This Privacy Policy explains how Shared Earth Trust Charitable Incorporated Organisation (SET) collects, uses, stores and protects your personal information. It applies to volunteers, volunteer applicants, course and event participants, accommodation guests, donors, supporters, newsletter subscribers, website users and anyone who contacts us or uses our services.

We are committed to protecting your privacy and handling your personal information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and other applicable data protection legislation.

We may update this Privacy Policy from time to time. Any changes will be published on this page.

What We Mean By Your Data

Personal data means any information relating to an identified or identifiable individual. This may include:

• Name
• Postal address
• Email address
• Telephone number
• Booking information
• Volunteer records
• Donation records
• User account information
• Photographs where an individual can be identified
  
  

We will only collect, use and store personal information where we have a lawful basis for doing so.

What Information We Collect

We collect both personal information that identifies you and technical information relating to your use of our website.

Personal information may include:

• Name, address, email address and telephone number
• Information provided when booking accommodation, courses or events
• Information provided when volunteering with us
• Donation and Gift Aid information
• Details of enquiries, complaints or feedback
• Correspondence between you and Denmark Farm Conservation Centre
• Information provided when subscribing to our newsletter
  
  

Technical information may include:

• IP address
• Browser type and version
• Device information
• Pages visited on our website
• Referral websites and search terms used
• General website usage data collected through cookies and analytics tools

What Information We Do Not Collect

We do not store payment card details on our systems.

Payments made through our website are processed securely by third-party payment providers. We receive confirmation of payment and relevant transaction details but do not have access to your full payment card information.

When We Collect Your Information

We may collect information when you:

• Complete a form on our website
• Make a booking for accommodation, a course or an event
• Apply to volunteer with us
• Subscribe to our newsletter
• Make a donation
• Enter a competition or prize draw
• Contact us by email, telephone, social media or post
• Submit feedback, enquiries or complaints
• Interact with our website through cookies and analytics tools

How We Collect Your Information

Most personal information is provided directly by you.

We may also collect limited technical information automatically through our website, including through the use of cookies and similar technologies. Further details can be found in our Cookie Policy.

How We Use Your Information

We use your information to:

• Respond to enquiries and requests
• Process bookings and provide services
• Administer volunteer applications and placements
• Manage donations and Gift Aid claims
• Send newsletters and communications where you have requested them
• Improve our website, activities and visitor experience
• Meet our legal, regulatory and safeguarding obligations
• Maintain the safety and security of our facilities and activities
  
  

Legal Basis For Processing Personal Information

Under UK data protection law, we must have a lawful basis for processing your personal information.

Volunteers and Volunteer Applicants

We process volunteer information to recruit, support, train and manage volunteers.

Lawful basis:

• Legitimate Interests
• Contract (where applicable)
• Legal Obligation
• Explicit Consent for certain health or accessibility information
  
  

Course Participants, Event Attendees and Accommodation Guests

We process personal information to manage bookings and provide the services you have requested.

Lawful basis:

• Contract
• Legitimate Interests
• Legal Obligation
• Explicit Consent where special category information is required
  
  

Donors and Supporters

We process personal information to administer donations, Gift Aid and supporter relationships.

Lawful basis:

• Contract
• Legal Obligation
• Legitimate Interests
• Consent for marketing communications where required
  
  

Newsletter Subscribers

We process personal information to send newsletters and updates.

Lawful basis:

• Consent

You can withdraw your consent at any time by using the unsubscribe link in our emails or contacting us directly.

Website Users

We process technical information to maintain website functionality, security and performance.

Lawful basis:

• Legitimate Interests
• Consent for non-essential cookies
  
  

Marketing Communications

We will only send marketing communications where we have your consent or another lawful basis permitted by law.

You can opt out of marketing communications at any time by:

• Clicking the unsubscribe link in our emails
• Contacting us at info@denmarkfarm.org.uk
  
  

Sharing Your Information

We may share your information with trusted third parties where necessary to operate our services, including:

• Payment processors
• Website hosting providers
• Email and newsletter providers
• IT service providers
• Professional advisers
• Regulatory authorities where required by law
  
  

We do not sell, rent or trade personal information to third parties.

Information may also be disclosed:

• Where required by law or a court order
• To protect the rights, safety or property of Denmark Farm Conservation Centre or others
• To prevent fraud or criminal activity
  
  

How Long We Keep Your Information

We will only retain personal information for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, safeguarding and reporting requirements.

Retention periods vary depending on the type of information and the purpose for which it was collected.

When information is no longer required, it will be securely deleted or anonymised.

How We Protect Your Information

We take appropriate technical and organisational measures to safeguard personal information against loss, misuse, unauthorised access, disclosure or alteration.

While we do our best to protect your information, no method of electronic transmission or storage can be guaranteed to be completely secure.

If you create an account on our website, you are responsible for keeping your login credentials confidential.

Your Rights

Under UK data protection law, you have the right to:

• Access your personal information
• Request correction of inaccurate information
• Request deletion of your information in certain circumstances
• Restrict how your information is processed
• Object to processing based on legitimate interests
• Withdraw consent at any time where consent is relied upon
• Request transfer of your information to another organisation where applicable
• Lodge a complaint with the Information Commissioner’s Office (ICO)
  

To exercise any of these rights, please contact us at:

info@denmarkfarm.org.uk

We may ask for proof of identity before responding to your request.

Links To Other Websites

Our website may contain links to third-party websites. We are not responsible for the privacy practices, security or content of those websites. We encourage you to read their privacy policies before providing any personal information.

Contact Us

If you have any questions about this policy please contact:

Shared Earth Trust
Denmark Farm Conservation Centre
Betws Bledrws
Lampeter
SA48 8PB

Email: info@denmarkfarm.org.uk

If you remain dissatisfied with our response, you may contact the Information Commissioner’s Office (ICO) via www.ico.org.uk.

Review Information

Effective Date:                           28 October 2026

The policy will be reviewed regularly to ensure it remains legally compliant, operationally effective, and aligned with the organisation’s values and objectives.

Next Scheduled Review:     October 2029

Policy Approval Statement

This policy has been approved by the Trustees of Shared Earth Trust and applies to all relevant staff, volunteers, trustees, contractors, participants and visitors as specified within the document.