Enquiries
Your name, email address, message and any files you choose to send when contacting the Trust or an event team.
Privacy
How we handle personal information
This notice explains how Darrington Village Field Trust uses personal information connected with this website, enquiries and published photographs.
Draft for trustee review before launch · Last updated 17 July 2026
Who is responsible
The data controller
Darrington Village Field Trust is responsible for deciding how and why personal information described in this notice is used.
For privacy questions or requests, email darringtonvillagefield@outlook.com.
- Organisation
- Darrington Village Field Trust
- Charity number
- 505756
- Privacy contact
- darringtonvillagefield@outlook.com
Information we receive
What we may collect
Volunteering and support
Information you provide about your interests, availability, experience, organisation or proposed support.
Photographs and stories
Images, captions, names, memories or permissions provided for possible use in Field and event material.
Technical information
Hosting and media services may receive information such as IP address, browser type, requested page, date and time as part of delivering and securing the website.
Why we use it
Purposes and lawful bases
The Trust must have a valid reason under UK data-protection law whenever it uses personal information.
- Responding and organising
- We use the information you send us to answer enquiries, coordinate volunteers, discuss sponsorship and organise Trust or event activities. Our legal basis is normally the Trust’s legitimate interest in communicating with people and carrying out its community work.
- Charity responsibilities
- We may use or retain information when the law requires us to—for example, to maintain certain financial or governance records. We may also use information when reasonably necessary to manage the charity, protect its interests or deal with a complaint or claim.
- Photographs and communications
- Before publishing an identifiable photograph or personal story, the Trust will decide whether it has permission or another valid legal reason to do so. We will take additional care when children or vulnerable people are identifiable.
- Website operation and security
- Our hosting and media providers process limited technical information to deliver the website, protect it from misuse and investigate problems. The Trust’s legal basis is its legitimate interest in providing a safe and reliable website.
Sharing and services
Who may process information
The Trust does not sell personal information.
Trustees and authorised volunteers
Information may be shared on a need-to-know basis with people handling an enquiry, event or approved Trust activity.
Email services
Messages are handled through the providers supporting the Trust’s monitored email accounts.
Netlify
Netlify hosts and delivers the website and may process technical request and security information under its service terms.
Read Netlify’s privacy statementCloudinary
Cloudinary stores and delivers approved website images. Publicly published media can be accessed by website visitors.
Read Cloudinary’s privacy policyGitHub
GitHub stores the public website code and content history. Personal enquiry records must not be placed in the public repository.
Read GitHub’s privacy statementLegal or safety requirements
Information may be disclosed where the Trust is legally required to do so or where this is necessary to establish, exercise or defend legal rights.
Some providers may process information outside the UK. Before launch, the trustees should confirm the relevant service terms and safeguards for any restricted international transfer.
Photography
Images from the Field and events
Photographs help tell the story of the Field and its community. The Trust will publish only images selected for public use and will take particular care where children or vulnerable people are identifiable.
If you are concerned about an image or would like the Trust to consider removing it, provide the page, image description and reason for your request.
Request an image reviewBefore uploading photographs
Volunteers should follow the approved image-permission and safeguarding process. Cloudinary must not be used for sensitive or private material.
Cookies and analytics
The current website
The first release does not intentionally set non-essential analytics or advertising cookies. The Trust will assess any future analytics, embedded content or tracking feature before adding it.
If a future feature requires consent, visitors will be given an appropriate choice before the non-essential technology is used, and this notice will be updated.
External resources
The browser connects to service providers to retrieve website images, fonts and other files. Those providers may receive ordinary technical request information.
Retention and security
Keeping information proportionately
Personal information will be kept only for as long as it is needed for the purpose collected, to meet legal or charity obligations, or to deal with a continuing issue.
Routine enquiries should be reviewed and removed when no longer required. Records that support financial, safeguarding, contractual or governance responsibilities may need to be retained for longer. The trustees must approve a practical retention schedule before launch.
Protecting information
The Trust will use reasonable organisational and technical measures, including limiting access, using managed accounts and avoiding personal information in public website files.
No online service can guarantee absolute security. Any suspected personal-data incident should be reported promptly to the trustees.
Your rights
Choices and requests
Depending on the circumstances, UK data-protection law may give you rights concerning your personal information.
Access and correction
Ask what information the Trust holds about you or request correction of inaccurate information.
Deletion or restriction
Ask for information to be deleted or its use restricted where the relevant legal conditions apply.
Object or withdraw consent
Object to certain uses based on legitimate interests, or withdraw consent where consent is the basis used.
Other applicable rights
Data portability and rights relating to automated decisions may apply in limited circumstances.
To make a request, email the Trust. The Trust may need enough information to confirm your identity and understand the request.
Questions or concerns
Contact the Trust first
Email the Trust if you have a privacy question or concern. You also have the right to raise a concern with the Information Commissioner’s Office, the UK data-protection regulator.
Changes to this notice
This notice should be reviewed whenever the website begins collecting information in a new way, introduces analytics or forms, changes service provider, or adopts a new event or volunteer process. The latest review date will remain visible at the top of the page.