Data Protection

Alexandra Park Greenhouse Group

Registered Charity Number: 1177523

Privacy notice

We are a registered charity operating under the name of Alexandra Park Greenhouse Group.  Our purpose is to provide facilities for recreation or other leisure time occupation by providing an area for use as a community garden and other activities for individuals residing in Hastings and the surrounding area, who have need of such facilities by reason of their youth, age, infirmity or disablement, financial hardship or social and economic circumstances or for the public at large in the interests of social welfare and with the object of improving the condition of life of the said inhabitants.

To advance education for the public benefit in particular by providing opportunities for learning about horticulture. 

Your support including by fundraising, donating, volunteering, taking part in our events enables us to work towards achieving our purposes.  When you support us and we engage with you, we will often receive your personal information (for example, your name, address, telephone number and email address). We recognise and appreciate the trust you place in us when you share your personal information with us.  We are committed to operating with openness, honesty and transparency.


This privacy notice was updated on May 23rd2018

We will directly inform you of any further changes to this notice where reasonably practicable.



Personal Information:Is any information relating to an identified or identifiable individual.  We may collect, use, store and transfer different kinds of personal information about you when we engage with you, including the following:

Name, gender, date of birth, username and social media ID’s or similar identifiers.  Contact information including your billing address, delivery address, email address and telephone numbers.

Donation and Transaction Information:  Including details about donations you have made and payments to and from you (including bank and credit card information), tax details for Gift Aid and other details of products and services you have purchased from us.  

Technical Information:  Could include your internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website.

Profile Information:  Including your username and password, your interests, preferences, feedback and survey responses.  

Usage Information:  Including information about how you use our website, products and services.

Marketing and Communication Information:  Including your preferences for receiving marketing from us and our third parties and your communication preferences.

Where we refer to personal information in this notice, it might include any/all of the above.

We do not generally collect any special categories of personal data about you (this 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).  Nor do we collect any information about criminal convictions and offences.  There may be occasions where we collect a limited amount of health information, for example, if you take part in any physical activity, we may ask for certain medical information to ensure you are able to safely contribute as required.  We will only collect such health information where we have your explicit consent.


Directly from You:  When you volunteer, purchase our produce, communicate with us.

Indirectly from Third Parties: Information you have shared with third parties where you have indicated that you wish to support us.  This is to help us understand individuals preferences, and potential to provide us with support.

Third-Party Websites: When you use our website or otherwise engage with us you may receive 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.

Social Media:  Information may come to us through your use of social media sites such as Facebook, Twitter, You Tube etc, depending on your settings or the privacy policy these sites use. Please refer to the privacy policy used by these sites for details on how to change your settings.  To develop our understanding, we may receive information from reputable public sources such as LinkedIn, newspapers, Companies House and third parties as indicated. We do this to tailor and target our communication and engagement with you to ensure that:

We are providing you with the best and most relevant experience by making the best use of our resources.  The aim is not to waste resource by directing our engagement activities to those who do not wish to be so engaged.  If you do not wish for us to build our understanding of you in this way, please Contact Usto let us know.


General Data Protection Regulation requires us by law to have a “legal basis” for processing (using) your personal data. The legal basis we rely on are:

To help us build our understanding of you, your background, interests, motivations, your potential to make donations and other ways your support may help us to achieve the organisations purposes.

Where we have your specific consent to use your personal information for a specific purpose.

Where we process your personal information for our legitimate interests (or those of a third party).

Where the process of personal information is necessary for us to perform a contract with you.

Where the process of personal information is necessary to comply with a legal or regulatory obligation that applies to us. (Examples: Sharing your information with the Charity Commission. Information Commissionaires Office, other regulators or law enforcement agencies) or to use your information for due diligence or ethical screening purposes.

If you do not wish for us to build our understanding of you in this way, please Contact Usto let us know.

(Legitimate Interests: When we use our legitimate interests as the basis for processing your personal information, we will consider and balance any potential impact on you and your rights before we process your personal information. Our legitimate interests include the interests of our organisation in conducting and managing our operations to enable us to give you the best service and the best and most secure experience.)


We neither sell nor buy personal information. We only wish to contact you in a way that is consistent with our relationship with you.  In other words, how you would expect us to contact you and what you would expect to receive from us.  Our communication with you may include information about our objectives and activities, the projects we are engaged in, funding, support and the impact of funding and your support.  We use your personal information to tailor and target our communications with you.

We will use your personal information:

To send you marketing emails, shout-outs and SMS texts where we have your consent.

To contact you by phone

To contact you by post.

So that we can fundraise effectively and efficiently.

For research purposes, inviting feedback or involvement in a survey.

To express appreciation for donations or other kinds of support (volunteering, advice etc).

For dealing with transactions or contracts between you and us.

For communications about and the management of our events.

Dealing with competitions and prize draws.

To respond to contact from you.

To notify you of changes or updates to our website.

For internal record keeping on our relationship

To support the prevention of crime.

To contact the projects we work with, directly and indirectly.

To safeguard those we work with, and who work with us.

To process and administer applications for a job or to volunteer.


If you would like us to stop using your personal information for any of the purposes set out above, and/or, stop sending you marketing materials or other communication, please Contact Usand we will update our records to reflect your preferences.  Looking towards the future, we will set up a system to enable you to manage your preference manually via our websites.  You can also ‘unsubscribe’ from our communications by following the directions to ‘unsubscribe’ set out on our website.


We propose and regard the specific consent you have provided us in relation to communication and engagement with you, to be valid for a period of 24 months.  If you do not renew your consent after that period we will cease contact through the channels agreed with you. However, where we rely on legitimate interest as a basis for being in contact with you, we may extend this period to 48 months.


If you are under 18 and wish to engage with us directly you must have your parent’s or guardian’s permission before you provide us with any personal information.  If you are 14 or under we will require a parents or guardians e-mail address before we engage with you, and we will then contact such parent or guardian to verify that we may engage with you.  We will typically then collect the parent’s or guardian’s personal information and not that of the child.


To make sure the personal information we hold about you is accurate and current, pleaseContact Usto provide an update of any changes.


We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. We will limit access to your personal information by fellow volunteers, employees, agents, contractors and other third parties who have a business need to know. Your personal information in such circumstances will only be processed on our instructions and they are subject to a duty of confidentiality.  In the case of any suspected breach of personal information we will follow procedures to notify you and any applicable regulator of a breach where we are legally obliged to do so.


We will only retain your personal information 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 and to enable us to continue to tell our story (which will include reference to archive material). 

At the end of an agreed retention period or in response to a request from you that we stop sending you marketing or other information, we will keep a record of your contact details and appropriate information to enable us to comply with your request not to be contacted by us.  We won’t keep any information we don’t need. 




You may:

Request access to the personal information we hold about you, to check its accuracy and that we are lawfully processing.

Request the correction of the personal information that we hold, though, we may need to verify the accuracy of the new data you provide to us.

Request erasure of your personal information. This enables you to ask us to delete or remove personal information in certain circumstances, e.g. where it is no longer necessary for us to retain it.  However, we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.

Object to processing of your personal information where we are relying on the legitimate interests basis, (or those of a third party), or where we are processing your personal information for direct marketing purposes.  In some cases, we may have compelling legitimate grounds to process your personal information which override your rights and freedoms.

Request restriction of processing your personal information in certain circumstances.

Request the portability of your personal information to you or a third party.  This right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.

Withdraw consent at any time where we are relying on consent to process your personal information.  However, this will not affect the lawfulness of any processing carried out before you withdraw your consent.

If you wish to exercise any of the rights set out above, please Contact Us.

N.B.We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal information (or to exercise any of your other rights).


We will try to respond to all legitimate requests within 30 days, unless the request is particularly complex or you have made a number of requests.  In such circumstances we will notify you and keep you updated.


Correspondence address:

APGG                                                                    APGG Mobile:  07949829168

C/O C. Wood                                             

45 St Helen’s Rd                                       


East Sussex TN34 2LQ

 Contact us via our correspondence address:
 Alexandra Park Greenhouse Group, C/O Hastings Voluntary Action

 Jacksons Hall, Portland Place, Hastings TN34 1QN

© 2020 Alexandra Park Greenhouse Group - JHW

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