1. Introduction 

The Wey & Arun Canal Trust Limited (“the Trust”) is committed to protecting your privacy and ensuring that your personal data is handled securely and responsibly. This policy explains how the Trust collects, uses, and stores your personal data, as well as your rights under data protection laws, namely the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. 

2. Who We Are 

The Wey & Arun Canal Trust Limited is a registered charity in England ([Charity Registration 265331]) with objects to promote and facilitate the restoration, preservation, conservation, protection, improvement, construction, use, and maintenance in good order, of the Wey & Arun Canal, and other associated activities. The Trust’s registered address is Denning House, 84 High Street, Cranleigh, GU6 8AH. For any questions about this policy, you can contact the Trust at: 

  • Email: data@weyarun.org.uk
  • Phone: 01483 505566
  • Postal Address: WACT, Bridge End, Somerswey, Shalford, Guildford GU4 8EQ 

3. Personal Data We Collect

The Trust may collect and process the following types of personal data: 

  • Identity Data: Name, date of birth, and gender.
  • Contact Data: Address, email address, and phone number.
  • Financial Data: Bank details or payment information for donations or transactions.
  • Employment Data: National Insurance number and records, PAYE records.
  • Engagement Data: Records of your communication with the Trust, event attendance, volunteering activities, or fundraising efforts.
  • Technical Data: IP address, browser type, and information about your visits to the Trust’s website.
  • Special Category Data: Health information (only when necessary, e.g. for emergencies when volunteering with the Trust).

4. How We Collect Your Data

The Trust collects personal data through: 

  • Direct interactions, such as when you make a donation, volunteer, attend an event, or contact the Trust.
  • Automated technologies, such as cookies when you visit the Trust’s website.
  • Third parties, such as fundraising platforms or partner organisations.

5. How We Use Your Data

The Trust uses your personal data to: 

  • Process donations and manage financial records.
  • Communicate with you about the Trust’s work, events, and fundraising activities.
  • Comply with legal and regulatory obligations.
  • Improve the Trust’s services and website.

6. Legal Basis for Processing

The Trust processes your data under the following legal bases: 

  • Consent: When you have provided clear consent for the Trust to process your personal data for specific purposes.
  • Contractual: When processing is necessary for the performance of a contract.
  • Legal Obligation: When processing is required to comply with legal obligations.
  • Legitimate Interests: When processing is necessary for the Trust’s legitimate interests, provided your rights and interests do not override them. 

7. Sharing Your Data

The Trust may share your personal data with: 

  • Service providers who assist the Trust in delivering its services (e.g., IT providers, payment processors).
  • Regulators, law enforcement, or other legal authorities when required by law. 

  • Partner organisations where you have agreed to such sharing. 

    The Trust will never sell your personal data to third parties.

8. Data Retention

The Trust retains your personal data only for as long as necessary to fulfil the purposes outlined in this policy, including legal, accounting, or reporting requirements. Retention periods vary based on the nature of the data and the Trust’s obligations. 

9. Your Rights

You have the following rights regarding your personal data: 

  • Access: Request a copy of the personal data the Trust holds about you.
  • Correction: Request correction of inaccurate or incomplete data.
  • Erasure: Request deletion of your data where there is no lawful basis for the Trust to retain it.
  • Restriction: Request restriction of processing under certain circumstances.
  • Objection: Object to processing based on legitimate interests or direct marketing.
  • Data Portability: Request transfer of your data to another organisation. 

To exercise your rights, please contact the Trust at data@weyarun.org.uk 

10. Data Security 

The Trust implements appropriate technical and organisational measures to protect your personal data from unauthorised access, alteration, disclosure, or destruction. These include encryption, secure storage, and regular security assessments.

11. International Transfers 

If the Trust transfers your data outside the UK, it will ensure it is protected by appropriate safeguards, such as standard contractual clauses or equivalent measures.

12. Cookies 

The Trust’s website uses cookies to improve functionality and user experience. For more information, see the Trust’s Cookie Policy.

13. Updates to This Policy 

The Trust may update this privacy policy from time to time. The latest version will always be available on the Trust’s website.

14. Complaints 

If you have concerns about how the Trust handles your data, you can contact the Trust at data@weyarun.org.uk . You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO): 

15. Contact Us

If you have any questions about this privacy policy or how the Trust uses your data, please contact the Trust: 

  • Email: data@weyarun.org.uk
  • Phone: 01483 505566
  • Postal Address: WACT, Bridge End, Somerswey, Shalford, Guildford GU4 8EQ 

 

February 2025