We are committed to protecting your personal information and being transparent about what we do with it, no matter how you interact with us. That’s whether you want to volunteer or advocate for us, want information, or want to learn more about what we do.

We are committed to using your personal information in accordance with our responsibilities. We are required to provide you with the information in this Privacy Notice under applicable law which includes:

  • the Data Protection Act 1998, which will be replaced by the General Data Protection Regulation (EU) 2016/679 from 25 May 2018
  • the Privacy and Electronic Communications (EC Directive) Regulations 2003.

We won’t do anything with your information you wouldn’t reasonably expect.

In this policy references to Crowthorne Reduce Our Waste or CROW, or to ‘we’ or ‘us’ are to Crowthorne Reduce Our Waste which is an Unincorporated Association; a non-profit making group.

This Privacy Notice, tells you about how we collect, use and protect your personal information.

If you have any queries about our Privacy Notice, please get in touch with us at c.r.o.w@hotmail.com

What personal data we collect and why we collect it

When you directly give us information – we may collect and store information about you.

Examples of this are:

  • To become a CROW member
  • To participate in community events
  • To volunteer for us
  • When you contact us

We collect personal information such as name, telephone number and email address.

We collect this information only in connection with specific activities, such as event updates, information requests, membership requests or where you have contacted us with a question etc.

The information is either needed to fulfil your request or to enable us to provide you with a more personalised service. You don’t have to disclose any of this information to browse our sites. However, if you choose to withhold requested information, we may not be able to provide you with what you need.

Using your data

We will use your personal information for the following reasons:

  • Responding to a request-  If you contact us with a query, we may use your personal information to provide you with a response.
  • Volunteering, events and community projects – We will process your details for the use of contacting you about volunteering, events or community projects that you are involved or are interested in taking part in. In the future, we may also contact you to see if you would like to take part again.
  • Monitoring and Evaluating – We may use your information in order to improve current and future delivery of our services.
  • Administration – We may use your personal information to record and deal with a complaint, to record a request not to receive further information, to record what our volunteers have done for us, and for other essential, internal record keeping purposes.
  • Prevention of crime – We may process your personal information to prevent crime and to keep our people and the public safe.
  • Protecting your vital interests – We may process your personal information where we reasonably think that there is a risk of serious harm or abuse to you or someone else.
  • Legal and regulatory compliance – Where required we are subject to a legal obligation, we may process your personal information to fulfil that obligation,  to develop our products, services, systems and relationships with you and when we are legally required to hold certain personal information to fulfil statutory obligations.

Opting Out

If at any time you want to alter your preferences or request that we stop communicating with you please let us know by emailing: crowmembers@hotmail.com

Who we share your data with

We will only use your information for the purposes for which it was obtained. We will not, under any circumstances, sell or share your personal information with any third party for their own purposes, and you will not receive marketing from any other companies, charities or other organisations as a result of giving your details to us.

How long we retain your data

If you have participated in an event or challenge, been a volunteer, taken part in a project, we may keep and use your information to contact you for up to six years in line with this privacy policy.

In respect of other personal information, we will retain it for no longer than necessary for the purposes for which it was collected, taking into account guidance issued by the Information Commissioner’s Office.

If you request that we stop processing your personal information for the purpose of marketing we may in some instances need to add your details to a suppression file to enable us to comply with your request not to be contacted.

What rights you have over your data

Data protection legislation gives you the right to request access to personal information about you which is processed by CROW and to have any inaccuracies corrected.

You also have the right to ask us to erase your personal information, ask us to restrict our processing of your personal information or to object to our processing of your personal information.

You will need to provide copies of two separate identification documents, such as a passport, driving licence, or utility bill. Please also provide any additional information that is relevant to the nature of your contact with us.

If you wish to exercise these rights, please email crowmembers@hotmail.com

We will respond within 28 days, on receipt of your request and copies of your identification documents.

Storing your information

Information which you submit to us is sent to computers located in the United Kingdom. This is necessary in order to process the information and to send you the information you have requested.

Any personal information you supply to us will not be retained for longer than necessary.

Consent by email

By volunteering, taking part in an event and or a community-based project such as a Litter Pick, Mass Unwrap etc., you will generally be agreeing to receive emails from CROW for direct marketing and agreeing to this privacy policy.

If you are 16 or under

If you are aged under 16, please ensure you obtain your parent/guardian’s consent before sending any personal information to any website or to CROW.

We do have activities for those under 16, so we may ask your age when contacting you. Prior to taking part in these activities, please ensure you speak to your parent or guardian.


We encourage parents/guardians to be aware of the activities in which their children/ward are participating, both offline and online. If children voluntarily disclose information, this may encourage unsolicited messages. We suggest that you discourage your child/ward from providing any information without your consent.

How we protect your data

We limit access to information on a need-to-know basis and take appropriate measures to ensure that our people are aware that such information is only used in accordance with this Privacy Notice.

We undertake regular reviews of those who have access to information that we hold to ensure that your information is only accessible to those who need access.

However, please be aware that there are always inherent risks in sending information by public networks or using public computers and we cannot 100% guarantee the security of data (including personal information) disclosed or transmitted over public networks.


We have security measures in place to attempt to protect against the loss, misuse and alteration of personal information under our control. Whilst we can’t ensure or guarantee that loss, misuse or alteration of information won’t occur, we’ll use standard industry methods to prevent this.

Unfortunately, the transmission of information across the internet isn’t completely secure and whilst we do our best to try to protect the security of your information, we can’t ensure or guarantee that loss, misuse or alteration of information won’t occur whilst you or we are transferring this information.

Additional information

Embedded content from other websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.


If you fill in a form on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you fill in another form. These cookies will last for one year.

You can usually switch cookies off by adjusting your browser settings to stop it from accepting cookies. Doing so, however, will likely limit the functionality of ours and a large proportion of the world’s websites as cookies are a standard part of most modern websites.

It may be that your concerns around cookies relate to so called “spyware”. Rather than switching off cookies in your browser you may find that anti-spyware software achieves the same objective by automatically deleting cookies considered to be invasive.

Using Social Media Pages

While this statement covers our privacy practices and how we will use any information collected from our websites and social media pages, it doesn’t cover how providers of social media websites will use your information.

You should read the social media site’s privacy policies before adding any content to our social media pages. Make use of the social media site privacy settings and reporting mechanisms to control the way that your information is handled.

If you interact with us on social media platforms such as Facebook, Twitter or Instagram we may also obtain some personal information about you. The information we receive will depend on the privacy preferences you have set on each platform. When providing permission for third party organisations to share your data you should check their Privacy Policies carefully to understand fully how they will process your data.

Posting content on Social Media Pages

Remember that the internet provides instant worldwide access. Any information that you provide will be worldwide instantly.

While we do moderate our social media sites, if you post comments about other people it’s not only your privacy that is at stake it is also theirs. Protect your friends’ privacy and reputation. Be careful about uploading any content that may show you or your friends in compromising situations and be aware that other users may abuse the content you have provided.

Please don’t provide information about yourself or other people unless you’re sure you and they are happy to have it made public. In particular, don’t provide any information about others without their consent where that information might identify them, such as:-

  • Names
  • Tagged photos
  • Location

Under no circumstances make public other peoples’ home address, email addresses or contact numbers.

How to make a complaint or raise a concern

If you would like more information, or have any questions about this Privacy Notice, to make a formal complaint about our approach to data protection or raise privacy concerns please contact us by email: c.r.o.w@hotmail.com

If you would like to make a complaint in relation to how we have handled your personal information, please follow our complaints procedure. If you are not happy with the response you receive, then you can raise your concern with:

Information Commissioner’s Office
Wycliffe House
Water Lane

Alternatively, you can visit their website.

Changes to our Privacy Policy

Our Privacy Policy may change from time to time, so please check this page occasionally to see if we have included any updates or changes, and that you are happy with them.

(Last updated: 27/11/19)