Privacy Policy

Green Space Communities Ltd

Green Space Communities Ltd ("Green Space", "we", "us", "our") is committed to protecting your personal information and being transparent about how we collect and use your data. This policy explains what personal information we collect, how we use it, who we share it with, and what your rights are.

Green Space Communities Ltd is a Company Limited by Guarantee registered in England and Wales.

Company Number: ZC105726

Registered Address: Green Space Communities Ltd, 61 Bridge Street, Kington, HR5 3DJ, UK.

Contact: info@greenspace.community

ICO Registration Number: 00013458214

This policy applies to all personal data collected through our website (www.greenspace.community), our ticketing platform, and any forms or services we operate. It does not apply to external websites we may link to, which will have their own privacy policies.

This policy may be updated from time to time. Any significant changes will be communicated via our website.

1. What information we collect and how

We collect personal information about you in the following ways:

1.1 Newsletter sign-up

When you sign up to our mailing list via our website, we collect your email address and, if provided, your name. We use this information to send you updates about future Green Space events, news, and opportunities.

We will only send you marketing emails if you have given us your explicit consent to do so, by actively opting in through our sign-up form. You can withdraw your consent and unsubscribe at any time by clicking the unsubscribe link included in every email we send, or by contacting us at info@greenspace.community.

The lawful basis for this processing is your consent (Article 6(1)(a) of UK GDPR). For email marketing specifically, we comply with the Privacy and Electronic Communications Regulations 2003 (PECR), which require your explicit opt-in consent before we send marketing communications.

1.2 Volunteer sign-up

When you sign up to volunteer with us (via our volunteer sign-up form), we collect your name, email address, phone number (for WhatsApp communication), and information about your skills and team preferences.

We use this information to coordinate volunteer activity for our events, to allocate you to a team, and to contact you about the volunteering opportunity you have signed up for. If you have also given separate consent to receive our newsletter, we may add you to our mailing list.

The lawful basis for processing your volunteer data is our legitimate interest in running an effective volunteer programme (Article 6(1)(f) of UK GDPR). Where we collect any sensitive personal data (for example, information relevant to safeguarding), we will ask for your explicit consent.

1.3 Ticket purchases

When you purchase a ticket to one of our events, your personal data (including your name, email address, and payment details) is collected and processed by our ticketing platform, Ticket Tailor, and our payment processor, Stripe. Green Space receives your name and email address from Ticket Tailor for the purposes of event administration, such as sending you event information and check-in management.

We do not directly handle or store your payment card details. These are processed securely by Stripe in accordance with PCI DSS standards.

The lawful basis for this processing is the performance of a contract (Article 6(1)(b) of UK GDPR) — we need your information to fulfil your ticket purchase and provide you with access to the event.

If, at the point of purchase, you also give your consent to receive marketing communications from us, we may use your email address to send you information about future events and news. This consent is separate from your ticket purchase and can be withdrawn at any time.

1.4 Website visitors

When you visit our website, Squarespace (our website host) may collect certain technical information automatically, including your IP address, browser type, and pages visited. This data is used to ensure the website functions correctly and to understand how visitors use our site.

Our website uses cookies — small files stored on your device — to enable core website functionality. Squarespace sets certain cookies by default to ensure the site operates properly. You can control your cookie preferences through your browser settings. For more information about cookies, visit www.allaboutcookies.org.

We do not currently run Google Analytics or other third-party analytics tools on our website. If this changes in the future, this policy will be updated accordingly.

1.5 Contacting us

If you contact us via email or through our website, we will use the information you provide (such as your name and email address) to respond to your enquiry. The lawful basis for this processing is our legitimate interest in responding to communications (Article 6(1)(f) of UK GDPR).

2. How your data is kept secure

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, or misuse.

Access to personal data within Green Space is limited to those who need it to carry out their responsibilities. Volunteers who handle personal data (for example, during event check-in) are made aware of their data protection responsibilities.

We will never sell or share your personal data with other organisations for their own marketing purposes.

3. Third-party data processors

We use the following third-party services to collect, store, or process personal data on our behalf. Each acts as a data processor under our instruction:

Squarespace — hosts our website and processes newsletter sign-ups and email campaigns. Squarespace Inc. is based in the United States. Data transferred to the US is protected by standard contractual clauses incorporated into Squarespace's Data Processing Agreement. More information: www.squarespace.com/privacy

Google Workspace — used for internal email, document storage, and volunteer form data (via Google Forms and Google Sheets). Google LLC is based in the United States. Data transfers are covered by standard contractual clauses. More information: policies.google.com/privacy

Ticket Tailor — our ticketing platform, used to sell and manage event tickets. Ticket Tailor processes ticket buyer names and email addresses. More information: www.tickettailor.com/privacy

Stripe — our payment processor, used by Ticket Tailor to handle payment transactions. Stripe processes payment card details securely in accordance with PCI DSS standards. Stripe Inc. is based in the United States. More information: stripe.com/privacy

We require all third-party processors to handle your data in accordance with UK GDPR and to maintain appropriate security measures. We do not permit them to use your data for their own purposes.

4. International data transfers

Some of the third-party services we use (Squarespace, Google, and Stripe) are based in the United States. Where your personal data is transferred outside the United Kingdom, we ensure that appropriate safeguards are in place, including standard contractual clauses approved by the relevant authorities, to protect your data to UK GDPR standards.

5. Data retention

We retain your personal data only for as long as is necessary for the purpose for which it was collected:

Newsletter subscribers — we retain your email address until you unsubscribe. If we have not heard from you (i.e., no engagement with our emails) for two years, we may remove you from our mailing list.

Volunteer data — we retain your information for the duration of the event you volunteered for, plus up to 12 months afterwards in case of follow-up opportunities. After this period, your data will be securely deleted unless you have given separate consent to remain on our mailing list.

Ticket purchaser data — we retain order data for up to six years after the event to comply with accounting and tax record-keeping requirements.

Website visitor data — technical data collected by Squarespace is retained in accordance with Squarespace's own data retention policies.

When we no longer need to retain your personal data, it will be securely deleted.

6. Your rights

Under UK GDPR, you have the following rights:

Right to be informed — to know how we collect and use your personal data (this policy).

Right of access — to request a copy of the personal data we hold about you.

Right to rectification — to have inaccurate or incomplete personal data corrected.

Right to erasure — to request that we delete your personal data in certain circumstances, for example where we are processing it based on consent and you withdraw that consent.

Right to restrict processing — to request that we limit how we use your data in certain circumstances.

Right to data portability — to receive your personal data in a structured, commonly used format, or to have it transferred to another controller.

Right to object — to object to processing based on legitimate interests.

Right to withdraw consent — where we process your data based on consent, you can withdraw that consent at any time. This does not affect the lawfulness of processing carried out before withdrawal.

To exercise any of these rights, please contact us at info@greenspace.community. We will respond to your request within one month.

7. Children's privacy

Our events are aimed at adults (18+). We do not knowingly collect personal data from anyone under the age of 16. If you are under 16 and wish to engage with Green Space, please ensure you have your parent or guardian's permission before providing any personal information.

8. How to make a complaint

If you are unhappy with how we have handled your personal data, please contact us at info@greenspace.community and we will do our best to resolve the issue.

If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):

Website: ico.org.uk

Telephone: 0303 123 1113

Last updated: March 2026