This privacy notice provides you with details of how we collect and process your personal data within Orchard Trust and through your use of our site www.orchard-trust.org.uk. By providing us with your data, you warrant to us that you are over 13 years of age.

The Orchard Trust is the data controller, and we are responsible for your personal data (referred to as “we”, “us” or “our” in this privacy notice and as the ‘Trust’ in many other communications). Our full contact details are:

• Full name of legal entity: Orchard Trust
• Email address: admin@orchard-trust.org.uk
• Postal address: Valley Springs, Central Lydbrook, Gloucestershire. GL17 9PP
• Telephone number: 01594 861137

It is very important that the information we hold about you is accurate and up to date. Please let us know if at any time your personal information changes by emailing us at admin@orchard-trust.org.uk.

WHAT DATA DO WE COLLECT ABOUT YOU, FOR WHAT PURPOSE AND ON WHAT GROUND WE PROCESS IT

Personal data means any information capable of identifying an individual, this may be directly or indirectly. It does not include anonymised data. We may process the following categories of personal data about you:

• Communication Data that includes any communication that you send to us whether that be through the contact form on our website, through email, text, social media messaging, social media posting or any other communication that you send us. We process this data for the purposes of communicating with you, for record keeping and for the establishment, pursuance or defence of legal claims. Our lawful ground for this processing is our legitimate interests which in this case are to reply to communications sent to us, to keep records and to establish, pursue or defend legal claims.

• Customer Data that includes data relating to any purchases of goods and/or services such as your name, title, billing address, delivery address, email address, phone number, contact details, purchase details and your card details. We process this data to supply the goods and/or services you have purchased and to keep records of such transactions. Our lawful ground for this processing is the performance of a contract between you and us and/or taking steps at your request to enter into such a contract.

• User Data that includes data about how you use our website and any online services together with any data that you post for publication on our website or through other online services. We process this data to operate our website and ensure relevant content is provided to you, to ensure the security of our website, to maintain back- ups of our website and/or databases and to enable publication and administration of our website, other online services and business. Our lawful ground for this processing is our legitimate interests which in this case are to enable us to properly administer our website and our organisation.

• Technical Data that includes data about your use of our website and online services such as your IP address, your login data, details about your browser, length of visit to pages on our website, page views and navigation paths, details about the number of times you use our website, time zone settings and other technology on the devices you use to access our website. The source of this data is from our analytics tracking system. We process this data to analyse your use of our website and other online services, to administer and protect our business and website, to deliver relevant website content and advertisements to you and to understand the effectiveness of our advertising.  Our lawful ground for this processing is our legitimate interests which in this case are to enable us to properly administer our website and our business and to grow our business and to decide our marketing strategy.

• Fundraising and marketing Data that includes data about your preferences in receiving marketing from us and our third parties and your communication preferences. We process this data to enable you to partake in our promotions such as events and training courses, to deliver relevant website content and advertisements to you and measure or understand the effectiveness of this advertising.  Our lawful ground for this processing is our legitimate interests which in this case are to study how customers use our products/services, to develop them, to grow our business and to decide our marketing strategy.

• Sensitive Data we will collect sensitive data about you if you are involved in employment, volunteering, visiting or any other role with us which requires disclosure of such information to comply with the legal obligations of our business. We will also collect DBS checks and right to work checks of employees and volunteers. Sensitive data refers to data that includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data. We may also collect information about criminal convictions and offences in line with our legal requirements. Our lawful ground for this processing is the legal obligations of our organisation. In some case we may rely upon an appropriate policy document.
• Sensitive Data we will collect sensitive data about you if we are providing you with help and support. Sensitive data refers to data that includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data. Our lawful ground for this processing is the contractual obligations with you.

Where we are required to collect personal data by law, or under the terms of the contract between us and you do not provide us with that data when requested, we may not be able to perform the contract (for example, to deliver goods or services to you). If you don’t provide us with the requested data, we may have to cancel a product or service you have ordered but if we do, we will notify you at the time.

We will only use your personal data for a purpose it was collected for or a reasonably compatible purpose if necessary. For more information on this please email us at admin@orchard-trust.org.uk. In case we need to use your details for an unrelated new purpose we will let you know and explain the legal grounds for processing. We may process your personal data without your knowledge or consent where this is required or permitted by law.

HOW WE COLLECT YOUR PERSONAL DATA

We may collect data about you by providing the data directly to us for example, by filling in forms on our site by sending us emails or through discussion. We may obtain information about you when you enquire to receive help and support from us, if you volunteer or fundraise for us. We may also receive data from publicly available sources such as Companies House and social media.

We may, like many organisations, automatically collect the following information when you visit our website:

Technical information, including the type of device you’re using, your IP address, domain name, the date and time of your visit, the pages you accessed, documents you downloaded, and type of browser you are using.

We collect and use your personal information by using cookies on our website – more information on cookies can be found under the ‘Cookies’ section below. Wherever we use non-essential cookies we will request for your consent.

MARKETING COMMUNICATIONS

Our lawful ground of processing your personal data to send you marketing communications is either your consent or our legitimate interests (namely to grow our business).

Post

We may use your consent or legitimate interest to send you fundraising or marketing communications by post. If you prefer not to hear from us this way, please get in contact and let us know by any of the contact details listed in the section below.

Phone/Email/Text

If you have provided us with your telephone number or email address, for example, when you contacted us directly and expressed interest in our charity, we may get in contact with you via phone, email, or text to provide you with further information about our services. If the nature of your enquiry relates to marketing or fundraising, we will ask for your consent to continue to process your data.

Fundraising and Marketing Communications

We will only send you fundraising and marketing communications by email, text, and telephone if you have explicitly provided your consent. You may opt-out of our fundraising and marketing communications at any time by clicking the unsubscribe link at the end of our marketing emails. Alternatively, you can get in touch via any of the contact details listed below. Your contact details may be used to provide you with information about our newsletter or our fundraising opportunities to support us, or other campaigns.

When you give us consent to receive marketing and fundraising communications, we will monitor consent and ensure that you still wish to receive such communications. Our approach is designed to uphold your privacy and information rights, to respect your choices, and to ensure we are not intrusive.

Under the Privacy and Electronic Communications Regulations, we may send you marketing communications from us if (i) you made a purchase or asked for information from us about our services or (ii) you agreed to receive marketing communications and in each case you have not opted out of receiving such communications since. Under these regulations, if you are a limited company, we may send you marketing emails without your consent. However, you can still opt out of receiving marketing emails from us at any time.

We will not share your data with third parties for their own marketing purposes.

You can ask us to stop sending you marketing messages at any time by following the opt-out links on any marketing message sent to you or by emailing us at admin@orchard-trust.org.uk at any time.

If you opt out of receiving marketing communications this opt-out does not apply to personal data provided as a result of other transactions, such as purchases, warranty registrations etc.

DISCLOSURES OF YOUR PERSONAL DATA

We may have to share your personal data with the parties set out below:

• Service providers who provide IT and system administration services.

• Professional advisers including lawyers, bankers, auditors and insurers

• Government bodies that require us to report processing activities.

• Third parties to whom we sell, transfer, or merge parts of our organisation or our assets.

We require all third parties to whom we transfer your data to respect the security of your personal data and to treat it in accordance with the law. We only allow such third parties to process your personal data for specified purposes and in accordance with our instructions.

INTERNATIONAL TRANSFER OF PERSONAL DATA

We may transfer your personal data outside the United Kingdom (UK). In such circumstances we may undertake a transfer risk assessment in accordance with UK data protection law. We may also ensure an appropriate UK safeguard is in force which includes the UK addendum in conjunction with the EU SCCs or the UK international data transfer agreement.

DATA SECURITY

We have put in place security measures to prevent your personal data from being accidentally lost, used, altered, disclosed, or accessed without authorisation. We also allow access to your personal data only to those employees and partners who have a business need to know such data. They will only process your personal data on our instructions, and they must keep it confidential.

We have procedures in place to deal with any suspected personal data breach and

will notify you and any applicable regulator of a breach if we are legally required to.

DATA RETENTION

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

When deciding the correct period of time for which the data should be retained, we may consider the purpose, nature, sensitivity, potential risk of harm from unauthorised use or disclosure.

For tax purposes the law requires us to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they stop being customers.

In some circumstances we may anonymise your personal data for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

YOUR LEGAL RIGHTS

Right to be Informed

You have the right to be informed as to how we use your data and under what lawful basis we carry out any processing. This Privacy Notice sets this information out; however if you would like further information or feel that your rights are not being respected, please get in contact with any of the details listed above.

Right of Erasure

You may ask us to delete some or all of your information we hold about you. Sometimes where we have a legal obligation or where we may be exempt to the law, we cannot erase your personal data.

Right to Object

You have the right to object to processing where we are using your personal information such as where it is based on legitimate interests or for direct marketing.

Inaccurate personal information

Inaccurate or incomplete information we hold about you can be corrected. The accuracy of your information is important to us and we are working on ways to make this easier for you to review and correct the information that we hold about you. We will also carry out an annual accuracy check. If any of your information is out of date or if you are unsure of this, please get in touch through any of the contact details listed in this notice.

Right of restriction

You have a right to restrict the processing of some or all of your personal information if there is a disagreement about its accuracy, or we are not lawfully allowed to use it.

Right to Access your information 

You have a right to request access to a copy of your personal information that we hold about you, along with the information on what personal information we use, why we use it, control decision making. You can make a request for access free of charge and proof of identity is required. We will undertake the ‘reasonable and proportionate’ searches for personal data which are required when responding to your request.

Automated decision making

Automated decision-making takes place when an electronic system uses personal information to make a decision without human intervention. You have the right to question the outcome of automated decisions that may create legal effects or create a similar significant impact on you. We currently do not undertake automated decision making.

THIRD-PARTY LINKS

This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.

COOKIES

Web cookies are small snippets of text saved on your computer or mobile device that distinguish you from other users of a website. Like most websites, The Orchard Trust uses cookies. You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly. For more about how we use cookies.

HOW TO COMPLAIN ABOUT OUR HANDLING OF YOUR PERSONAL DATA

If you are concerned about the way, we have handled your personal data please get in touch by emailing us here admin@orchard-trust.org.uk

You may also lodge a complaint with the regulator of information rights in the UK, the Information Commissioner’s Office (ICO). For further details about how to do this please go here https://ico.org.uk/make-a-complaint/

Review of this policy

Any changes we may make to this policy in the future will be posted on this website so please check this page occasionally to ensure that you’re happy with any changes. If we make any significant changes, we’ll make this clear on our website or we may contact you. We keep this policy under regular review. This policy was last updated September 2025.

USE OF CCTV FOOTAGE 

The Trust uses CCTV to help ensure the safeguarding of clients, and the safety of visitors, staff, and property. CCTV is not used to routinely monitor individuals.

Our lawful bases for processing CCTV footage are:

• Legitimate interests – to ensure the safety of people and property
• Legal obligation – to support safeguarding duties and comply with regulatory requirements

If a complaint, safeguarding concern, or incident is reported, relevant footage may be reviewed and used as part of the Trust’s investigation or disciplinary process. CCTV recordings may also be shared with the police, CQC, or other authorities if required by law.

CCTV footage is normally retained on a local Orchard Trust storage device only accessible to authorised managers for 25 to 35 days, after which it is securely deleted, unless it is needed for an investigation, safeguarding, disciplinary, or legal purpose. Only authorised staff can access relevant footage.

Clear signage is displayed in areas where CCTV is in operation. Individuals may request access to footage that contains their personal data, in line with data protection rights. However, this request may be refused if it compromises the rights of others to not have their data shared.