Last updated: [19/07/2026]

Greenspace SOS is committed to protecting your privacy and handling your personal information responsibly.

This Privacy Policy explains what personal information we collect, how we use it, how long we keep it and what rights you have.

Who we are

Greenspace SOS provides grounds maintenance, community garden projects, workshops and green-space support across South Wales.

For the purposes of data protection law, Greenspace SOS is the controller of the personal information you provide to us.

What information we collect

We may collect personal information when you contact us, complete a form, make an enquiry, work with us, volunteer with us or take part in one of our projects or activities.

This may include:

• your name;
• organisation or group name;
• email address;
• phone number;
• location or project area;
• details of your enquiry;
• information you choose to include in messages to us;
• photographs or project information you provide to us;
• website usage information, if cookies or analytics are used.

We only collect information that is relevant to the reason you are contacting us or working with us.

How we use your information

We may use your personal information to:

• respond to your enquiry;
• provide information about our services;
• discuss grounds maintenance, community garden or workshop opportunities;
• manage projects, partnerships or volunteering activity;
• arrange meetings, site visits or events;
• keep records of communications;
• improve our website and services;
• meet legal, insurance or safeguarding obligations where required.

Our lawful basis for using your information

We use personal information only where we have a lawful basis to do so.

Depending on the situation, this may include:

• Consent — where you have asked us to contact you or agreed to receive specific communications.
• Contract — where we need to use your information to provide a service or take steps before entering into a contract.
• Legitimate interests — where we need to manage enquiries, deliver our services, maintain records or develop our work, provided your rights and interests are not overridden.
• Legal obligation — where we are required to keep or share information by law.

Contact forms and enquiries

If you contact us through the website, we will use the information you provide to respond to your enquiry.

We will not sell your personal information or use it for unrelated marketing.

Email updates and marketing

We will only send you marketing emails or newsletters if you have agreed to receive them, or where we are otherwise permitted to do so by law.

You can unsubscribe or ask us to stop contacting you at any time.

Cookies and analytics

Our website may use cookies or similar technologies to help it work properly, understand how visitors use the site and improve the user experience.

If we use analytics tools, the information collected may include pages visited, time spent on the site, device type, browser type and general location information.

Where required, we will ask for your consent before using non-essential cookies.

For more information, please see our Cookie Policy.

Who we share your information with

We may share personal information only where necessary and appropriate.

This may include:

• website, email or IT service providers;
• professional advisers, such as accountants or insurers;
• project partners, where needed to deliver a project or respond to your enquiry;
• funders or reporting bodies, where information is required and appropriate;
• public authorities or regulators, where required by law.

We do not sell your personal information.

How long we keep your information

We keep personal information only for as long as necessary for the reason it was collected.

Enquiry information is usually kept for no longer than [insert period, for example 12–24 months] unless the enquiry becomes an active project, contract or ongoing relationship.

Project, contract, finance, safeguarding or legal records may be kept for longer where required for legitimate business, insurance, legal or regulatory reasons.

How we protect your information

We take reasonable steps to protect personal information from loss, misuse, unauthorised access, disclosure or alteration.

This includes limiting access to information, using secure systems where appropriate and keeping records only where needed.

Your rights

Under data protection law, you have rights over your personal information.

These may include the right to:

• access the personal information we hold about you;
• ask us to correct inaccurate information;
• ask us to delete your information;
• ask us to restrict how we use your information;
• object to certain types of processing;
• withdraw consent, where we rely on consent;
• ask for your information to be transferred to another organisation, where applicable.

To exercise your rights, contact us at:

contact@greenspacesos.com

Complaints

If you are unhappy with how we handle your personal information, please contact us first so we can try to resolve the issue.

You also have the right to complain to the Information Commissioner’s Office, the UK regulator for data protection.

Information Commissioner’s Office
Website: ico.org.uk
Phone: 0303 123 1113

Changes to this Privacy Policy

We may update this Privacy Policy from time to time.

The latest version will always be available on this website.