This notice explains how Crookstone Adventure Trust (“we”, “us”) collects and uses personal data, including information submitted via our volunteer form and general contact forms.
Who we are (Data Controller)
Crookstone Adventure Trust is the data controller for the personal data we process. You can contact us at info@crookstoneadventuretrust.org or by telephone at any of the numbers on the main site.
What data we collect
We may collect and process:
- Identity & contact details: name, email address, phone number.
- Volunteer information: availability, relevant experience/skills, interests, emergency contact details you provide.
- Application/admin data: communication history, notes related to volunteer coordination, form submission timestamps.
- Website usage: basic analytics and cookie data (see Cookies).
- Sensitive data: we do not intentionally collect special category data. If you share health or accessibility information to help us support your volunteering, we will handle it with extra care and only for that purpose.
How we use your data (purposes & legal bases)
We use your data to:
- Manage volunteering (contacting you, scheduling, role matching) — legal bases: legitimate interests and/or consent where required.
- Respond to enquiries you send via the site — legal bases: legitimate interests or taking steps at your request prior to entering an agreement.
- Send updates related to your volunteering — legal bases: legitimate interests/contract; for optional newsletters we rely on consent.
- Ensure security and prevent abuse (server logs, anti‑spam) — legal bases: legitimate interests and legal obligations.
You can withdraw consent at any time by emailing info@crookstoneadventuretrust.org.
Who we share data with
We do not sell your data. We may share it with trusted service providers acting as “processors” who help us run the website and communications, for example:
- Website hosting and email providers.
- Form processing/anti‑spam and basic analytics services.
They act under our instructions and are bound by confidentiality and data protection terms. We may also disclose data if required by law or to protect vital interests.
How long we keep data
- Volunteer records: for the duration of your active volunteering and up to 12 months afterwards.
- General enquiries: up to 12 months after resolution.
- Mailing list (if any): until you unsubscribe.
- Server logs/security data: typically 30–180 days.
We keep the minimum necessary and review retention regularly.
Your rights
Under UK GDPR you can ask us to:
- Access a copy of your data.
- Correct inaccurate data.
- Delete your data (where applicable).
- Restrict or object to certain processing.
- Provide your data in a portable format.
To exercise any right, email info@crookstoneadventuretrust.org. We may need to verify your identity.
Cookies
Our site may use essential cookies for functionality and optional cookies for analytics. You can control cookies in your browser settings. If you run a cookie banner on other pages, it will apply here too.
Contact & complaints
Questions or concerns? Contact us at info@crookstoneadventuretrust.org. You also have the right to complain to the UK Information Commissioner’s Office: ico.org.uk.
Changes to this notice
We may update this page to reflect changes in our practices or the law. Please check back periodically.