Last updated: 1 June 2026
 

Pinewoods Conservation Group respects your privacy. This policy explains what personal information we collect, how we use it, and what your rights are.
 

Who we are
 

Pinewoods Conservation Group is a local conservation group based in the UK.
 

You can contact us by email at contactus@pinewoodsconservationgroup.org.uk.
 

What information we collect
 

We may collect personal information when you contact us, sign up for updates, join the group, volunteer with us, book or attend an event, make a donation, or send us photos, comments, reports or feedback.
 

This may include your name, email address, phone number if you give it to us, your message or enquiry, event or volunteering details, donation details if relevant, and any other information you choose to send us.
 

We try to collect only the information we need.
 

How we use your information
 

We use your information to reply to messages, send updates you have asked for, manage membership, volunteering, events and activities, keep basic records, process donations if relevant, protect the group and the public, improve our website and activities, and meet legal duties.
 

Our lawful reasons for using your information
 

Under UK data protection law, including the UK GDPR and the Data Protection Act 2018, we need a lawful reason to use your personal information.
 

Depending on the situation, we may use your information because you have given consent, because we need it to provide something you asked for, because we have a legitimate interest in running the group and supporting conservation work, or because we need to meet a legal obligation.
 

You can withdraw consent at any time where we rely on consent.
 

Email updates
 

We will only send you email updates if you have asked to receive them, or where the law allows us to contact you. You can unsubscribe at any time by contacting us.
 

Sharing your information
 

We do not sell your personal information. We may share information only when needed with website, email or IT service providers, event or booking service providers, payment or donation processors, professional advisers, or public authorities if the law requires it.
 

How long we keep your information
 

We keep personal information only for as long as we need it. Enquiry emails may be kept while we deal with your message and for a reasonable time afterwards. Membership or volunteering records may be kept while you are involved with the group. Donation and finance records may be kept for legal and accounting reasons.
 

When we no longer need your information, we will delete it or anonymise it.
 

Photos and event information
 

We may take or use photos from events or conservation activities. Where possible, we will let people know when photos are being taken. We will ask for consent where needed, especially for close-up photos or photos of children.
 

If you want us to remove a photo of you from our website or social media, please contact us.
 

Children
 

Our website is mainly for adults and general community use. If children take part in our activities, we will take reasonable care with their information and ask for parent or guardian consent where needed.
 

Your rights
 

You have rights over your personal information. These may include the right to ask for a copy of the information we hold about you, ask us to correct information that is wrong, ask us to delete your information, ask us to limit how we use your information, object to how we use your information, and withdraw consent where we rely on consent.
 

To use any of these rights, contact us at contactus@pinewoodsconservationgroup.org.uk.
 

Complaints
 

If you are unhappy with how we use your personal information, please contact us first so we can try to help.
 

You can also complain to the Information Commissioner's Office, which is the UK regulator for data protection.
 

Changes to this policy
 

We may update this policy from time to time. The latest version will be posted on this website.