PRIVACY & DATA PROTECTION NOTICE
1. INTRODUCTION
Braziers Park School of Integrative Social Research (BPSISR) is committed to protecting your personal information and respecting your privacy. This notice explains how we collect, use, store and protect your personal data, in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
We provide opportunities for you to choose whether you wish to receive our marketing communications, including newsletters, event updates and fundraising information. You can withdraw your consent to these communications at any time.
To unsubscribe or change your communication preferences, simply click the ‘unsubscribe’ link at the bottom of any marketing email we send you. Alternatively, you can contact our administration team by emailing admin@braziers.org.uk or telephoning 01491 680221. Please include your name, email address and request so that we can process it effectively.
We will never sell your personal data. We may share personal information with trusted third-party service providers, such as our email marketing platform, where necessary to support our activities. Where these providers process personal data on our behalf, we take appropriate steps to ensure that suitable data protection arrangements are in place.
Questions?
If you have any questions about this notice or how we use your personal data, please contact admin@braziers.org.uk or write to:
2. ABOUT US
Your personal data (i.e. information that identifies you or can be used to identify you) is collected and processed by Braziers Park School of Integrative Social Research (BPSISR), registered by the Financial Conduct Authority (FCA) under the Co-operative and Community Benefit Societies Act 2014 (Registration No. 8454).
BPSISR is based at Braziers Park, Ipsden, South Oxfordshire, OX10 6AN, and is the data controller responsible for the personal information described in this notice.
We collect personal information from people who engage with our educational programme, community activities, events, accommodation and other services, as well as those who express an interest in our work. We use this information to manage bookings, communicate with participants and members, administer our activities and, where permitted, share information about events and opportunities that may be of interest.
To support these activities, we use selected third-party service providers, which may include booking platforms, email marketing services, accounting software and social media platforms. These may include Jotform, Facebook, Instagram, QuickBooks, Eventbrite, and Sendy, depending on the services currently in use.
Some of these providers may process or store personal data outside the United Kingdom. Where this happens, we take appropriate steps to ensure that international transfers comply with applicable UK data protection legislation and that appropriate safeguards are in place.
In certain circumstances, we may collect or process sensitive personal information, such as relevant health information. Where this occurs, we apply additional safeguards and only process such information where there is an appropriate legal basis.
3. WHAT INFORMATION WE COLLECT
Personal data you provide
We collect personal information that you provide to us when engaging with our activities and services. This includes information you give when becoming a member or supporter, registering for a course, booking an event or accommodation, volunteering, or communicating with us. For example:
– Personal details such as your name, date of birth (where relevant), email address, postal address and telephone number, depending on your involvement with BPSISR.
Information created by your involvement with BPSISR
Your activities and involvement with BPSISR may result in additional personal information being recorded. This could include details of your participation in events, educational activities, volunteering or community life.
If you decide to donate to us, we may retain records of your donations, including the date, amount and purpose of your contribution, for financial administration and accounting purposes. We currently use QuickBooks to support our accounting processes.
Information we generate
We may use information generated through our email marketing platform, Sendy, to understand how people engage with our communications and to help us manage our mailing lists. This may include reviewing subscriber activity and removing contacts who have not engaged with our communications for an extended period.
Information from third parties
We generally collect personal information directly from you. However, in certain circumstances, we may receive information from third parties, for example where someone makes a booking on your behalf or provides a reference in connection with volunteering or residency.
Sensitive personal data
We do not normally collect or store special category personal data, such as information relating to health, religious or philosophical beliefs, or political opinions, about supporters and members. However, there may be circumstances where this information is necessary, for example when someone volunteers, participates in an activity with particular accessibility or health requirements, or joins us as a resident.
Where we collect such information, we take additional steps to protect it and ensure that it is only used where necessary and permitted by law.
Accidents or incidents
If an accident or incident occurs on our property, at one of our events or in connection with our activities, we may keep a record of the incident. This may include personal information and, where relevant, special category personal data, such as information about injuries or medical conditions. These records are maintained for appropriate health and safety, safeguarding, insurance or legal purposes.
Volunteers & Residents
If you are a volunteer or resident with us, we may collect additional personal information relevant to your involvement with Braziers Park. This may include references, emergency contact details, relevant health information and other information necessary for administration, health and safety or safeguarding purposes.
We retain this information only for as long as necessary, taking into account applicable legal obligations, safeguarding requirements and potential insurance or legal claims.
Children and Young People
Where children or young people participate in our educational activities, workshops or events, we may collect personal information necessary to manage their participation safely. This may include their name, age, parent or guardian contact details, relevant health or accessibility information and emergency contact details.
We take particular care to protect children's personal information and only collect and use information that is necessary for the activity and permitted by law.
4. HOW WE USE INFORMATION
We only use your personal data where we have a lawful basis to do so under the UK GDPR. Depending on the circumstances, this may include:
– Your consent, for example where you have agreed to receive marketing communications;
– Entering into or fulfilling a contract with you, such as when you book a course, event or accommodation;
– Complying with a legal obligation;
– Protecting your vital interests;
– Pursuing our legitimate interests (or those of a third party), where appropriate and where these are not overridden by your rights and interests.
We use personal information for the purposes for which it was collected, or for other compatible purposes permitted by law.
Marketing
We use personal data to share information about BPSISR and its activities, including news, educational programmes, events, community updates, campaigns and fundraising opportunities. We send marketing communications where permitted by applicable data protection and electronic marketing laws. For further information, please see Section 6 (Marketing).
Administration
We use personal data for administrative purposes necessary to support the operation of Braziers Park, its educational activities, community life and organisational responsibilities. This includes:
– Receiving and administering donations (e.g. direct debits or Gift Aid declarations, where applicable);
– Maintaining records of our volunteers, members and supporters;
– Performing our obligations under membership contracts;
– Managing bookings and providing goods, services and accommodation, whether arranged online, by email, over the phone or in person;
– Helping us respect your choices and preferences (e.g. if you ask not to receive marketing material, we will keep a record of this).
Research and Analysis
We do not undertake extensive profiling or research into individual supporters, donors or volunteers for marketing purposes. However, we may use engagement statistics and insights provided by services such as Sendy, Facebook and Instagram to understand the effectiveness of our communications and outreach.
This may include information about newsletter engagement, audience interactions and general trends in how people respond to our content. These insights help us evaluate our communications, improve our educational outreach and share information that is relevant to our audiences.
5. DISCLOSING AND SHARING DATA
We will never sell your personal data. If you have agreed to receive marketing communications, we may contact you with information about our collaborators, partner organisations, affiliated ecovillages and course organisers. These communications will generally come directly from BPSISR and may be included in our newsletters, event promotions or other marketing materials.
We may share personal information with trusted third-party service providers where necessary to support our activities, including managing bookings, processing payments, maintaining financial records and sending communications. These may include services such as Sendy, Jotform and QuickBooks.
Where third-party providers process personal data on our behalf, we take appropriate steps to ensure that suitable data protection arrangements and safeguards are in place. We only share information that is necessary for the relevant purpose and may also disclose personal information where required by law or where another lawful basis permits us to do so.
We send marketing communications to individuals who have agreed to receive them, or where otherwise permitted under applicable data protection and electronic marketing laws. These communications are currently sent by email and may include information about our educational activities, events, community life and fundraising initiatives.
You can change your communication preferences or unsubscribe from marketing emails at any time by clicking the ‘unsubscribe’ link included in our emails. Alternatively, you can contact our administration team at admin@braziers.org.uk or telephone 01491 680221.
What does ‘marketing’ mean?
Marketing does not just mean offering things for sale, but also includes news and information about:
– Braziers Park, its community, educational work and wider activities;
– Our role in educating the public about conservation of the natural environment, social processes and community life;
– Membership benefits and opportunities;
– Volunteering opportunities and how you can help us support our educational and community aims;
– Appeals and fundraising, including donations and fundraising events;
– Our events, courses, activities and local groups.
We may collect information about how you interact with our email communications, such as whether you open a newsletter or click on a link. This helps us understand engagement with our communications and improve the information we share.
Newsletters and Outreach
Membership newsletters are provided as a benefit to our members. We use these newsletters to share information about community life, organisational updates, educational activities and membership matters. They may also include information about upcoming events, courses and fundraising opportunities.
We aim to respect members' communication preferences and distinguish between essential membership communications and optional marketing updates. Where newsletters contain promotional material, we ensure that they are sent in accordance with applicable electronic marketing requirements.
Fundraising
As a not-for-profit organisation, Braziers Park relies in part on donations and support from members and supporters to continue its educational and community activities. From time to time, we may contact members and supporters with information about fundraising initiatives, appeals and opportunities to contribute.
We send fundraising communications where permitted by applicable marketing rules. You can opt out of receiving these communications at any time.
7. HOW WE PROTECT DATA
We employ a variety of physical and technical measures to keep your personal information secure and protect it against unauthorised access, use, alteration, loss or disclosure.
Electronic data and databases are stored on secure computer systems, and we restrict access to personal information to those who need it for their work. Staff and volunteers who handle personal data are expected to follow our data protection procedures and receive appropriate guidance or training.
Payment Security
We take appropriate steps to protect personal and financial information provided in connection with payments, bookings and donations. Where payments are required, we provide information about the available payment methods, which may include bank transfer, cash, cheque or approved online payment services.
We only collect and retain financial information where necessary for payment administration, accounting, refunds or compliance with legal obligations. Where third-party payment providers are used, their handling of personal information is also subject to their own privacy and security arrangements.
CCTV & Photography
We do not use CCTV.
We may take photographs or record videos during events, workshops and other activities for documentation, educational and promotional purposes. Where photography or filming takes place, we aim to inform participants about how images may be used and provide opportunities to raise any concerns.
We consider the appropriate lawful basis for using identifiable images and seek consent where required or appropriate, particularly when photographing children or individuals in sensitive circumstances.
Photographs and recordings may be stored securely and used in our publications, website, newsletters or social media communications. If you have concerns about an image featuring you or your child, please contact admin@braziers.org.uk.
8. STORAGE
Where We Store Information
BPSISR is based in the UK, and we use a range of secure systems and service providers to store and manage personal information. Some of these services may process or store data outside the United Kingdom.
Where personal data is transferred internationally, we take appropriate steps to ensure that these transfers comply with applicable UK data protection legislation. This may include relying on UK adequacy regulations or other legally recognised safeguards, where appropriate.
For example, we use Google products and other cloud-based services to support our administration and communications. Depending on the services and settings in use, personal information may be stored or accessed outside the UK. We take appropriate steps to ensure that suitable data protection arrangements are in place.
How Long We Store Information
We retain personal information only for as long as necessary for the purposes for which it was collected, including where retention is required to meet legal, financial, safeguarding or other legitimate organisational obligations. The length of time we retain information depends on its nature and the purpose for which it is used.
For example, if you ask us not to send you marketing emails, we will stop using your contact details for marketing purposes, although we may retain a limited record of your preference to ensure that you are not contacted again.
We regularly review the personal information we hold and securely delete or anonymise information when it is no longer required. Financial and payment-related records are retained where necessary for accounting, administration and compliance with legal obligations.
9. KEEPING YOU IN CONTROL
We want to ensure you remain in control of your personal data. Part of this is making sure you understand your rights under UK data protection legislation, which may include, depending on the circumstances:
– The right to access your personal data: You can ask us to confirm whether we hold personal information about you and request a copy of that information (known as a subject access request).
– The right to rectification: You can ask us to correct personal information that is inaccurate or incomplete.
– The right to erasure: You can ask us to delete your personal information in certain circumstances, although this may not apply where we have a lawful reason to retain it.
– The right to restrict processing: You can ask us to limit how we use your personal information in certain circumstances.
– The right to object: You can object to certain uses of your personal information, including direct marketing and, in some circumstances, processing based on legitimate interests.
– The right to data portability: In certain circumstances, you can request personal data you have provided to us in a structured, commonly used and machine-readable format, or ask for it to be transferred to another organisation where technically feasible.
– Rights relating to automated decision-making: You have certain rights where decisions with legal or similarly significant effects are made about you solely through automated processing.
– The right to withdraw consent: Where we rely on your consent to process personal information, you can withdraw that consent at any time. This will not affect the lawfulness of any processing carried out before your consent was withdrawn.
These rights are not absolute, and certain exemptions or restrictions may apply depending on the circumstances. We will consider any request in accordance with applicable data protection legislation.
If you would like further information about your rights or wish to exercise them, please contact our administration team by emailing admin@braziers.org.uk, telephoning 01491 680221 or writing to:
Braziers Park
Ipsden
South Oxfordshire
OX10 6AN
We aim to respond to requests within one calendar month, in accordance with applicable legal requirements. Where an extension is permitted and necessary, we will inform you.
Complaints
If you have any concerns or complaints about how BPSISR collects, uses or protects your personal information, please contact our administration team using the details above. We will take your concerns seriously and aim to resolve them promptly.
You also have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's independent data protection regulator. You can contact the ICO if you are dissatisfied with our response or believe your data protection rights have been infringed.
Further information is available at www.ico.org.uk.
10. COOKIES AND LINKS TO OTHER SITES
Cookies
Our website may use cookies and similar technologies to support its functionality and, where applicable, to help us understand how visitors use the site. Cookies are small files stored on your device when you visit a website.
Some cookies are strictly necessary for the website to function, while others, such as those used for analytics or marketing, may require your consent. Where consent is required, we will ask for your permission before using these cookies.
You can manage your cookie preferences through the options provided on our website, where available, or through your browser settings.
Links to Other Sites
Our website contains links to external websites and services. We are not responsible for the content, functionality or privacy practices of these third-party websites. If you notice a link that is not working, please let us know by emailing admin@braziers.org.uk.
If an external website requests personal information from you, the information you provide will be subject to that website's own privacy policy rather than this notice. We encourage you to review the privacy policies of external websites before sharing your personal information.
When purchasing goods or services directly from third-party businesses linked through our website, your transaction will generally be subject to their terms and conditions, rather than those of BPSISR.
11. CHANGES TO THIS PRIVACY NOTICE
We will review and update this Privacy Notice from time to time to ensure it remains up to date and accurately reflects how and why we use your personal data. The current version of our Privacy Notice will always be available on our website.
Where we make significant changes that affect how your personal information is used, we will take appropriate steps to inform you where necessary.
––
This Privacy Notice was last updated on 13.10.2026.