Ashford Wide Ashford WideWorking together for a better Ashford

Cookies, privacy, and data collection

What data we collect and how we use it

Cookies

What are cookies?

Cookies are small text files placed on your device to help the website function properly or to provide features from third-party services.

How we use cookies

This site only uses essential cookies to function, we don’t collect information on who you are or how you use our website. These are essential for the security and performance of the website and they do not require consent.

Cloudflare

This site is hosted by Cloudflare. Their platform may set a small number of cookies which are essential for the running of the website:

  • __cf_bm (Bot Management)
  • _cfuvid (Rate limiting)

These cookies help identify malicious traffic and protect the site from bot attacks. They do not store any personally identifiable information.

Third-Party Features

We use external services to provide specific functionality. These services may set their own cookies or process your IP address when you interact with them.

  • PayPal (Donations)
    • If you use the PayPal donation button, PayPal may set cookies to manage the transaction, prevent fraud, and remember your session.
    • Why: To process your donation securely.
    • Data processed: Transaction details, device info, and IP address.
    • Privacy Policy: PayPal Privacy Statement
  • OpenStreetMap (Maps)
    • We use OpenStreetMap (OSM) to show maps on our site.
    • Why: To provide geographic context and directions.
    • How it works: When you view a page with a map, your browser connects directly to OpenStreetMap servers. Your IP address is shared with them to deliver the map tiles to your screen.
    • Privacy Policy: OpenStreetMap Foundation Privacy Policy

Personal data

Information we collect

We may collect and store the following types of information:

  • Contact details – name, address, phone number, email.
  • Event participation – details of events you’ve showed interest in, attended, worked at or volunteered for.
  • Payments/donations – records of any payments or donations you make to us.
  • Payment details – your bank account or other payment information.
  • Marketing preferences – whether you’d like to receive updates from us.
  • Photographs or videos – taken at our events, with consent, or in a public place.
  • Correspondence – any thing you have sent to us through all communication types.

How we collect your information

We collect information in the following ways:

  • When you sign up as a volunteer, business member, vendor, supporter, or other way.
  • When you contact us by email, phone, or in person.
  • When you take part in our events.
  • Through our website, social media, or event registration platforms.

How we use your information

We only use your personal information when we have a lawful basis to do so. This may include:

  • To manage event bookings, volunteer schedules, and activities.
  • To communicate with you about our events, activities, or organisational news.
  • To process donations and Gift Aid claims.
  • To comply with our legal obligations (e.g. health & safety, safeguarding).
  • To keep records of our work and impact.

Under UK GDPR, we use the following legal bases:

  • Consent – where you have agreed to receive communications or be photographed (or in public).
  • Contract – where processing is needed to provide a service you requested or accept services.
  • Legal obligation – where the law requires us to keep certain records.
  • Legitimate interests – where it’s necessary for our community work and doesn’t override your rights.

Sharing your information

We will never sell your data.

We may share information with:

  • Trusted service providers (e.g. email newsletter services, event booking platforms).
  • Regulatory bodies or legal enforcement if required by law.
  • Partner organisations when running joint events (with your consent).
  • Relevant local authorities and affiliated organisations.

How long we keep your information

We only keep your information for as long as necessary for the purposes it was collected.

For example:

  • Event records: up to 5 years.
  • Volunteer records: up to 5 years after volunteering ends.
  • Business member records: up to 5 years after membership ends.
  • Gift Aid/donation records: 6 years (as required by HMRC).

Your rights

Under data protection law, you have the right to:

  • Access the personal information we hold about you.
  • Request corrections if your information is inaccurate.
  • Ask us to delete your information.
  • Withdraw consent where we rely on it.
  • Object to processing or request we limit how we use your information.

To exercise any of these rights, contact us at [email protected]

Security

We take appropriate measures to protect your personal data, including secure storage, restricted access, and staff/volunteer data protection training.

Changes to this policy

We may update this privacy policy from time to time. The latest version will always be available on our website or by request.

How to complain

If you’re unhappy with how we’ve used your data, please contact us first.

If you’re not satisfied, you can complain to the Information Commissioner’s Office (ICO):

Last updated: July 2026