Our Privacy policy

Last updated: 10 September 2026

1. Who we are

Friends of Blythe Hill Fields (“we”, “us” or “our”) respects your privacy and is responsible for deciding how the personal information described in this policy is used. This makes us the “data controller”.

This policy covers personal information collected through www.blythehillfields.org.uk and when you contact us, receive our updates, volunteer, donate or take part in our activities.

Contact:secretary@blythehillfields.org.uk

2. Information we collect

Depending on how you interact with us, we may collect:

• Contact details: your name, email address and telephone number, and your postal address where needed.

• Correspondence: enquiries, feedback and information you choose to send us.

• Communication preferences: whether you wish to receive updates and records of your consent or unsubscribe requests.

• Volunteering and event information: your interests, availability, role and registration details.

• Donation information: the amount and date of a donation, transaction references and information needed to administer it, including Gift Aid details where applicable.

• Photographs and video: images taken at our activities or supplied to us for publication.

• Technical information: your IP address, browser and device information, and website usage information collected through our hosting service and any permitted cookies or similar technologies.

Please avoid sending sensitive personal information unless we request it for a specific purpose.

If we need health information, accessibility requirements or other sensitive information to support your participation, we will explain why it is needed and identify the additional legal condition that allows us to use it.

3. How we obtain information

We normally receive information directly from you when you email us, complete a form, sign up for updates, volunteer, donate or attend an activity.

We may also receive relevant information from event organisers, people submitting material on your behalf, or services used to manage donations and registrations. Where required, we will tell you the source and how we will use the information.

Some technical information is collected automatically when you visit the website.

4. Why we use information

We use personal information only where we have a lawful basis under UK data protection law.

Purpose / Lawful basis

• Answering enquiries and dealing with feedback / Our legitimate interests in communicating with people and responding to concerns

• Coordinating volunteers and community activities / Our legitimate interests in organising and delivering our work

• Sending newsletters and promotional updates / Your consent

• Administering donations and keeping financial records / Our legitimate interests in managing funds, and legal obligations where applicable

• Managing a booking or agreement with you / Performing that agreement, or taking steps you request before entering it

• Maintaining website security and investigating misuse / Our legitimate interests in protecting our website and its users

• Keeping necessary governance records / Our legitimate interests in running the organisation, and legal obligations where applicable

• Using photographs and video / Consent or legitimate interests, as explained in the photography section

• Responding to legal requirements / Compliance with a legal obligation

Where we rely on legitimate interests, we consider the effect on your rights and privacy and use information only where those interests are not overridden by your interests or fundamental rights.

Providing information is generally voluntary. If particular details are necessary to arrange your participation, process a transaction or meet a legal requirement, we will explain this and what happens if you do not provide them.

5. Newsletters and updates

We send email newsletters and promotional updates when you have opted in.

You can unsubscribe at any time using the link in an email or by contacting us. Withdrawing consent does not affect the lawfulness of earlier use of your information.

We may still send essential messages about an activity, enquiry or arrangement you are involved in. These are separate from promotional updates.

We may keep a minimal record of your unsubscribe request to help ensure that you are not added to our mailing list again inadvertently.

6. Photographs and video

We may take photographs or video at our events to report on our activities and promote our community work.

We will explain intended uses through relevant event notices and photography information. Where appropriate, we may rely on our legitimate interests to use general event images after considering the privacy of those pictured. Where consent is needed, we will ask for it.

We take particular care with identifiable images of children and seek appropriate parent or guardian permission where required. We do not publish a child’s name alongside their photograph.

Attending an event does not, by itself, mean that you consent to photography or every possible use of your image.

If you do not wish to be photographed, please tell the photographer or organiser. If you have concerns about a published image, contact us so that we can consider your request and take appropriate action.

Where we rely on consent, you may withdraw it at any time. We will stop future uses covered by that consent and remove material under our control where appropriate, although we may be unable to recall printed materials already distributed.

7. WhatsApp and social media

If you choose to join a WhatsApp group or interact with us on social media, the platform also processes your information under its own privacy policy.

Depending on the platform and group settings, other participants may be able to see your name, telephone number, profile information and messages. Please consider this before joining or posting, and avoid sharing sensitive information about yourself or others.

You can contact us by email if you prefer.

8. Who we share information with

We share personal information only where necessary for the purposes described in this policy. Recipients may include:

• Committee members and authorised volunteers who need it for their role.

• Providers of website hosting, email, mailing lists, online forms, storage, and donation or payment services.

• Event partners where sharing is necessary to organise an activity and has been explained to you.

• Professional advisers, insurers, regulators or public authorities where necessary and lawful.

Service providers acting on our behalf must process information under appropriate contractual arrangements. Some providers, such as payment platforms, may also act as independent data controllers for their own purposes.

We do not sell your personal information or share it with other organisations for their own marketing without your permission.

9. How long we keep information

We keep personal information only for as long as needed for the purpose for which it was collected.

We use the following criteria:

• Enquiries: until the matter is resolved and any reasonable follow-up or complaint period has passed.

• Mailing lists: while you remain subscribed, with a minimal suppression record retained after you unsubscribe.

• Volunteer and event records: while needed to manage your involvement and deal with relevant follow-up, insurance or safeguarding matters.

• Donation and financial records: for the period required by applicable accounting, tax and other legal obligations.

• Photographs and video: while relevant to the stated purpose, subject to periodic review and any consent withdrawal or objection.

• Technical records: for the limited period needed for security, troubleshooting and any disclosed analytics purposes.

We may retain relevant records longer where needed to meet a legal obligation or deal with a dispute. We then securely delete or anonymise them. Any historical archive containing personal information is reviewed to ensure there is a continuing lawful reason to retain it.

10. Keeping information secure

We use appropriate technical and organisational measures to protect personal information against loss, misuse and unauthorised access.

Access is limited to people who need the information for their work with us. No website or email system is completely secure, so please contact us if you believe your information has been compromised.

11. Cookies

Our website may use cookies and similar technologies to operate its features and, where enabled, understand how it is used.

13. Your rights

Depending on the circumstances and the lawful basis involved, you may have the right to:

• Access your personal information and receive a copy.

• Have inaccurate or incomplete information corrected.

• Have information deleted.

• Restrict how we use information.

• Object to processing based on legitimate interests.

• Receive certain information in a portable format.

• Withdraw consent where processing relies on it.

You can object to the use of your information for direct marketing at any time.

These rights are subject to legal conditions and exemptions. To make a request, email secretary@blythehillfields.org.uk. We may need to confirm your identity. We normally respond within one month and will explain if a lawful extension is needed.

We do not use your information to make decisions based solely on automated processing that have legal or similarly significant effects on you.

14. Complaints

You have the right to complain to us if you believe we have used your personal information in breach of data protection law.

Please email secretary@blythehillfields.org.uk, explaining your concern and how we can contact you. If you need help making a complaint, please let us know.

We will acknowledge your complaint within 30 days of receiving it. We will make appropriate enquiries, keep you informed about progress and communicate the outcome without undue delay.

You also have the right to complain to the Information Commissioner’s Office:

Website: ico.org.uk/make-a-complaint
Telephone: 0303 123 1113

15. Changes to this policy

We may update this policy as our activities or legal requirements change. The latest version will appear on this page with an updated date. Where required, we will bring significant changes to your attention.