Privacy Policy

West Cumbria Rivers Trust Privacy Policy


West Cumbria Rivers Trust (registered charity no. 1142396) is a conservation charity who strives to restore and enhance the value of rivers lakes, estuaries and surrounding countryside for the benefit of people and wildlife.In this policy wherever you see the words ‘the Trust’, ‘we’, ‘us’ or ‘our’ it refers to West Cumbria Rivers Trust.


This policy explains how and why we use your personal data, to ensure you remain informed and in control of your information. We are committed to protecting your privacy and security.

This Privacy Policy applies to anyone that the Trust comes into contact with, including but not exclusively; supporters, volunteers, the general public and professional contacts.

West Cumbria Rivers Trust asks its supporters to “opt-in” for marketing communications. This means you’ll have the choice as to whether you want to receive these messages and be able to select how you want to receive them (email, phone, or post).

You can decide not to receive communications or change how we contact you at any time. If you wish to do so please contact the Trust by emailing or writing to the Director, West Cumbria Rivers Trust, 32 Lake Road, Keswick, CA12 4QE or telephoning 017687 75429 (Monday – Friday 9am to 5pm).

We will never sell your personal data, and never share it with organisations we work with.


Any questions you have in relation to this policy or how we use your personal data should be addressed to the Director, West Cumbria Rivers Trust, 32 Lake Road, Keswick, CA12 4QE


Personal data you provide

We collect data you provide to us in the course of our usual operations. This includes information you give when joining or communicating with us. For example:

personal details (name, date of birth, email, address, telephone etc.) when you become a supporter (the I’m a River Giver campaign);

financial information (payment information such as credit/debit card or direct debit details, and whether donations are gift-aided. Please see section 8 for more information on payment security); and

details of your interests and preferences (such as campaigns, the ways you support us or types of wildlife you enjoy).

Medical and next of kin information when you register to volunteer with us or attend an event when this is necessary.

Information created by your involvement with the Trust

Your activities and involvement with the Trust will result in personal data being created. This could include details of how you’ve helped us by volunteering or being involved with our activities.

If you decide to donate to us then we will keep records of when and how much you give to a particular cause.

Information we generate

We conduct research and analysis on the information we hold, which can in turn generate personal data. For example, by analysing your interests and involvement with our work we may be able to build a profile which helps us decide which of our communications are likely to interest you. Section 7 contains more information about how we use information for profiling and targeted communications.

Information from third parties

We sometimes receive personal data about individuals from third parties. For example, if we are partnering with another organisation (e.g. you provide your information to another charity we’re collaborating with on a conservation project).

Your information may be shared with us by independent third parties when you have indicated that wish to support the Trust with your consent (for example, Justgiving or Virgin Money Giving). You should check their Privacy Policy when you provide your information to understand fully how they will process your data.

We may collect information from social media where you have given us permission to do so, or if you post on one of our social media pages.

Sensitive personal data

We do not normally collect or store sensitive personal data (such as information relating to health, beliefs or political affiliation) about supporters and members. However, there are some situations where this will occur (e.g. if you volunteer or work with us or if you have an accident at one of events). If this does occur, we’ll take extra care to ensure your privacy rights are protected.

Accidents or incidents

If an accident or incident occurs whilst you are working with us, at one of our events or involving one of our staff (including volunteers) then we’ll keep a record of this (which may include personal data and sensitive personal data). We may also be required to share this with the appropriate statutory bodies.


If you are a volunteer then we may collect extra information about you (e.g. references, criminal records checks, details of emergency contacts, medical conditions etc.). This information will be retained for legal reasons, to protect us and you (including in the event of an insurance or legal claim) and for safeguarding purposes.


We only ever use your personal data with your consent, or where it is necessary in order to:

enter into, or perform, a contract with you;

comply with a legal duty;

protect your vital interests;

for our own lawful interests, provided your rights don’t override these.

In any event, we’ll only use your information for the purpose or purposes it was collected for (or else for closely related purposes):


We use personal data to communicate with people, to promote the Trust and to help with fundraising. This includes keeping you up to date with our news, updates, campaigns and fundraising information. For further information on this please see Section 6.


We use personal data for administrative purposes (i.e. to carry on our charity and conservation work). This includes:

receiving donations (e.g. direct debits or gift-aid instructions);

maintaining databases of our volunteers, members and supporters;

performing our obligations under our River Giver contracts;

fulfilling orders for goods or services (whether placed online, over the phone or in person);

helping us respect your choices and preferences (e.g. if you ask not to receive specific or marketing material, we’ll keep a record of this).

Internal data analysis

From time to time we may carry out analysis of the data from our supporters, donors and volunteers, to determine the success of campaigns and appeals, better understand behaviour and responses and identify patterns and trends. This helps inform our work and makes the Trust a stronger and more effective organisation. Understanding our supporters, their interests and what they care about also helps us provide a better experience (e.g. through more relevant communications).

Anonymised data

We may aggregate and anonymise personal data so that it can no longer be linked to any particular person. This information can be used for a variety of purposes, such as recruiting new supporters, or to identify trends or patterns within our existing supporter base. This information helps inform our actions and improve our campaigns, products/services and materials.


We will never sell your personal data. If you have opted-in to communications, we may contact you with information about our partners, or services, but these communications will always come from the Trust and are usually incorporated into our own communications (e.g. leaflets or articles in magazines or email newsletters).

Occasionally, where we partner with other organisations, we may also share information with them (for example, if you register to attend an event being jointly organised by us and another charity). We’ll only share information when necessary and for the purposes that you have provided the data to us.


The Trust will ask its supporters to “opt-in” for marketing communications.

This means you have the choice as to whether you want to receive these messages and be able to select how you want to receive them (post, phone, email).

You can decide not to receive communications or change how we contact you at any time. If you wish to do so please contact the Trust by emailing or writing to the Director, West Cumbria Rivers Trust, 32 Lake Road, Keswick, CA12 4QE or telephoning 017687 75429 (Monday – Friday 9am to 5pm).

What does ‘marketing’ mean?

Marketing does not just mean offering things for sale, but also includes news and information about:

our charity and conservation work;

our role in educating the public in conservation of the natural environment;

volunteering opportunities and how you can help protect wildlife;

appeals and fundraising;

our events and activities;

products and services;

leaving a legacy;

taking part in projects.

When you receive a communication, we may collect information about how you respond to or interact with that communication, and this may affect how we communicate with you in future.


Our newsletters are provided for all and posted to our River Giver supporters. We email our database an electronic copy (unless you specifically ask us not to) and you can choose to unsubscribe from general marketing communications without giving up your subscription as a River Giver to receive our newsletter by post.


As a charity, we rely on donations and support from others to continue our work. From time to time, we will contact members and supporters with fundraising material and communications. This might be about an appeal or to suggest ways you can raise funds (e.g. a sponsored event or activity)


This section explains how and why we use personal data to build profiles which enable us to understand our supporters, improve our relationship with them, and provide a better supporter experience.

Analysis and grouping

We may from time to time use profiling techniques to ensure communications are relevant and timely, and to provide an improved experience for our supporters. Profiling also allows us to target our resources effectively. We do this because it allows us to understand the background of the people who support us and helps us to make appropriate requests to supporters about areas of our work that may interest them. By grouping people together on the basis of common characteristics, we can ensure that group is provided with communications, products, and information which are of most important to them. This helps prevent your inbox from filling up, and also means we aren’t wasting resources on contacting people with information which isn’t relevant to them.



Some of the services we offer are aimed specifically at young people and to deliver these services safely it is necessary for us to collect data.

When we collect and manage information from young people (under the age of 18) we aim to manage it in a way which is appropriate for the age of the child. The information is usually collected when young people attend our education activities and initiatives (for example medical information for H and S purposes).

We won’t use young people’s personal data for marketing purposes and we won’t profile it.

Parental permission: If your child is under 18 then we’ll need permission from you as their parent or guardian for them to attend events without parents or guardians or to be included in a photograph to be used by the Trust for marketing purposes. This involves filling in a short form.

Information for parents

We take great care to protect and respect the rights of individuals in relation to their personal data, especially in the case of children. If your child is under 18, we’ll only use his or her personal data with your consent.


We employ a variety of physical and technical measures to keep your data safe and to prevent unauthorised access to, or use or disclosure of your personal information.

Electronic data and databases are stored on secure computer systems and we control who has access to information through secure passwords.

Payment security

All electronic forms that request financial data will use the Secure Sockets Layer (SSL) protocol to encrypt the data between your browser and our servers.

If you use paypal to donate the payment information is stored with the company and not received by us and the relevant details will be transferred securely using paypals secure systems in order to process the payment. Hard copies of River Giver forms with personal information on are kept in a locked cabinet. We will not request pin numbers or bank security information.

Of course, we cannot guarantee the security of your home computer or the internet, and any online communications (e.g. information provided by email or our website) are at the user’s own risk.


There is a possibility we may get CCTV in our visitor centre on 32 lake Road and you may be recorded when you visit. CCTV is there to help provide security and to protect both you and the Trust. CCTV will only be viewed when necessary (e.g. for security reasons or to detect or prevent crime)

The Trust complies with the Information Commissioner’s Office CCTV Code of Practice, and we put up notices so you know when CCTV is in use.


Where we store information

The Trust’s operations are based solely in the UK and we store our data within the European Union.

How long we store information

Under forthcoming data regulations, we will be required to make sure that we use and store information for so long as it is required for the purposes it was collected for. How long information will be stored for depends on the information in question and what it is being used for.
We will regularly review what information we hold and delete what is no longer required.


We want to ensure you remain in control of your personal data. Part of this is making sure you understand your legal rights, which are as follows:

the right to confirmation as to whether or not we have your personal data and, if we do, to obtain a copy of the personal information we hold (this is known as subject access request);

the right to have your data erased (though this will not apply where it is necessary for us to continue to use the data for a lawful reason);

the right to have inaccurate data rectified;

the right to object to your data being used for marketing or analysis; and

where technically feasible, you have the right to see personal data you have provided to us which we process automatically on the basis of your consent or the performance of a contract. This information will be provided in a common electronic format.

Please keep in mind that there are exceptions to the rights above and, though we will always try to respond to your satisfaction, there may be situations where we are unable to do so.

If you would like further information on your rights or wish to exercise them, please email or write to the Director, West Cumbria Rivers Trust, 32 Lake Road, Keswick, CA12 4QE or telephoning 017687 75429 (Monday – Friday 9am to 5pm).


You can complain to the Trust directly by contacting the Director using the details set out above. If you are not happy with our response, or you believe that your data protection or privacy rights have been infringed, you can complain to the UK Information Commissioner’s Office which regulates and enforces data protection law in the UK. Details of how to do this can be found at


Links to other sites

Our website contains hyperlinks to many other websites. We are not responsible for the content or functionality of any of those external websites.

If an external website requests personal information from you, the information you provide will not be covered by the Trust’s Privacy Policy. We suggest you read the privacy policy of any website before providing any personal information.

Social Media Sites

We operate a number of social media pages (including Facebook, Twitter, YouTube and Instagram). Although this policy covers how we will use any data collected from those pages, it does not cover how the providers of social media websites will use your information. Please ensure you read the privacy policy of the social media website before sharing data and make use of the privacy settings and reporting mechanisms to control how your data is used.


We’ll amend this Privacy Policy 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 Policy will always be posted on our website.

This Privacy Policy was last updated on 14th April 2018.