Allotments for Labouring PoorCharity 219936 · Mansfield Donate

Privacy notice

A short, plain-English privacy notice for a small allotment charity.

We collect very little personal data, we never sell it, and we keep it on the same paper-and-spreadsheet basis we have used since the 1980s.

Last updated: May 2026

In short

  • We are Allotments for Labouring Poor, charity 219936, Westgate, Mansfield, NG18 1SR. We are the data controller.
  • We collect only what we need to let plots, send the dispatch, receipt donations, and reply to enquiries.
  • We never sell or share your data with marketers. We share with two named processors only: our email platform and Mansfield Building Society for donation receipts.
  • You can read, correct, or ask us to delete your data at any time. Write to [email protected].
  • If we get it wrong, you have the right to complain to the Information Commissioner's Office at ico.org.uk or 0303 123 1113.

Who we are.

The Allotments for Labouring Poor is a registered charity in England and Wales, charity number 219936, with its registered office at Westgate Parish Hall, Westgate, Mansfield, Nottinghamshire NG18 1SR. We act as the data controller for all personal data referred to in this notice. There is no separate data protection officer; the chair of the trustees, John Carter, takes responsibility for our handling of personal data and can be reached at [email protected].

What personal data we collect.

We collect different small amounts of personal data depending on how you interact with us:

  • Plot-holders and applicants: name, postal address, email address, telephone number (only if you give it), the date you went on the waiting list, your plot number when allocated, and the annual rent paid.
  • Donors: name, postal address, email address, the amount and frequency of donations, and Gift Aid declaration status if you have signed one.
  • Newsletter subscribers: email address only (for the email dispatch) or postal address (for the printed dispatch).
  • Volunteers: name, email address, postcode, the role you are interested in, and whatever you choose to tell us in the message box.
  • Enquirers: name, email address, the subject you selected, and your message.
  • Website visitors: a single cookie that remembers whether you have seen the cookie notice. We do not run analytics or advertising trackers on this website. We do not collect IP addresses.

Why we collect it, and on what lawful basis.

We rely on three UK GDPR lawful bases:

  • Contract (Article 6(1)(b)): for plot tenancies. Without your name and address we cannot let you a plot.
  • Consent (Article 6(1)(a)): for the newsletter, for marketing emails, and for cookies that are not strictly necessary.
  • Legitimate interest (Article 6(1)(f)): for replying to your enquiry, processing your donation, and operating the trust's basic administration.

Who we share data with.

We share personal data with two named processors only:

  • Mailchimp, our email service provider (UK GDPR-compliant). Email addresses subscribed to the dispatch are stored on Mailchimp servers.
  • Mansfield Building Society, who hold our bank account. Donor names and addresses appear on bank statements where you give by transfer.

We are required by statute to make certain information about trustees public through the Charity Commission. We may, with your consent, name donors in the next dispatch (you can opt out on the donation form). We will never sell your personal data to anyone.

How long we keep it.

  • Tenancy records: for the duration of the tenancy and seven years afterwards, in line with the standard requirement for charity records.
  • Donation records: seven years, in line with HMRC's Gift Aid requirements.
  • Enquiries: twenty-four months from the date of the enquiry.
  • Newsletter subscriptions: until you ask us to remove you. You can unsubscribe in one click from the foot of every email.
  • Website cookies: see our cookie policy.

Your rights under UK GDPR.

You have the right to:

  • ask for a copy of the personal data we hold about you (the right of access);
  • ask us to correct anything inaccurate (rectification);
  • ask us to delete your data (erasure), where there is no overriding lawful basis to keep it;
  • ask us to restrict our processing (restriction);
  • ask for your data in a portable format (portability);
  • object to our processing where we rely on legitimate interest.

Write to [email protected] or to the address above. We will respond within one calendar month.

Cookies.

We use one cookie only, which is strictly necessary to remember that you have seen the cookie notice. We do not run analytics. We do not run advertising. See our cookie policy for the full short list.

Children's data.

We do not market to under-13s and we do not knowingly collect personal data from children under 13. The Schools & Sowing programme is run on the basis of consent given by parents and schools, with photographs taken only with written parental consent, and any visiting child's data destroyed within twelve months of the visit. A summary safeguarding policy is available from the office on request.

Changes to this notice.

We update this notice from time to time. The most recent version is always on this page, with the "last updated" date in the header. We will write to subscribers and donors if we make material changes to how we handle their data.

How to complain.

If you are unhappy with how we have handled your personal data, please write to us first — we will do our best to put it right. You also have the right to complain to the Information Commissioner's Office:

Information Commissioner's Office
Wycliffe House, Water Lane
Wilmslow, Cheshire SK9 5AF
ico.org.uk · 0303 123 1113