Privacy_Policy - Gerrards Cross Conservation Group

Privacy Policy

Gerrards Cross Conservation Group Limited (“GXCG”, “we”, “us”, “our”)

Last updated: 15 May 2026

Gerrards Cross Conservation Group Limited is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, store and protect your information when you visit our website or interact with us.

1. Who we are

Gerrards Cross Conservation Group Limited Company Limited by Guarantee

Company No. 17195750

Registered Office: Outwoods, Oxford Road, Gerrards Cross, SL9 7PU

Website: www.gxcg.uk

Email: webcontact@gxcg.uk

We are the “data controller” for the purposes of UK data protection law.

2. What personal data we collect

We may collect and process the following information:

Information you provide directly

Name and contact details (email, phone number, address)
Donation information (amount, Gift Aid declarations)
Messages or enquiries submitted through our website
Newsletter sign‑ups
Volunteer registrations
Event registrations
Membership/guarantor information (if applicable)

Information collected automatically

IP address
Browser type and device information
Pages visited and time spent on the website
Cookies (see our Cookie Policy)

Donation processing

If you donate through a third‑party platform (e.g., Stripe, PayPal, JustGiving), they process your payment information.

We do not store your card or bank details.

3. How we use your information

We use your personal data to:

Respond to enquiries
Process donations and Gift Aid
Send updates, newsletters and fundraising information (only with your consent)
Manage events, volunteering and community engagement
Maintain statutory company and charity records
Improve our website and services
Comply with legal obligations

We only use your data where we have a lawful basis, such as consent, legitimate interest, or legal obligation.

4. Sharing your information

We do not sell your data.

We may share your information with:

Trusted service providers (e.g., email newsletter platforms, website hosting)
Payment processors (for donations)
HMRC (for Gift Aid claims)
Regulators such as Companies House or the Charity Commission
Professional advisers (e.g., accountants)

All third parties must keep your data secure and use it only for the purpose we specify.

5. How long we keep your data

We keep your personal data only for as long as necessary:

Donation and Gift Aid records: 6 years (legal requirement)
Enquiries: typically 12 months
Mailing list data: until you unsubscribe
Volunteer or event records: as long as needed for the activity
Statutory company/charity records: as required by law

6. Your rights

Under UK GDPR, you have the right to:

Access your personal data
Correct inaccurate data
Request deletion of your data
Object to processing
Withdraw consent at any time
Request data portability
Lodge a complaint with the Information Commissioner’s Office (ICO)

To exercise your rights, contact us at: webcontact@gxcg.uk

7. How we protect your data

We use appropriate technical and organisational measures to protect your information, including:

Secure servers
Encrypted connections (HTTPS)
Access controls
Staff training
Regular data protection reviews

8. Cookies

Our website uses cookies to improve your experience. For full details, please see our Cookie Policy.

9. Links to other websites

Our website may contain links to third‑party sites. We are not responsible for their privacy practices and encourage you to read their policies.

10. Changes to this policy

We may update this Privacy Policy from time to time. The latest version will always be available on our website.

11. Contact us

If you have any questions about this Privacy Policy or how we handle your data, please contact:

Gerrards Cross Conservation Group Limited