Privacy policy

We want you to feel assured that any information you give us is held securely and safely, whether you are working for us, supporting us through membership, campaigning, donations, volunteering, fundraising or events.

This policy outlines what data we collect, how we may use it and how we keep it safe. “We” or “us” means CPRE Herefordshire, 61 Bridge Street, Kington, HR5 3DJ. Organisation name:  The Branch of Herefordshire Campaign to Protect Rural England. Registered charity number 1194146. ICO registration number: ZC220133 

CPRE Herefordshire is an independently registered charity and part of the wider CPRE network, alongside national CPRE and other local CPRE groups. This policy covers CPRE Herefordshire’s own collection and use of your data. National CPRE has its own privacy policy, which you can find at cpre.org.uk.

Our privacy and cookie policies seeks to comprehensively cover the key areas relating to personal data held by CPRE Herefordshire, but in the interests of clarity it is not an exhaustive list of all our policies and practices in these areas.

This policy will change from time to time, as we keep up to date with legislation and regulation and to remain aligned with any relevant changes in our programmes and operations. If material changes are made, we will notify you by placing a prominent notice on the website. You can keep up to date by visiting these pages.

If you’re a CPRE Herefordshire volunteer and would like details of how we handle your data specifically as a volunteer, please contact admin@cpreherefordshire.org.uk.

Getting in touch

You have the right to ask for a copy of the information we hold about you and to have any inaccuracies in your information corrected. You also have the right to ask us to delete any personal information we hold about you. In some cases, we may be unable to delete data, such as if it is required for tax or Gift Aid purposes. In these cases, we will ensure that you are removed from future communications and processing. We are committed to ensuring you receive only those communications you choose.

You can access your personal data held by us or request to receive your information in part or its entirety in machine readable format.

For all questions or concerns regarding our privacy policy or the processing of your personal information, please do get in touch. You can write to:

Data protection contact

CPRE Herefordshire

61 Bridge Street

Kington

HR5 3DJ

You can email admin@cpreherefordshire.org.uk.

Cookie consent

By using our website, joining, or donating to us, you agree that, unless you have set your computer’s browser to reject them, we can place the types of cookies set out below on your device and use that data in accordance with this policy.

For more information about how we use cookies on this site, please review our cookie policy here.

Why and how we collect your data

When you give it to us directly

The vast majority of personal data we hold is given to us directly by our campaigners, supporters and volunteers in the course of them interacting with our services, website or fundraising activities.

When we are working with a third party

We may work with fundraising platforms, such as JustGiving, or with event organisers where you have given us permission to be contacted. These independent third parties will only share your data with us when you have given permission for CPRE Herefordshire to contact you.

Depending on your settings or the privacy policies for social media and messaging services like Facebook or X, you might give us permission to access information from those accounts or services.

You can opt out of your data being used in any of the above-mentioned ways at any time by contacting us at admin@cpreherefordshire.org.uk.

What data we collect

Personal information is any data that can be used to identify you. It can include, but is not limited to, any of the data listed below.

Data protection law recognises that there are sensitive categories of personal information, such as health information, racial or ethnic origin, or religious beliefs or other beliefs. We would only collect sensitive personal information where there is a clear need to do so, such as health information to enable participation in a challenge event. Before we collect any sensitive personal information, we will make it clear what information we are collecting and the purpose we are collecting it for.

Information we collect from you directly or from third parties with whom we work, may include:

• name
• address
• email address
• telephone number
• contact preferences
• bank account details for setting up a regular direct debit
• card details for processing card payments
• employer details for processing payroll giving
• taxpayer status for claiming Gift Aid
• marital status
• date of birth, age, and/or gender

We do not use cookies to collect this type of information.

We may also collect and process information about your interactions with us, including details about your contacts with us through email, post, phone or in person. This might include the date, time, and method of contact, details about donations you make to us, events or activities that you register for or attend, or any request for support.

We may also collect and record other relevant information you share with us about yourself, such as your interests or your affiliations with other charities, community or campaign groups, your parish or town council, or planning matters.

Children’s data

We are committed to protecting the privacy of children and young people who volunteer with us, fundraise for us, or attend events organised by us or engage on our website. Where necessary we will obtain the consent of a parent or guardian in order to collect and use personal data of children.

If you are a child and would like to get involved with CPRE Herefordshire, please obtain your parent or guardian’s consent before sending any personal information to any website or to us. Where we have activities for those under 18 we will ask your age. Please ensure you speak to your parent or guardian before taking part in these activities.

How we use your data

Campaigning for a beautiful, resilient countryside is something we cannot do without the help of people who share our passion. Raising funds, running campaigns and involving as wide a range of people as we can in our activities is hugely important to us.

We try to offer diverse ways to support and get involved, and use a range of channels to suit supporter preferences, such as our website, post, email and telephone appeals, and email newsletters. We will always ensure we have your consent before contacting you by email or text for marketing purposes. We may telephone you if you have given us your permission to do so, with campaign updates, membership renewal requests and occasional appeals. If you have not given us your permission we will not contact you for these marketing purposes.

The law allows personal data to be legally collected and used by an organisation if it is necessary for a legitimate business interest of the organisation, as long as its use is fair and balanced and does not unduly impact the rights and freedoms of the individual concerned. We will send relevant marketing by post on the basis that it is within our legitimate interests to do so. If you feel you would like to reduce the amount of post you receive from us or prefer not to receive postal marketing at all, simply contact us at admin@cpreherefordshire.org.uk.

If you are a member of CPRE Herefordshire and request not to receive post, please note that we will continue to post legally required membership documents such as voting papers and AGM notices, and membership renewal notices, but you will not receive information materials such as newsletters or local updates.

Data sharing within the CPRE network

CPRE Herefordshire is an independently registered charity and part of the wider CPRE network, alongside national CPRE and other local CPRE groups across England.

Depending on how you join CPRE Herefordshire, whether directly or through national CPRE, we may share relevant contact details with national CPRE, and vice versa, so that you can be kept informed of both local and national campaigns, events, and your AGM. You can choose not to receive certain communications from CPRE Herefordshire at any time by contacting admin@cpreherefordshire.org.uk.

This policy applies only to your interactions with CPRE Herefordshire. National CPRE and other local CPRE groups each have their own privacy policy.

Data sharing with third parties

We do not share, sell or swap your information with other organisations for their own marketing purposes.

There are a number of legitimate situations where we may share your information with third parties whom we have contracted to fulfil specific services for us. This may include organisations such as mailing providers and email platforms who send out our communications on our behalf. In these situations we will ensure that those organisations can only use the data provided for the specific purposes we direct them to, and that they have appropriate security in place to protect your personal information.

We may disclose your personal information if we are requested or required to do so by a regulator or law enforcement, or to enforce or apply our terms and conditions, for example in relation to our website, or to protect CPRE Herefordshire, for example in cases of suspected fraud or defamation, or to comply with any other applicable legal obligation.

Where you have agreed to receive email marketing communications from us, we may provide your email address or mobile phone number in an encrypted format to social media companies, such as Facebook or X, or to digital advertising networks that are providing services to us, by displaying our advertising to you on those social media platforms and other websites, as well as identifying audiences with interests similar to yours. You can opt out of your data being used to display advertising to you by contacting admin@cpreherefordshire.org.uk. However, this will not prevent our advertisements being shown to you on a randomised basis or based on cookie data and may mean that you stop receiving more general marketing communications from us.

Keeping your personal information safe

We take appropriate physical, electronic and managerial measures to ensure that we keep your personal information secure, accurate and up to date.

Although we use appropriate security measures once we have received your personal information, the transmission of information over the internet is never completely secure. We do our best to protect personal information, but we cannot guarantee the security of information transmitted to our website, so any transmission is at the user’s own risk. However, any payment card details we receive on our website are passed securely to our payment processing provider in line with the Payment Card Industry Security Standards.

How long we will keep your data

The length of time each category of data is retained will vary based on how long we need to process it, the reason it is collected, and in line with any statutory requirements.

After this point the data will either be deleted or rendered anonymous. In certain specific situations, for example where a supporter has kindly pledged a legacy to CPRE Herefordshire, we will maintain their details up to the time when we need to carry out the legacy administration and communicate effectively with their family.

Some of the reasons why we may contact you:

• To set up or renew your membership
• To process membership subscriptions, donations or other payments
• To set up or alter a direct debit payment
• To notify you of opportunities to get involved in your local area, for example volunteering opportunities
• To ask you to support one of our campaigns, for example signing a petition or lobbying your MP or councillor
• To ask you to donate to one of our appeals
• To reclaim tax on your donations by claiming Gift Aid
• To send you publications or newsletters
• To update you on campaigns through email newsletters
• To invite you to take part in a raffle or other gaming opportunity, where relevant
• To participate in fundraising events
• To notify you of CPRE Herefordshire news, events and activities in the county

If at any time you wish to change the information you receive from us or how you are contacted for marketing purposes, you can let us know by emailing admin@cpreherefordshire.org.uk or writing to our data protection contact at the address above.

How to find out more or make a complaint

To make a formal complaint about CPRE Herefordshire’s approach to data protection or your privacy rights, please contact:

Data protection contact

CPRE Herefordshire

61 Bridge Street

Kington

HR5 3DJ

Email: admin@cpreherefordshire.org.uk

If you email us, we will acknowledge your complaint within 5 working days and respond fully within 15. Postal complaints will take significantly longer. If you are not happy with our response, or you believe that your data protection or privacy rights have been infringed, you can complain to the UK Information Commissioner’s Office (ICO), which regulates and enforces data protection law in the UK.

The ICO contact details are:

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Tel: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number.

If you would like more information, or have any questions about this policy, please contact us by email at admin@cpreherefordshire.org.uk or write to us at the address above.

This policy was last reviewed in July 2026 and will next be reviewed in July 2027.