PRIVACY POLICY

Updated 1st February 2026

The Friends of Trent Vale Trail takes the privacy of its beneficiaries and supporters very seriously and adheres to all aspects of the Data Protection Act 2018 (DPA 18) and the UK General Data Protection Regulations. (UK GDPR)

· You can visit our website without revealing identifying details such as your name or email address however your IP address will be recorded according to our Cookies Policy.

The personal data that we hold is relative to your relationship with us. It will include personal information if you have voluntarily provided that to us (for instance, a contact method such as home address, phone number and/or email).

By visiting our website, using our services or participating in our activities, you agree to your personal information being collected and used in the manner set out in this Privacy Notice as updated from time to time.

When updated, should there be any material changes and/or changes that could negatively impact you we will make reasonable efforts to notify you in advance and give a reasonable time period for you to object to such changes.

This Privacy Notice (sometimes referred to as a Privacy Policy) explains how and why The Friends of Trent Vale Trail collects and processes your personal data.

Why we collect your data
What personal information is collected
Cookies
How we use your information
What information we disclose to other parties
How long we store your data
For our Volunteers, Supporters, Donators and Potential Donators and those who request Volunteer support
Facebook, social media and news organisations
How you are in control
Where we store your data
Online security
Links to other websites
Our use of AI technology
Changes to this Policy

The Friends of Trent Vale Trail is the Data Controller

In this policy, the words ‘We’, ‘Us’, ‘Our’ or ‘the charity’,

The Friends of Trent Vale Trail is a charity registered in England and Wales (1200048)

The Friends of Trent Vale Trail is registered with the Information Commissioners Office (ICO) as a Data Controller.

Our registration number is: ...........

Why we collect your data

Under the current information rights law, we are required to have at least one lawful basis to process your personal data dependent on how we have collected and processed your information. We use a condition called legitimate interest to process your data and/or your consent.

We determine that in you providing your personal data to us you do so either to support the Charity as a volunteer, or to make a financial donation to the charity. We will therefore process your data according to the way in which we have received your data as follows:

When you submit your personal data to us either via a donation, webform or printed form we will store that data in our database and record any activities that you undertake. We do this to enable us to maintain any preferences you have for receiving information from us and to ensure we suppress your contact when you have requested us to do so.
If you undertake events or challenges or volunteer for us, then we will use your personal data to fulfil our legal requirements in administering those relationships.
If you donate to us, we will use your personal data to record and provide a receipt for your donation.

What personal information is collected

We collect the following types of Personal Data.

Personal Information such as name, postal address, telephone number, email address, card or bank details, etc. This is taken from the information you voluntarily submit via registration forms, correspondence, donations, Gift Aid declarations, etc.

Non-personal information such as which web pages you visit, IP addresses, social media used, etc. This is captured using Cookies (see below for more information). Also within this area are any preferences that you may have informed us of, such as how you want to hear from us and which aspects of the charity are of particular interest, etc.

We use ‘cookies’ on our website to help us improve its look and feel. A cookie is a small text file which is placed on your hard drive whenever you visit a website. It collects statistics by tracking your movements and can also be used to identify when you return to a website. Where cookies are used, you will be informed of their presence and function and given the opportunity to disallow the cookie being placed on your hard drive. For more information, please read our Cookies Policy.

What information we disclose to other parties

We never sell, rent or share your details with other charities or companies for marketing purposes.

How our email marketing works

If you sign up to our email newsletters, we will send them to you with your consent and only until you unsubscribe or ask us to stop sending them.

Currently, our newsletters contain tracking pixels which tell us whether they have been opened, and unique URLs which tell us who has selected the links inside the email. This is the default behaviour of our email provider, and we are unable to make the feature work on an opt-in only basis currently.

We want to share relevant information with you, so this functionality is useful to us, but at the moment we can’t disable it for specific recipients.

We use the information about whether you have opened a newsletter, or clicked on the links inside the email, to help us improve the quality and relevance of our communications.

If you don’t want this kind of tracking to be applied to the emails that you receive from us, you can change the settings in your email program to prevent remote images from being loaded and access the content directly from our website rather than following the links.

Links to other websites

Our website may contain information linked to or provided by other companies (such as third-party events, etc). They are outside of our control and not covered by this Privacy Policy. Please be aware that, should you access other sites using the links provided, the operators of these sites may have a privacy notice which differs from our own.

We can’t accept any responsibility or liability for such privacy policies. Please check the relevant policies before you submit any personal data to these websites.

Volunteers

Where you contact us to provide your services as a Charity volunteer, we

will process your personal data (name, home address, email address and phone numbers) to provide this service. If you decide to include any special category data as part of this process, you should understand that you are providing us with your consent to hold and further process that data.

Social Media

As part of our fundraising activities and your potential interaction on social media sites, we have activated enhanced data sharing with Facebook. This involves the sharing of name, email, phone number, browsing behaviour and address with Facebook. We do not share any special category data with Facebook. If you have any questions about this, please do get in touch.

Complex changes have taken place in respect of the Privacy Shield with the United States where Facebook store their data. However, they are implementing standard contractual clauses to ensure that your data is kept secure to the standards identified in the Data Protection Act 2018.

We may occasionally share your personal data on our YouTube channel along with national news organisations.

When and if this occurs, we will discuss this with you and we will clearly explain why we wish to tell your story and potentially use images, video footage and audio recordings where you are identifiable by attaching/linking your name to the published article.

We will always seek your consent for the use of your personal data, and we will keep a record of how you provide that consent, be it in writing or provided verbally.

We will on occasions record what occurs at events, gatherings and functions using video and still photography and you may attend one of these events along with other individuals. When this occurs, it would be impractical and difficult to seek the clear consent of each attendee or passer-by. Where the images/videos recorded are of a crowd and do not focus on one individual or a group of individuals, it is unlikely to be personal data as the individuals will not be identifiable. Data protection law, in these circumstances, will not therefore apply.

If you have any concerns about this, please do get in touch using the contact details at the end of this document.

How you are in control

We will send you information about Trent Vale Trail according to any preferences you submitted by phone, post, email or electronic messaging services.

Please note, if you ask us not to contact you for marketing purposes, we will retain your details on our suppression list to ensure we do not accidentally contact you in the future.

We will usually inform you (before collecting your data) if we intend to use your data for such purposes or if we intend to disclose your information to any third party for such purposes.

The Information Commissioners Office (ICO) are the independent regulators of the UK General Data Protection Regulations (UK GDPR) and the link below provides advice and guidance about your personal data rights and the potential next steps you can take.

https://ico.org.uk/for-the-public/

The ICO also provide advice by telephone, and the helpline can be contacted on 0303 123 1113.

If (after reading the guidance) you wish to exercise any of your information rights, you can contact us using the details below:

By writing to our Data Protection Officer, @ info@trentvaletrail.org

If you support our charity by donating, undertaking a challenge, organising an event, volunteering, signing up to our marketing list, or purchasing a product from our shop, we will keep your data in our active database up to ten years after your last activity.

This is so that, if you re-connect with us, we will have a history of how you have supported the Charity in the past. After this time, your data is deleted.

If you want us to stop processing your data, you can contact us and request that we carry out your request.

Where we store your data

We make every effort to securely store all personal data. All personal data is kept within the EU and our storage of it adheres to our obligations to you under UK GDPR.

As part of our business process, we may transfer some data to reputable companies outside the European Economic Area. We take steps to ensure that your information will be afforded the same level of protection as that required of us under applicable UK data protection legislation.

All information you provide to us is stored on our secure servers. Any payment transactions will be encrypted using SSL (Secure Sockets Layer) technology.

Where we have given you (or where you have chosen) a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential.

Online security

No transmission via the internet is wholly secure, so we urge you to safeguard your personal data by protecting your computer with anti-virus software to ensure your personal data is being transmitted securely. Any information you choose to send to us is carried out at your own risk.

Our IT team is working hard to ensure system resilience at the Charity, and we also ensure that any third-party data processors we utilise are compliant with the security provisions of the Data Protection Act 2018.

We do not retain credit card or banking details on our web servers. Instead, we transfer them to a secure banking database for the purpose of collecting and recording payments. We also encrypt payment pages using SSL.

Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.