Governance document
Privacy policy
How Sustainable Woodstock uses and protects personal information supplied by people who contact, support or volunteer with the group.
Contact: sustainablewoodstockuk@gmail.com
1. What information we may hold
| Why | Information | Why we use it |
|---|---|---|
| Answering enquiries | Name, email address and the message you send | Our legitimate interest in reading and responding to an enquiry. |
| Newsletter | Name and email address | Your consent to receive Sustainable Woodstock email updates. You can unsubscribe at any time. |
| Volunteering | Name, email address and, where useful, telephone number or areas of interest | Our legitimate interest in organising activities you have asked to hear about or take part in. |
| Membership/support | Name, contact details and relevant membership status | To administer the volunteer organisation and its constitution. |
| Donations or project payments | Information needed to record and acknowledge the transaction | To fulfil the transaction and maintain appropriate financial records. |
2. How we use personal information
We use personal information only for the purpose for which it was collected, or for a closely related purpose that a person would reasonably expect. This can include replying to enquiries, sending requested newsletters, organising volunteering, administering membership, keeping appropriate financial records and communicating about Sustainable Woodstock activities.
3. Newsletter service
Sustainable Woodstock uses Mailchimp to manage and send its email newsletter. People on the newsletter list can unsubscribe using the link included in newsletter emails. Mailchimp processes information on our behalf and has its own privacy and security terms.
Mailchimp privacy information ↗
4. Sharing information
We do not sell personal information. We may share it with a service provider acting for us where that is necessary to provide a service — for example, sending the newsletter — or where we are required to do so by law. We aim to give service providers only the information they need for the relevant task.
5. How long we keep information
We aim to keep only the information we need and only for as long as it remains useful for the purpose for which it was collected, subject to any legal or financial record-keeping requirements. People who no longer wish to receive communications can ask us to remove or update their details.
6. Your rights
Depending on the circumstances, UK data-protection law gives you rights including access to personal information we hold about you, correction of inaccurate information, deletion in some circumstances, restriction or objection to certain processing, and withdrawal of consent where consent is the basis for processing.
If you would like to exercise a right, email sustainablewoodstockuk@gmail.com. You also have the right to complain to the Information Commissioner's Office.
Information Commissioner's Office ↗
7. Website cookies and analytics
This website is currently a static information site. Sustainable Woodstock does not currently set first-party analytics or advertising cookies through the site. Standard web-server and security logs may be processed by our hosting provider, Cloudflare, for the operation and security of the service.
When you follow a link to another service — for example Mailchimp, YouTube or another organisation's website — that service may use its own cookies or analytics under its own privacy policy.
8. Photographs
Sustainable Woodstock uses photographs of projects, events and volunteers to explain the group's work. Where a photograph identifies an individual, we aim to use it appropriately and respectfully. If you are identifiable in a photograph on this site and would like us to review or remove it, contact us.
9. Updates to this policy
We may update this policy as the website, newsletter systems or the group's activities change. The current version will be published here.
This page updates the group's earlier Version 1 privacy policy to describe the current website and services. Last reviewed September 2026.