Data Protection

Under the terms of the General Data Protection Regulation (GDPR) (EU) 2016/679 you should be aware of the following.


The Friends’ Part in Protecting Your Data

  1. Your membership form is the basis of our record of your data, but we may also consult the Royal Mail and other databases on the Internet to verify the details of the postal address you provide.  Your data will not be retained for longer than 2 years after non-renewal of membership, although some elements may be retained for statistical purposes but not in a way which could identify you.
  2. The personal data you provide on your membership form will be recorded on a computer and used for the following purposes:
    1. Administering your membership.
    2. Administering volunteer records.
    3. Administration of donations and legacies.
    4. Distribution of the newsletter.
    5. Communications concerned with your membership.
    6. Communications concerned with the activities of ‘The Friends’.
    7. Your data may also be used for statistical purposes but not in a way which may be used to identify you.
    8. Prevention and detection of crime as required by law.
    9. We respect your privacy and will not sell your personal data to any third party. Your personal data will be accessible only by the data controller and those deemed by them to have a necessary need and only when it is exclusively for ‘The Friends’ legitimate activities.
  3. We use the MailChimp bulk mailing service to send out electronic versions of the newsletter and other documents. You can look at MailChimp’s Privacy Policy at

    When you join the Friends, you can opt in to receive communications by either post or email and can opt out or change your preference at any time.

    If you have agreed to Gift Aid your subscription/donation then we are required to share the relevant information with HMRC for reclaiming Gift Aid. We are required by HMRC to keep Gift Aid data for 7 years.
  4. Your personal data will not be used to record any aspect of your bank account or other financial information, apart from a simple payments record.

Your Part in Protecting Your Data

  1. We have an obligation to record accurate data about you and we always strive to do so, but in the unlikely event you become aware that the data we hold on you are incorrect, or have changed, you should immediately notify the data controller and advise what corrections are necessary.
  2. Under the terms of the Data Protection Act you have a right to know what information we hold about you, and to know who the data controller is.  Below are details of the data controller, and how to obtain a copy of the information we hold.
    1. The data controller is: Mr D Wilson, 8 Swallow Court St Neots, PE19 1NP.
    2. If you wish to obtain a copy of the information we hold please send your written request, together with a stamped self-addressed envelope, to the address in 6.1 above.  Note we can only reply to written requests, telephone or verbal requests will be refused.


The Friends’ and ‘FPPNR’ means the Friends of Paxton Pits Nature Reserve, including its trustees, committee members and officers.

Personal Data’ means data which relate to a living individual who can be identified –
(a) from those data, or
(b) from those data and other information which is in the possession of, or is likely to come into the possession of, the data controller
and includes any expression of opinion about the individual and any indication of the intentions of the data controller or any other person in respect of the individual.

Data Controller’ means a person who (either alone or jointly or in common with other persons) determines the purposes for which and the manner in which any personal data are, or are to be, processed.