The Community Woodlands Association (CWA) is a Scottish Company Limited by the Guarantee (No: SC275097) and Charity (No: SC038374).

Our Registered Office is: Old Poltalloch, Kilmartin, Argyll, PA31 8RQ.

Email us at: admin@communitywoods.org

CWA respects the privacy of every individual who visits this website and uses our services. If you provide us with contact details, for example by filling in the website contact form, we will not use the information for any other purpose. W

e may on occasion share contact information if that is required in order for us to answer queries or respond to messages. 

Find out about us and our privacy policies in sections A-C.

Currently under development (April 2025) - please check back soon.

Follow link to view the CWA Retention Policy.

Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller's possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation 2016/679 (the GDPR) 

Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data: 

• The right to request a copy of your personal data which CWA holds about you 

• The right to request that CWA corrects any personal data if it is found to be inaccurate or out of date

• The right to request your personal data is erased where it is no longer necessary for CWA to retain such data

• The right to withdraw your consent to the processing at any time 

• The right to request that the data controller provide the data subject with his/her personal data and where possible, to transmit that data directly to another data controller, known as the right to data portability, (where applicable) 

• The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing; 

• The right to object to the processing of personal data, (where applicable) 

If you have a complaint about our use of your information, you can contact the Information Commissioner's Office online at  https://ico.org.uk/concerns , or by phone on 0303 123 1113. 

What information do we collect and how do we use it?

We use CWA Member Contact details to:

• Communicate with you about your membership application and about annual renewal

• If indicated in your application, we will add your email address to our mailing list  to receive our monthly Bulletin and quarterly Newsletter - we use MailerLite to provide this service. You can unsubscribe at any time by contacting us at admin@communitywoods.org  or by clicking the unsubscribe links at the bottom of the Bulletin and Newsletters

• For as long as you are subscribed to the CWA Membership, we may also email you occasional information that may be of interest to you, for example details of our AGM and Annual Conference

• We may on occasion share provided contact information to trusted partners with whom we are cooperating on specific projects related to community woodlands. We will not otherwise share your information with third parties unless we have asked for your consent to do so

• If we cannot process your application for some reason, your data will be retained for six months then deleted

• When an individual membership ceases, CWA will delete all your personal information immediately

What information do we collect and how do we use it?

• We will use the CWA Member Contact details to communicate with you about your application for membership, and to communicate with you about annual renewal

• Where indicated in your application, we will add contact email addresses to our mailing list  to receive the monthly Bulletin and quarterly Newsletter - we use MailerLite to provide this service. You can unsubscribe at any time by contacting us at admin@communitywoods.org  or by clicking the unsubscribe links at the bottom of the Bulletin and Newsletters

• We will use a 3rd party system (for example Pandle) to process membership invoices and hold that information on our database. Any use of 3rd party systems would comply with their privacy policies

• For as long as you are subscribed to the CWA Membership, we may also email you occasional information that may be of interest to you, for example details of our AGM and Annual Conference

• We may on occasion share provided contact information to trusted partners with whom we are cooperating on specific projects related to community woodlands. We will not otherwise share your information with third parties unless we have asked for your consent to do so

• If we cannot process your application for some reason, your data will be retained for six months then deleted

• When a group membership ceases, CWA will delete the personal information of the contact/s and retain all other group information 

What information do we collect and how do we use it?

• When you submit an enquiry to CWA by email,  your enquiry will be responded to as soon as possible, and your details then deleted after a period of 4 months 

• We are required to report on the number of community woodland group enquiries we receive and the actions we undertake as a result. Only names and organisation names are shared

What information do we collect and how do we use it?

Attendees

• Your contact information is used to confirm your booking/ attendance, and for any other relevant correspondence regarding the event including information updates, and to seek feedback following the event  

• Attendee names and organisation/community woodland group names may be shared with relevant funders if required (this may happen where a session has been made possible due to CWA having secured funding)  

• Online events are recorded and shared on CWA’s YouTube channel - if participants will be visible on screen, warning will be given prior to the recording commencing to allow anyone to switch their camera off should they wish  

• No personal information is shared. Attendee details will be held for 2 years for reporting purposes. Thereafter all personal information is removed 

Presenters 

• Presenter email addresses are used for general CWA communication, including to send a link to join the virtual event, and for invoicing purposes  

• Presenter banking details are retained for 6 years as part of our funding reporting requirements

• Relevant details are shared with our bank and 3rd party accounting system (GDPR compliant) as part of the payment process for any invoice 

What information do we collect and how do we use it?

• Contact information is used to confirm booking/ attendance, for any other relevant correspondence regarding the event including information updates, and to seek feedback following the event  

• Contact information is used to produce delegate lists for CWA use – these are shared confidentially with the hosts 

• When appropriate/ necessary attendee details may be shared with relevant third parties (for example trainers, caterers, venues and additional support providers) for administration of the event and to ensure attendees needs are met 

• Where funding has been accessed, and a transfer of funds is required, relevant details are shared with our bank (GDPR compliant) as part of the payment process  

• For reporting purposes information is anonymised   

• Where a member has secured associated funding to attend an event, the information is retained for 6 years before being deleted 

• Where no funding has been accessed, attendee details will be held for 2 years for reporting purposes. No personal information is shared. Thereafter all personal information is removed 

What information do we collect and how do we use it?

Mentors

• Mentor email addresses are used for general communication with CWA 

• Mentor competencies and skills are shared and considered within the CWA Team as part of the matching process 

• Mentor email addresses are shared with assigned mentees once the matching process is complete 

• As part of the mentoring scheme, both mentors and mentees will be asked to offer their mobile numbers to allow creation of a WhatsApp group (or similar platform) to communicate together as a cohort 

Mentees

• Mentee email addresses are used for general communication with CWA 

• Mentee names (and their Community Woodland Group name) and email addresses are shared with assigned mentors once the matching process is complete 

• Mentee group name will be shared with CWA’s funders as part of our reporting requirements, without disclosing names of individuals involved 

• As part of the mentoring scheme, mentors will be asked to offer their mobile numbers to allow creation of a WhatsApp group (or similar platform) to communicate together as a cohort 

• Delegate name badges display the delegates name and the name of the organisation/ community woodland group they represent 

• The delegate list (delegate name, and woodland group/organisation name) will be shared with any/ all delegates if requested  

• A third-party booking system is used – please refer to their privacy policy at time of booking  

• Where funding has been accessed, and a transfer of funds is required, relevant details are shared with our bank and 3rd party accounting system (GDPR compliant) as part of the payment process  

• For reporting purposes information is anonymised   

• Where a member has secured associated funding to attend the Conference, the information is retained for 6 years before being deleted 

What information do we collect and how do we use it?

Individual member names, the name of the representative of a member group, and Trustee names will be recorded as part of the formal process of minuting an AGM. This information is shared publicly on our website as a formal record of the event. 

What information do we collect and how do we use it?

• CWA routinely take photographs and videos as a part of most organised events. Before using on the website or other marketing materials, and where a photograph shows an identifiable person, CWA will first share the photograph with the individual and seek their permission to use. This permission will be stored on the CWA server in perpetuity

• Should CWA wish to use any media obtained by another person, we would ask the photographer/ videographer to complete a media permission for to permit CWA to use their photograph/ video on our website or other marketing materials

• Your image and words may appear in any of our promotional material in printed or electronic form including websites, social media, multimedia productions etc. Please note that websites and social media can be seen worldwide and not just in the UK where UK law applies

• We will not share your information with any third parties unless you ask us to do so, or we have asked for your consent in advance

• We will store photographs and film securely on our systems in perpetuity. Photographs, film, words and quotes may be selected for inclusion in our historical archive and be retained indefinitely

• The media permission, photographs and film will be stored by CWA in perpetuity

• All permission can be withdrawn at any point by contacting admin@communitywoods.org

What information do we collect and how do we use it?

CWA collects, stores and uses personal data of members of staff in various formats and for a range of purposes necessary for the management of the company, including checking you have a right to work in the UK. This section outlines the types of personal data stored, who has access to it, the retention periods where appropriate and any options staff have with respect to reducing the data held by CWA.

• CWA requires staff contact details (phone numbers, home address) which is stored in a database that is accessible by all staff members. This information is retained throughout your employment and for 6 years (or statutory requirements) thereafter  

• The email address CWA holds on file for each staff member is their CWA business email, which will cease to be active on the termination of each employee’s contract

• Personal data supplied to CWA as part of any job application (e.g. application forms, CV) will be stored electronically on the CWA server. This is accessible to those staff and board members involved in the recruitment process. Application forms shared with interview panel members is anonymised and all personal details are removed. Any unsuccessful candidate’s application forms are destroyed immediately on completion of the interview process

• Personal data including address, date of birth and National insurance number is used in our payroll systems and is stored. This is accessible to staff members who process payroll payments (currently admin) and the CWA accountant who does the payroll. This information is retained throughout your employment and for 6 years (or statutory requirements) thereafter

• Please note: CWA are required to share this data with HMRC, who have their own retention policies for this information. Please seek further information from HMRC should you require it

• Please note: CWA are required to share this data with the NEST pension corporation who manage CWA’s scheme, and any other pension provider which may be relative, who have their own retention policies. Please seek further information from said pension providers should you require it 

• Employee bank details are collected and shared with the CWA’s bank for the purpose of making salary and other payments by bank transfer. This is accessible to those staff and board members with Online Banking access. Employee bank details will be deleted within 6 months of the termination of employment 

• All employees will be asked to share a photograph and short bio to share some personal experience and background information for our website, which is publicly available to all. This will be removed on termination of any employment  

What information do we collect and how do we use it?

• CWA requires the personal data (name, address, telephone number, email address, occupation, nationality, date of birth) of Board members in order to register them as a Director of a Limited Company, which is then shared with Companies House and OSCR. Personal information may also be shared with third parties such as grant giving bodies, internet payment services and others, in order to be able to run the financial operations of CWA. This information will be deleted (excluding name) 3 years after their term on Board has ended

• Board member email addresses and telephone numbers will be shared amongst the Board in order to be able to carry out the functions of the Board  

• Board members will also be asked to declare any conflict of interests, and this information will be held on the CWA electronic server

• Board member bank details are collected and shared with CWA’s bank for the purpose of making expenses payments when relevant

• CWA will ask all Board members to complete a Director Register of Interests form to ensure that there is no conflict of interest during decisions taken in Board meetings. This information will be retained until the end of the Board member’s time on the Board, when it will be deleted 

• Board members will be asked to share a photograph and short bio to share some personal experience and background information for our website, which is publicly available to all. This will be removed on the end of term on Board