What is a privacy notice?

At Let’s Farm, we are committed to keeping the Company and confidence of everyone who comes into contact with us. So, it is important that you know we record your personal data when you do things like submit a form on our website or use our services. We want you to trust us with that information. This privacy policy explains all you need to know about:
⦁    what information we collect
⦁    why we collect it
⦁    what we do with it
⦁    when we may share it with others
⦁    how you can access and update your information.

Why do we collect your personal data?
Basically, to improve the way we communicate with you. Our vision is a world where people are valued equally, listened to and included. We need you to help us make this a reality, and collecting your personal data enables us to learn what different choices of communication work best. 

So, to summarise: when you use our services, you are agreeing for us to store and process your personal data. The ways we do that are explained in this policy – it is a guide for us to follow too, and we take it very seriously.

Want to change the communications you get from us?
To make changes to the type of communications you get from us and how often you get it, please email nicola@letsfarm.org.uk

What is in this policy?
Here is a more detailed list of things you will learn about in this policy:
⦁    who we are
⦁    what types of information we collect
⦁    how we will use your information
⦁    how and when we share your information with others
⦁    how long we will keep your information
⦁    how you can access your personal information
⦁    updating your preferences and stopping communication from us
⦁    making changes to your personal information
⦁    how we store your information

Changes to this policy
This policy may change, but we will always have the latest version available for you on our website. It there are any major changes, we will add a notice on our website or contact you. This policy was last updated in December 2023.

 

Who we are
We are Let’s Farm Extra CIC registered at Companies House.
Let’s Farm is registered as a data controller with the Information Commissioner’s Office under the Data Protection Act 1998 and our registration number is ZB271391.

Within the context of this privacy policy, ‘we’, ‘us’, ‘our’ or ‘Let’s Farm’ refers to Let’s Farm, Stocks Hill, Darnall, Winsford, Cheshire, CW7 4EE
 
What types of information do we collect?

1. Personal information
This means any information that may be used to identify you, such as your name, telephone number, postal and email addresses, and your bank details if you are supporting us financially.

How do we collect this information?
There are two main ways that we collect this information: directly and indirectly, including use of third parties (this is explained below).

What does ‘directly’ mean?
We collect information when you do things such as:
⦁    complete the enquiry form on our website
⦁    request a service from us
⦁    fundraise on our behalf
⦁    donate to us
⦁    sign up to a campaign
⦁    add Gift Aid to your donation
⦁    give personal data to us.

What does ‘indirectly’ mean?
We also collect information when you use a third party, such as Just Giving, or sign up to an event for us on a third-party website. We only collect this information with your permission and in line with the supplier’s privacy policy.

What does ‘third party’ mean?
This means other organisations that we collect data from, but only when you have given them permission. You may give these organisations permission at various times, for example from online services you use such as Facebook or Twitter if you have given them permission to share this with us. The data we receive depends on your agreement with the organisation.

Sensitive information
Let’s Farm sometimes asks you for sensitive information, such as conditions, care needs and/or behaviour associated with conditions/diagnosis . This is necessary for example to ensure rangers' safety and for staff to meet the rangers' needs. We will only collect this information with your permission and will take extra care of it, following the Data Protection Act 2018, the General Date Protection Regulation (GDPR) and this privacy policy.

How we use your information
Rest assured, our intentions are always good. We collect your information because we need it to help us fulfil your requests, keep in touch with you, and offer you communications that are relevant to you. So, things like:
⦁    providing any information or services you have requested
⦁    processing financial transactions such as donations or entering a paid event. This includes processing gift aid with HMRC if relevant
⦁    keeping a record of any communications between us and you, for example emails and phone calls
⦁    keeping a record of other interactions too, such as requests for leaflets or hosting a fundraising event
⦁    managing and improving how we communicate with you – how you prefer to be contacted, and what information you want to receive. We might contact you about our campaigns, events, appeals, volunteering, news, information and advice, as well as other ways you can support Let’s Farm.
⦁    researching the interests, behaviours, demographics (for example, age, gender, location), and trends of the people who are using our information and range of services, both support and non-support related. We may ask if you wish to take part in more research, such as surveys or focus groups, but this will be voluntary (your choice)
⦁    creating a profile of what we think might interest you, so that we can offer you relevant communications. We may use your previous communication with us to try and predict how you may respond to different activities
⦁    getting more information about you from third parties, such as your age, telephone number, email address, or new address if you move. This helps us keep our records up to date, ensuring we continue to send you the most relevant communications – if you have chosen to receive them
⦁    responding to complaints or queries and looking into any legal claims.

How and when we share your information with others
We will not sell or rent your information to third party organisations, and we will not share your personal information for others to use in their marketing or fundraising.
We may use carefully selected companies to provide services on our behalf, including sending emails, analysing data and processing credit card payments. We will only provide those companies with the information they need to deliver the relevant service, and we make sure that your data is treated with the same level of care as if we were handling it directly.

Legal reasons for sharing information
We will share personal information with companies, organisations or individuals outside of Let’s Farm if we strongly believe that access, use, storing or sharing of the information is reasonably necessary to:
⦁    meet any relevant law, regulation, legal process or lawful governmental request
⦁    put in force relevant terms of service, including investigation of potential violations
⦁    detect, prevent or otherwise address fraud, security or technical issues
⦁    protect against harm to the rights, property or safety of Let’s Farm, the people we support or the public, as required or permitted by law.

We know that legal details can be confusing. If any of the above does not make sense, get in touch and we will be happy to clear up any confusion – it is quite important to know what this all means.

How long we keep your information
We will hold your information for as long as you have an active relationship with Let’s Farm. You can access the personal information we hold. To get a copy of this, please write to Nicola  at this address:
Nicola Colenso, 11 Coronet Ave, Kingsmead, Northwich, Cheshire, CH9 8FX
Or email: nicola@letsfarm.org.uk
We try our best to respond to all enquiries within five working days of receiving them, and will offer a full response to all information access requests within forty working days.
Updating your preferences and unsubscribing
You are in control of how we contact you, for example by post or email. And you can control this by contacting us at the contact details below. If you want to stop receiving emails, click the ‘unsubscribe’ link at the bottom of any of our emails. We would rather you didn’t miss out, but we respect that it is your decision!
Making changes to your personal information
If your personal details change, please help us to keep this information up to date by getting in touch and telling us:
Nicola Colenso, 11 Coronet Ave, Kingsmead, Northwich, Cheshire, CH9 8FX
nicola@letsfarm.org.uk

How we store your information
We ensure there are appropriate technical controls in place to protect your personal details, for example our  network is protected and checked often. We regularly review who has access to information that we hold to ensure it is only accessible by trustees, volunteers and contractors and we delete anything that is no longer required.

Do you have any questions?
If you have any questions or want to find out more, please email: nicola@letsfarm.org.uk

 

Fundraising Promise
How you want to hear from us and the security of your details are top priorities for all of us here at Let’s Farm, so we are making this fundraising promise to you:
⦁    You can tell us how you would prefer to be contacted or that you are unhappy about something by emailing nicola@letsfarm.org.uk
⦁    We always follow the latest guidelines from the Fundraising Regulator and the Charity Commission, if you think we have failed you and not been able to resolve your query then please contact the Fundraising Regulator.

⦁    We will not swap, sell or give your details to third party organisations for marketing purposes. We use other companies to provide services on our behalf, including delivering post, analysing data and processing credit card payments. We will only provide those companies with the information they need and we make sure that your data is treated with the same level of care as if we were handling it directly, and they will not swap, sell or share your details for any reason. For full details see our Privacy Policy.
⦁    If you contact us with any changes to your details, or how you want to be contacted, we will update this within 2 days. Please be patient though as we prepare mailings and emails in advance before we send them, so you may receive a few more before the changes take effect.
⦁    We won't use small print in our communications with you.
⦁    If you have registered with Telephone Preference Service, we won't contact you unless you have given us your phone number and your permission for us to use it. We may call you to tell you what's new and how you could help.
⦁    If you have given us your email address and permission to use it, then you will receive emails from us, we'll make sure you can stop them or change the sort of emails you receive if you would like. If you buy or order online, then you may get email confirmations if you have provided your email address.

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