Privacy notice

 

This privacy notice tells you what to expect us to do with your personal information.

 

Contact details

• What information we collect, use, and why

• Lawful bases and data protection rights

• Where we get personal information from
• How long we keep information

• How to complain

 

Contact details for MMG

Post: Sally Jones, Lower Pantygoida, Llantilio Crossenny NP7 8TH

Email: monmeadowsgroupchair@gmail.com

 

What information we collect, use and why

 

We collect or use the following information to receive donations or funding and organise fundraising activities:

• Names and contact details
• Addresses
• Payment or banking details
• Donation history
• Tax payer information (for Gift Aid purposes)

 

For volunteers:

We may collect sensitive data such as; references, DBS checks, emergency contacts, medical conditions. 

Their specific interests in relation to volunteering. 

 

We collect or use the following personal information for service updates or marketing purposes:

• Names and contact details
• Addresses
• Marketing preferences
• Recorded images, such as photos or videos
• Donation history

 

We collect or use the following personal information for research or archiving purposes:

• Names and contact details
• Addresses
• Recorded images, such as photos or videos
• Details of members’ land and the flora and fauna found there by our botanists by the landowner’s invitation. Records are updated by invitation and provide a useful guide to how the levels of diversity of plants is changing. 
• Our botanists may share this information with relevant bodies that have a legitimate interest, for example if recording rare birds or plants, with South East Wales Biodiversity Record Centre. It is possible for the landowner to refuse to share information if needed. The botanists are always mindful of privacy and maintaining strong working relationships with landowners.
• Our on-going mapping project shows the location of land but not names and addresses. The entries will relate to land surveyed by our botanists by invitation of the landowner who will usually be a member of MMG. 
• The purpose is to aim to expand wildlife corridors and clusters as part of our charitable objectives. The map may be shared with other charitable groups with a similar purpose such as Gwent Wildlife Trust and Natural Resources Wales to help them also to understand where there are suitable areas of diversity and to identify possible gaps. It may be shared with the Buglife B-lines project.

Please let us know if you wish to opt out of having your land shown on the map. 

 

Lawful bases and data protection rights

 

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

• Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.
• Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
• Your right to erasure - You have the right to ask us to delete your personal information. Read more about the right to erasure.
• Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.
• Your right to object to processing - You have the right to object to the processing of your personal data. Read more about the right to object to processing.
• Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.
• Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

 

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information to receive donations or funding and organise fundraising activities are:

• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
  • We are a charity promoting and supporting diversity within traditional meadows.  Our botanists offer guidance and information on how to make space for nature on land and to manage it sustainably. This could be within a garden or larger meadow or farm. We only hold data for people who have approached us with an interest in improving meadow diversity, most of whom will also be members or supporters of the charity, so this is the legitimate interest. 

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

 

Our lawful basis to hold banking details and other relevant data is “ contractual” where we are using your data in relation to your financial support of MMG. 

 

Our lawful bases for collecting or using personal information for service updates or marketing purposes are:

• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
  • Our members and non members may choose to be on our mailing list to receive our free newsletters including guidance on how to manage meadows for wildflowers and insects and also invitations to our open days and events. We only send information and retain e-mail address of those who have asked us to do so, so there is a legitimate interest in us doing so. 

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

 

Our lawful bases for collecting or using personal information for research or archiving purposes are:

• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
  • We collect and retain information to monitor species by carrying out surveys on members land at their request. This work only relates to people who have invited our botanists to visit their land and carry out a survey. 

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

 

Where we get personal information from

• Directly from you

 

How long we keep information

We keep information as long as it is relevant but will happily delete information when requested unless for example it needs to be retained for gift aid purposes for a specific timeframe. 

 

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:           

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

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

 

Last updated April 2026.

 

Other policies

Safeguarding policy (PDF)

Complaints procedure (PDF)