Privacy notice

Draft for review. This notice describes the personal data the website actually collects. Items in [square brackets] must be completed, and the text should be checked against the law that applies where the organization operates before it is relied on.

Who is responsible for your data

[Name of the person or registered organization responsible for personal data], contactable at [contact email]. These details are also set under Settings → Organization.

What we collect and why

We only collect what we need to organize volunteer activities and answer messages. The website has four forms:

• Event registration: your name, email address, an optional phone number and your confirmation of the safety and privacy statements. We use it to save your place, contact you about that event and keep the number of participants safe.
• Volunteer list: your name and email address, and optionally your phone number, town or area, the activities you are interested in, how often you could join, skills you would like to share and a message. We use it to tell you about activities that suit you.
• Contact form: your name, email address, the topic and your message, used to reply to you.
• Partnership inquiry: your name, work email, organization, optional role and website, the kinds of support you are interested in and your message, used to discuss a possible collaboration.

Event updates and news are sent only if you tick the separate, optional box on the volunteer form. You can withdraw that agreement at any time.

The forms do not record your IP address. They include a hidden anti-spam field and store basic technical information about the submission (date and the page it was sent from).

Legal basis

[To be confirmed with legal advice for the applicable jurisdiction – typically your consent for optional updates, and the steps needed to organize an activity you asked to join.]

Who can see your data

Your details are stored in the website’s database and are visible only to the people who administer the website. They are never published on the site and never sold. [List any service providers, e.g. the website host and the email delivery service, once confirmed.]

How long we keep it

[Set retention periods, for example: event registrations deleted [X months] after the event; volunteer list entries kept until you ask to be removed or after [X years] without contact; messages deleted [X months] after the conversation ends.]

Photographs

Photographs from activities are published only with the agreement of the people who can be identified in them. If you appear in a photo on this site and want it removed, contact us and we will remove it.

Your rights

You can ask to see the personal data we hold about you, to correct it, to delete it, or to stop receiving updates. [Add any further rights and the relevant supervisory authority for the applicable jurisdiction.] To make a request, write to [contact email].

Cookies

Visitors to this website are not tracked and no advertising or analytics cookies are used. See the cookie information page.

Changes to this notice

Last updated: [date]. We will update this page if the way we handle personal data changes.