Privacy and cookies

Great Wood Trust, registered charity number 1120240 is the data controller for this website.

We take the protection of your data seriously. Sometimes we need to collect personal data to provide the service you expect, and when we do, we will explain clearly what we’re collecting and what we intend to do with it.

What personal information we collect

When you subscribe to our email newsletter, you are entering your details on a form outside of our website and direct control. Your name and email address are securely held by TinyLetter, a subsidiary of MailChimp and Intuit, in the US, and their privacy and cookie policies apply.

When you book the Great Wood Camp site for a weekend or book the Banda, the Bookings Secretary holds your contact and any payment details you supply, securely on a password protected computer, in advance of the booking and for a reasonable period afterwards. The legal basis for holding these is “contract”, because we are providing a service you have directly asked for.

When you make a donation or other payment online, your financial details are securely held and processed by PayPal, according to their privacy policy. We do not store your financial information anywhere on the Great Wood Camp website at any time; the fields where you enter these details are direct windows to PayPal’s website and do not pass through our server.

If you support Great Wood Camp financially, the Treasurer holds your details securely on a password protected computer for as long as you are supporting us and for as long as our financial records need to be kept.

When you fill in a form on this site, the site securely processes and stores what you enter, and emails it to us. We use it accordingly, archiving correspondence just like you would expect any responsible organisation to do. The legal basis for holding your form data in this way is “contract”, because we are providing a service you have directly asked for.

When you contact us by phone, email or post, we will use your contact details and personal information to respond appropriately and store and archive it securely. The legal basis for holding your form data in this way is “contract”, because we are providing a service you have asked for.

When you visit this site, the server and site security software may process and store your computer’s IP address (which contains approximate location information) within the scope of the law, to prevent unauthorised access and ensure the site works as intended. The server deletes these logs after 4 weeks. The legal basis for holding your form data in this way is “legitimate interests”, because we have to ensure our server is secure and well-run, for everyone’s benefit.

When you give your consent to save cookies, for example to view embedded content on this website, your IP address will be saved in our website database for one year, because we are required to keep a record of the fact that you have granted consent. The details are deleted after this time, and you’ll be asked again to consent if you request the content again.


This site does not set cookies for visitors, unless they specifically consent to it before watching an embedded video or other embedded content. Once you consent, the provider may set cookies and track you according to their privacy policy.

The site sets essential cookies when using the admin area, in order to make the login work properly.

How and where your data is stored

The site uses a securely encrypted connection to transfer any information you submit, and stores it in a database on the server, which is based in the UK. Backups are taken regularly which are stored, encrypted, on our web developer’s Dropbox for up to 4 weeks. We use secure passwords to protect the data and do not share access with anyone except companies like our server host who are directly responsible for providing the services the site relies on.

Any personal data you have given us other than through the website is stored securely by Trustees on password protected computers, and is not transferred elsewhere online.

Disclosing your information

We do not sell personal data to anyone. We only share personal information when it’s necessary to do what you have asked us to do, or if we are legally obliged to.

Access to your personal information

You have the right to know what information we hold about you. If you contact us and ask, we will be happy to:

  • tell you what information we hold;
  • tell you why we are holding it;
  • tell you who it could be disclosed to;
  • update it if it’s inaccurate;
  • remove it (unless there’s a legitimate reason why we need to keep it); and
  • let you have a copy of the information in an intelligible form.

Links to other websites

This privacy notice does not cover other sites that this site may link to. Please read the privacy statements on the other websites you visit.

Changes to this policy

This policy was last updated on 16 March 2023. If we change this privacy policy in future, we will update this web page.

Making a complaint

If you feel that we have failed to meet these standards, please contact us first. If we don’t resolve things to your satisfaction, you can then complain directly to the Information Commissioner.