Privacy Notice

This notice explains how Ogwen Valley Mountain Rescue CIO (OVMRO) processes personal data about individuals, including how information is collected, stored, and shared. It describes how personal data is protected and outlines individuals’ rights regarding their data.

The processing of personal data is governed by the Data Protection Act 2018 and the UK General Data Protection Regulation (UK GDPR). The Trustees of OVMRO are responsible for ensuring personal data is processed lawfully.

All data processing carried out by OVMRO is in line with the UK Data Protection Act 2018.

Incident Management

The police may share personal information with us to:

• Facilitate immediate action to protect lives, including our team members
• Prevent harm
• Conduct rescues
• Search for missing persons
• Support post-event debriefing and lessons learned

The legal basis for processing is legitimate interest. We process personal data to support rescue and treatment and may share information with emergency services and partners where necessary.

The information processed may include:

• Name
• Date of birth
• Address and postcode
• Contact details
• Reference numbers such as NHS or service numbers
• Identifying markers such as tattoos or scars
• Special category data including criminal convictions and medical information where required to protect vital interests

Anonymised information may be used for statistical purposes.

How We Handle Personal Data

We aim to ensure personal data is accurate and relevant. Data will be:

• Not excessive
• Kept up to date where required
• Protected appropriately
• Reviewed, retained, and securely destroyed when no longer needed

Your Rights

Right to be Informed

This Privacy Notice fulfils the requirement to be informed.

Right of Access

Individuals may request a copy of personal data held by OVMRO, subject to exemptions.

Right to Rectification

Individuals may request inaccurate or incomplete data be corrected.

Right to Erasure

Individuals may request erasure of personal data in certain circumstances.

Right to Restrict Processing

Individuals may limit how their personal data is processed in certain situations.

Right to Data Portability

Individuals may receive personal data in a structured, machine-readable format and request transfer to another controller.

Right to Object

Individuals may object to processing related to:

• Legitimate interests or public task processing
• Direct marketing
• Scientific, historical, or statistical research

Automated Decision Making

Individuals have protection against decisions based solely on automated processing that have legal or significant effects.

Services Supporting OVMRO

Website Enquiries and Contact

• Name
• Email address
• Message content
• Any personal data voluntarily provided

Online Shop Orders and Donations

We collect:

• Name
• Billing address
• Delivery address (where applicable)
• Email address
• Order and transaction details

Payment card details are not stored by us and are processed by third-party providers.

Gift Aid Donations

Where a Gift Aid declaration is made, we collect:

• Full name
• Home address
• Gift Aid declaration confirming eligibility

Website Usage and Security

• IP address
• Browser and device information
• Pages visited and timestamps

This data supports administration, security, and performance monitoring.

How We Use Your Data

• Respond to enquiries
• Process online shop orders
• Administer donations and Gift Aid
• Meet legal and regulatory obligations
• Maintain website security

We do not sell personal data.

Lawful Bases for Processing

Under UK GDPR we rely on:

• Consent – communications
• Contract – orders and donations
• Legal obligation – financial records and Gift Aid
• Legitimate interests – website operation and security

Payments and Third-Party Services

Our website uses WordPress and WooCommerce. Trusted third-party providers support:

• Payment processing
• Hosting and backups
• Email delivery
• Security monitoring

These providers process data only where necessary and under their own privacy policies.

Gift Aid and HMRC

Gift Aid data is processed solely to support claims submitted to HMRC:

• Processed under legal obligation
• Not used for marketing
• Retained according to HMRC requirements

Cookies

This website uses cookies to:

• Enable core functionality
• Operate the online shop
• Improve security and performance

Cookie consent controls are provided where required.

Data Retention

• Order and donation records retained for legal/accounting purposes
• Gift Aid records retained per HMRC rules
• Security logs retained for a limited period

Contact

To exercise your rights or ask questions about data processing:

Email: secretary@ogwen-rescue.org.uk
Mail: Bryn Poeth, Capel Curig, Betws-y-Coed, LL24 0EU