Privacy Notice

Who we are

Fenland Bird Reserves is a community-led initiative based at 14 Waterside, Ely, Cambridgeshire CB7 4AU, England. You can reach us on +44 1353 794 281 or info@mysite-domain.com. We act as the “controller” of personal data described in this notice.

How to contact us about privacy

Questions or requests regarding this notice or your data can be sent to info@mysite-domain.com. We aim to reply within a reasonable timeframe and keep all correspondence respectful and clear.

What information we collect

• Contact details: name, email address, phone number, and any message you send us via forms or email.
• Visit preferences: dates, accessibility needs, group size, and similar planning notes you choose to share.
• Basic analytics data: cookie identifiers, IP address (truncated/aggregated where practical), pages visited, and time spent on pages.
• Volunteer records: if you apply to volunteer, we may keep basic onboarding notes, availability, and training logs.
• Photography and media: if you send us photos or quotes for our blog, we keep the materials and related permissions.

Where the data comes from

We receive data directly from you (forms, emails, calls) and indirectly via cookies and analytics tools that help us understand how the site is used. We do not buy data sets or use third-party profiling services.

Our legal bases for processing

• Consent: for optional updates, newsletter-style messages, and non-essential cookies.
• Legitimate interests: to operate the site safely, respond to your requests, coordinate guided walks, and maintain basic analytics that help us improve content and accessibility. We balance our interests against your rights.
• Contract: if you book a paid activity, we process data to arrange and deliver it.
• Legal obligation: records we must keep for tax, safety, or regulatory reasons.

How we use your information

• Responding to enquiries and arranging visits.
• Coordinating volunteering and training where requested.
• Sending occasional updates if you opt in (you can opt out anytime).
• Maintaining the security and reliability of our website.
• Producing anonymised or aggregated insights to plan content and improve access notes.

Sharing your information

We don’t sell personal data. We may share limited information with service providers who support our site and communications (for example, web hosting and email services). These providers are required to protect your data and act only on our instructions. If legally required, we may share information with authorities.

International transfers

Our main systems are located in the UK or EEA where possible. If data is transferred outside the UK/EEA (for example, due to a service provider’s infrastructure), we use appropriate safeguards such as Standard Contractual Clauses or equivalent measures.

How long we keep your data

• General enquiries: up to 12 months after the last contact, unless an ongoing matter requires a little longer.
• Mailing list: until you unsubscribe or we close the list.
• Volunteer records: up to 24 months after your last activity, unless health & safety or legal obligations require a different period.
• Booking records: financial details linked to paid activities may be retained in line with tax requirements (typically up to 6 years in the UK).
• Analytics data: kept in aggregated form where feasible; individual-level data is minimised and retained only as long as necessary for operational purposes.

Your rights under UK GDPR

• Right of access to your data.
• Right to rectification of inaccurate or incomplete data.
• Right to erasure in certain circumstances.
• Right to restrict or object to processing in certain cases (especially for direct marketing).
• Right to data portability for data you provided, where processing is based on consent or contract and carried out by automated means.
• Right to withdraw consent at any time where consent is the basis.
• Right to lodge a complaint with the UK Information Commissioner’s Office (ICO).

To exercise any of these rights, contact us at info@mysite-domain.com. If we need to verify your identity before fulfilling a request, we will explain why and how.

Children’s information

Our site is intended for general audiences, including families. Where children participate in events, we ask parents or guardians to provide any necessary contact details. We do not encourage children to submit personal information directly without adult oversight.

Security

We apply reasonable technical and organisational measures to protect personal data against unauthorised access, alteration, or loss. No system can be entirely risk-free, so we encourage care when sending information online.

Changes to this notice

We may update this notice to reflect changes in law or how we operate. Significant updates will be highlighted on this page with a new “Last updated” date.