Privacy Notice

Urban Nature Action CIC

Privacy Notice

Last updated: 12/08/2026

Urban Nature Action CIC respects your privacy and is committed to looking after your personal information.

This notice explains what information we may collect about you, why we use it, who we may share it with, how long we keep it and the rights you have over your information.

1. Who we are

Urban Nature Action CIC is a Community Interest Company.

Company number: 17313146
Registered office: 1055 Leek Road, Hanley, Stoke on Trent, Staffordshire, ST1 6AP
Email: hello@urbannatureaction.org.uk

Urban Nature Action CIC is normally the data controller for the personal information described in this notice. This means we decide why and how that information is used.

If you have a question about your personal information or this Privacy Notice, please contact us using the company email address above.

2. What information we may collect

The information we collect depends on how you interact with us.

We may collect information such as your:

· name;

· email address;

· telephone number;

· postal address where needed;

· workshop or event booking details;

· payment and transaction information;

· correspondence with us;

· newsletter preferences;

· emergency contact details where appropriate;

· accessibility or reasonable-adjustment requirements;

· relevant health or dietary information where genuinely necessary;

· age or age range where relevant to an activity;

· parent or carer details;

· school, youth group or organisation;

· photographs or video where applicable;

· feedback;

· complaint information;

· accident or incident information;

· safeguarding information where necessary; and

· information relating to volunteering, employment, suppliers, contractors or partnership work.

We aim to collect only the information we genuinely need.

3. How we collect information

We may receive personal information directly from you when you:

· contact us;

· complete a website form;

· make an enquiry;

· book an activity;

· attend a workshop, event or wildlife activity;

· join our newsletter;

· contact us through email, telephone or social media;

· volunteer with us;

· provide feedback;

· make a complaint; or

· otherwise interact with Urban Nature Action CIC.

We may also receive information from another organisation where appropriate, such as a school, youth group, community organisation, venue, funding partner or parent/carer.

4. Why we use your information

We may use personal information to:

· respond to enquiries;

· administer workshop and activity bookings;

· communicate important information about an activity;

· take and record payments;

· manage refunds;

· organise workshops, wildlife walks and other CIC activities;

· make reasonable adjustments and support accessibility;

· manage school and youth-group activities;

· maintain safety and safeguarding arrangements;

· deal with accidents or incidents;

· manage volunteers;

· communicate with suppliers, venues and partner organisations;

· comply with financial, company, tax and other legal requirements;

· respond to complaints;

· protect the CIC, participants and members of the public;

· keep appropriate records;

· evaluate our community activities;

· demonstrate the impact of funded projects;

· send newsletters or other marketing where you have agreed to receive them; and

· promote the CIC through appropriate photography and video.

5. Our lawful reasons for using your information

Data-protection law requires us to have a valid reason for using personal information.

Depending on the circumstances, we may rely on:

Contract

For example, where you book and pay for a workshop or where we need to take steps you have requested before providing a service.

Legal obligation

Where we need to keep or use information to meet a legal requirement, such as accounting, tax or certain safety obligations.

Legitimate interests

Where using information is reasonably necessary for the operation of Urban Nature Action CIC and does not unfairly override your rights.

Examples may include responding to enquiries, administering activities, maintaining appropriate records, protecting our organisation and participants, and some appropriate event photography.

Consent

Where you have actively agreed to a particular use of your information, such as joining our email newsletter.

You may withdraw consent at any time where consent is the lawful basis we are relying on.

Vital interests

In rare situations we may need to use information to protect someone’s life or physical safety.

6. Accessibility and health information

If you tell us about a disability, health condition, allergy, neurodivergence, communication need or other accessibility requirement, we will only ask for information that is reasonably necessary to help you participate.

You do not normally need to tell us your diagnosis if simply explaining the adjustment you need is sufficient.

Some health and accessibility information is treated as particularly sensitive personal information under data-protection law.

Where appropriate, we will ask for your explicit consent to use this information for accessibility purposes, unless another lawful condition applies.

Access to this information will be restricted to people who reasonably need it.

7. Children and young people

We take particular care with children’s personal information.

For school and youth-group activities, information will normally be provided through:

· a parent or carer;

· school;

· youth organisation; or

· another responsible organisation.

We will avoid collecting personal information directly from children where it is not necessary.

Where we provide information directly to children, we will aim to explain it in language appropriate to their age and understanding.

8. Photographs and video of children

Urban Nature Action CIC does not normally take or publish intentionally identifiable photographs of children for publicity purposes.

When photographing activities involving children, we will normally use approaches such as:

· photographing children from behind;

· avoiding faces;

· obscuring faces where necessary;

· avoiding names or other unnecessary identifying information; and

· composing photographs so that individual children are not readily identifiable.

Parents and carers will be given a clear opportunity to tell us that they do not want their child included in photography.

We recognise that hiding someone’s face does not necessarily make a photograph anonymous if they can still reasonably be identified from other information.

If a photograph could identify a child, we will treat it as personal information and will not normally use it for publicity without appropriate permission.

9. Photography and video of adults

We may take photographs or video at CIC activities for purposes such as:

· our website;

· social media;

· project reports;

· funding evidence;

· publicity; and

· demonstrating community and environmental activities.

We will aim to make people aware when photography is taking place.

Adults will be given a clear opportunity to tell us that they do not want to appear in identifiable photographs or video.

For general event photography, we may rely on our legitimate interests where appropriate.

Where somebody is being specifically featured, posed or interviewed for promotional purposes, we may ask for their consent.

10. Newsletter and marketing

You will not automatically be added to our newsletter or marketing list just because you make an enquiry or book an activity.

If you choose to subscribe, we will use your contact information to send you information about Urban Nature Action CIC, which may include:

· activities;

· workshops;

· events;

· wildlife and environmental projects;

· volunteering;

· community opportunities;

· fundraising or sponsorship;

· and CIC news.

You can unsubscribe at any time.

Where consent is required for electronic marketing, we will ask you to actively opt in.

11. Website forms

Our website may contain forms such as:

· contact forms;

· booking or enquiry forms; and

· newsletter sign-up forms.

Information submitted through these forms will be used for the purpose explained when the information is collected.

Please do not send unnecessary sensitive personal information through a general contact form.

12. Website analytics, cookies and tracking

We do not currently use optional integrations such as:

· Google Analytics;

· Google Tag Manager;

· Google Tag;

· Meta Pixel;

· Hotjar; or

· advertising integrations such as Google AdSense.

Our website and hosting platform may use technologies that are necessary for basic website functions, security and operation.

If we introduce optional analytics, advertising or marketing tracking in future, we will review the privacy implications, update this notice where necessary and provide appropriate cookie information and controls.

13. Social media

Urban Nature Action CIC may use social-media platforms to communicate with the public and promote our work.

If you contact us through a social-media platform, the platform itself may also collect and use your information under its own privacy terms.

We do not control how those companies independently use information through their services.

Where practical, sensitive or detailed personal matters should be moved to an appropriate Urban Nature Action CIC communication channel rather than discussed publicly on social media.

14. Payments

Our activities may initially be paid for by bank transfer.

Bank statements and transaction records may contain your:

· name;

· payment reference;

· payment amount; and

· other payment information supplied through the banking system.

We do not normally ask you to provide full bank-account details separately.

We may request appropriate payment details where genuinely necessary, for example to issue a refund.

15. Who we may share information with

We do not sell your personal information.

We may share information where reasonably necessary with organisations such as:

· website, email, cloud-storage or IT service providers;

· banks and payment providers;

· accountants or professional advisers;

· insurers;

· venues;

· schools and youth organisations;

· partner organisations;

· funders where appropriate;

· suppliers or contractors;

· local authorities;

· safeguarding services;

· emergency services;

· police; or

· other organisations where sharing is legally required or necessary to protect someone.

We will only share information that is relevant to the purpose.

16. Safeguarding

Data protection does not prevent us from sharing information where this is necessary and lawful to protect a child or an adult at risk.

Where we have a safeguarding concern, information may be shared with appropriate organisations such as:

· a school or youth organisation;

· children’s or adult social care;

· safeguarding professionals;

· police; or

· emergency services.

We will only share what is appropriate to the circumstances.

17. Where your information is stored

We use a mixture of secure electronic and paper systems.

Information may be stored using third-party providers that supply services such as:

· website hosting;

· organisational email;

· cloud storage;

· business administration; and

· other IT services.

Access to personal information is currently generally limited to the two directors of Urban Nature Action CIC.

If employees or volunteers are given access to personal information in future, this will be limited to what they need for their role.

Paper records containing personal information are kept securely when not in use.

18. Information processed outside the UK

Some of the technology companies and service providers we use may process or store information outside the United Kingdom.

Where UK data-protection rules require safeguards for an international transfer, we will take reasonable steps to ensure an appropriate mechanism is in place.

19. How long we keep information

We do not keep personal information indefinitely without a reason.

Our normal retention approach is:

Type of information

Normal retention

General enquiries

Usually up to 12 months after the enquiry has finished

Ordinary workshop/activity booking records

Usually up to 3 years after the activity

One-off accessibility or health information

Usually deleted within around 3 months after the activity once no longer needed

Emergency contact information

Deleted when no longer reasonably required after the activity

Financial and accounting records

Kept for the period required by company and tax law, normally at least 6 years where applicable

Newsletter details

While you remain subscribed, with a minimal record retained where necessary to respect an unsubscribe request

Photographs and video

Reviewed periodically and removed when no longer reasonably useful or appropriate

Complaints

Kept for an appropriate period depending on the nature of the complaint

Safeguarding records

Retained separately according to safeguarding, legal and organisational requirements

Accident and incident information

Retained according to relevant legal, insurance and risk-management requirements

We may keep information for longer where necessary because of a legal claim, safeguarding matter, insurance issue, investigation or another legitimate reason.

Information may also be anonymised so that individuals can no longer reasonably be identified.

20. Your rights

Depending on the circumstances, data-protection law may give you rights including the right to:

· ask for a copy of the personal information we hold about you;

· ask us to correct inaccurate information;

· ask us to delete information in certain circumstances;

· ask us to restrict how information is used;

· object to certain uses of your information;

· receive certain information in a portable format;

· withdraw consent where we rely on consent; and

· raise a concern about how your personal information is being handled.

Not every right applies in every situation.

To exercise a right, contact us at:

hello@urbannatureaction.org.uk

We may need to ask for information to confirm your identity before disclosing personal information.

21. Data-protection complaints

If you are unhappy with how Urban Nature Action CIC has handled your personal information, please contact us first at:

1055 Leek Road, Hanley Stoke on Trent, Staffordshire ST1 6AP

We will provide a clear route for making a data-protection complaint.

We will acknowledge a data-protection complaint within 30 days and will investigate and respond without undue delay.

You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s independent data-protection regulator.

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Telephone: 0303 123 1113

22. Data security

We take reasonable steps to keep personal information secure.

These may include:

· restricting access;

· password protection;

· secure cloud services;

· device security;

· software updates;

· appropriate backups;

· careful email handling;

· secure paper storage; and

· secure destruction or deletion when information is no longer needed.

If a personal-data breach occurs, we will assess it promptly and report it to the Information Commissioner’s Office and/or affected individuals where legally required.

23. Changes to this Privacy Notice

We may update this Privacy Notice when:

· our activities change;

· we introduce new systems or services;

· our use of personal information changes; or

· data-protection requirements change.

The current version will be made available through the Urban Nature Action CIC website.

Last updated: 12/08/2026

24. Contact us

For questions about this Privacy Notice, requests concerning your personal information or data-protection complaints, please contact:

Urban Nature Action CIC
Email: hello@urbannatureaction.org.uk

Registered office: 1055 Leek Road, Hanley, Stoke on Trent, Staffordshire. ST1 6AP

Company number:17313146