPR	means the General Data Protection Regulation.
Responsible Person	means the current Garden Co-ordinator (Max Mason)

Principles

Forest Gate Community Garden is committed to ensuring data you share with us is protected. Should we ask you to provide certain information by which you can be identified; you can be assured that it will only be used for the purpose originally stated. This page outlines the details of Forest Gate Community Garden’s privacy notice in relation to the collection and use of personal information you give us.

This notice applies to our website, our use of emails, volunteer, signing in and garden hire forms and any other methods we use for collecting information. It covers what we collect and why, what we do with the information, what we don’t do with the information, and what rights you have.

We regularly review our privacy notice, and may make changes from time to time. Any changes made will be posted to this page, and will apply from the time we post them. This privacy notice was last reviewed and amended on March 14^th 2024.

The Notice in brief

It’s important that you read the full notice (below) to understand what information we hold, how we may use it, and what your rights are.

• We collect information that is either personal data or non-personal data
• We collect information about the people we work with, supporters, visitors, volunteers and employees.
• We collect information to provide services or goods, to fundraise for our work, for administration, research, analysis and evaluation.
• We only collect the information that we need or that would be useful to us to develop our work and enable us to provide the best possible experience.
• We do our very best to keep your personal information secure, only using trusted third parties to store your information using encryption and password protection
• We never sell your data and will never share it with a third party for marketing purposes without your consent.
• We only share data where we are required by law or where you have given us permission to share it with carefully-selected partners who we work with. All our partners are required by their contract to treat your data as carefully as we would, and to only use it as instructed.
• You can read our cookie policy here.

Forest Gate Community Garden Privacy Notice

Who we are

Forest Gate Community Garden is a registered charity in England and Wales (Reg: 1169500)

Our address: 136 Earlham Grove , London E7 9AD

Email: info@fgcommunitygarden.org

Data Controller: Forest Gate Community Garden

What we collect & why

We will only ever collect information we need, including data required by law and data that will be useful to provide and improve our services.

We may collect the following information:

• full name
• contact information including email address, telephone numbers, address
• payment details including bank account and debit/credit card details
•  demographic information such as postcode, age, ethnicity, preferences and interests
• other information relevant to visitor surveys or feedback forms.

Website visitors

Our website is hosted by Wordpress, Wordpress collects personal data via cookies when you visit this website, including:

• Information about your browser, network and device
• Web pages you visited prior to coming to this website
• Web pages you view while on this website
• Your IP address

Wordpress needs the data to run this website, and to protect and improve its platform and services. Wordpress analyses the data in a depersonalised form.

Blog comments

Our website includes commenting functionality on some pages which enables you to post a comment. It will collect personal data when you post a comment, including:

• Your name (which will be displayed as part of your posted comment)
• Your email address (optional, to let you know if someone replies to your comment)
• Your website URL (optional)

Likes

Our website includes “likes” functionality on some blog posts which enables you to “like” a post. It will collect personal data when you like a post to try to prevent the same person from liking the same post during the same visit, including:

• Information about your browser, network and device
• Details about the web page or content you shared or proposed to share
• Your IP address

Website analytics

If you consent to analytics cookies, our website will collect personal data to power our site analytics, including:

• Information about your browser, network, and device
• Web pages you visited prior to coming to this website
• Your IP address

This information may also include details about your use of our website, including:

• Clicks
• Internal links
• Pages visited
• Scrolling
• Searches
• Timestamps

We share this information with wordpress, our website analytics provider, to learn about site traffic and activity.

Fonts

This website serves font files from and renders fonts using Google Fonts and Adobe Fonts. To properly display this site to you, these third parties may receive personal information about you, including:

• Information about your browser, network, or device
• Information about this site and the page you’re viewing on it
• Your IP address

What we do with the Information we collect 

 Depending on your relationship with Forest Gate Community Garden, and the preferences you have indicated, we will use the information you provide to:

• fulfil requests such as: bookings, donations, participation in activities and workshops and participation in volunteering.
• process sales transactions, ticket sales or other payments, and verify financial transactions
• communicate with you about activities, school visits, workshops.
• send e-newsletter subscribers and members promotional, marketing or fundraising information by post or electronic means (as applicable).

These types of communications can include:

• Informing you of products, services or events related to Forest Gate Community Garden such as workshops, events, or sales.
• News and updates about Forest Gate Community Garden, such as What’s On, marketing or supporter e-newsletters.
• Information on our fundraising operations, including occasional requests to consider giving financial support to Forest Gate Community Garden, or to ask you to consider supporting us in other ways.
• Other relevant communications based upon your relationship with Forest Gate Community Garden.
• Send you press releases and information about relevant events which may be of interest for press coverage purposes.
• Check if we have accurate and up to date contact details for you.
• Carry out research on the demographics, interests and behaviours of our users and supporters to help us gain a better understanding of them and to enable us to improve our services.
• Invite you to events such as community events, family activities, clubs and workshops.
• Organise volunteering activity you have told us you want to be involved in.
• Process consent forms for participation in our programmes.
• Process venue hire contracts
• Process employment applications
• Monitor the effectiveness of our communications with you, including email tracking, which records when an e-newsletter from us is opened and/or how many links are clicked within the message. The data from this tracking is usually used in an aggregated and anonymised form
• Analyse the operation of our website and your interaction with our website/social media channels to improve these and their effectiveness

You can opt out of any / all of our communications at any point simply by contacting info@fgcommunitygarden.org

The information we hold is either needed to fulfil your requests or to enable us to improve the service we provide. When we ask you to provide your personal information we will let you know why we are asking, and how we will use your data, by directing you towards this notice. However, if you do choose to withhold requested information, we may not be able to provide you with certain services. If deemed appropriate we may store your personal information on our contacts database, this could be for contractual purposes or mutual legitimate interest.

Security 

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect from you. Your information may be stored in one of our databases on computers in the UK, these are all password protected. We also use cloud based services and online platforms to store some of your information including Google Cloud storage and Mailchimp, these all use encryption to protect your information. Hard copies of your data may be kept onsite, these are always filed securely in a lockable space.

Third Party agreements 

We will not disclose personal data to any third parties or external organisations unless:

• we are legally required to do so
• we believe it is necessary to protect or defend our rights, property, or the personal safety of our employees or visitors to our premises, website or social media channels

Your data will never be sold or passed to any third party for any other purpose. Links to some of the websites of third parties we sometimes use can be found at the end of this document if you would like to check their privacy and security notices

How long we keep your information for

We will keep your information only for as long as we need it to provide you with the goods, services or information you have requested, to administer your relationship with us, to inform our research into the preferences of our supporters, to comply with the law. When we no longer need information we will always dispose of it securely.  If you move on and want your data removed please contact us.

How can you access your information 

You can ask us if we are keeping any personal data about you and you can also request to receive a copy of that personal data - this is known as a Subject Access Request.

To make a Subject Access Request you will need to provide adequate proof of identity such as a copy of your passport, birth certificate or driving licence before your request can be processed. In line with GDPR, a reasonable fee may be charged to cover the administrative costs of providing the information if the request is unfounded, excessive or repetitive. Please try to be as clear as possible about the information you are seeking.

Once we have received your request, the agreed fee (if applicable) and proof of identity, you will receive a response from us within 1 month and you will be able to get copies of any information we hold on you. However, exemptions to disclosure may apply in some circumstances.

Subject Access Requests should be sent to: 

fgcommunitygarden@gmail.com

How to contact us or make a complaint

If you have any comments on our privacy notice, or information we hold about you, please contact us:

max@fgcommunitygarden.org

Amended and Approved by Trustees March 14^th 2024

Review date.......................................March 2025

ENDS