Privacy Notice
Last updated: 3 August 2026
1. Who we are
Worcester Environmental Group is the controller responsible for the personal information described in this notice.
Registered charity number: 1193048.Address: 11 Beeston Gardens, Berkeley Alford, Worcester WR4 0JT.
Email: info@theweg.org.uk.Website: theweg.org.uk.
WEG has not appointed a statutory Data Protection Officer. Questions about privacy should be sent to the email address above and marked “Data protection”.
2. Personal information we may collect
Depending on how a person interacts with WEG, we may collect:
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identity and contact details, such as name, postal address, email address and telephone number;
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donation and transaction information, such as amount, date, Gift Aid status, payment reference and limited payment details supplied by a payment provider;
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communications, enquiries, complaints, preferences and correspondence;
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newsletter and marketing choices, including records of consent, subscription and unsubscribe requests;
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event and volunteering information, such as availability, attendance, interests, emergency-contact details, accessibility requirements, skills and relevant experience;
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photographs, videos, comments, reports or other material supplied to WEG;
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technical and usage information, such as IP address, browser, device, pages visited, cookie choices and security logs;
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information needed to investigate suspected fraud, misuse, safeguarding issues or unlawful activity; and
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any other information a person chooses to provide.
3. Special-category and sensitive information
WEG does not routinely seek special-category information through the website. In connection with an event, volunteering or accessibility request, a person may choose to provide health, disability or other sensitive information so that WEG can make suitable arrangements.
WEG will use such information only where there is a valid legal condition, normally explicit consent, substantial public interest, vital interests or another condition permitted by law. People should avoid sending unnecessary sensitive information through a general website form.
4. How we obtain information
We may receive personal information:
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directly from the person, including through forms, email, telephone, event registration, volunteering, Gift Aid declarations or donations;
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from Wix and payment-service providers when a website interaction or payment is processed;
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from social-media platforms where the person contacts or interacts with WEG through those platforms;
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from an event partner, referrer or other person where sharing is lawful and expected;
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from publicly available sources where appropriate; and
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automatically through cookies, logs and similar website technologies.
5. Why we use personal information and our lawful bases
Where WEG relies on legitimate interests, those interests may include administering the charity, responding to supporters, raising funds, improving services, maintaining records, protecting systems, preventing fraud and promoting WEG's charitable work. WEG considers the effect on the individual and does not rely on legitimate interests where the individual's rights and interests override WEG's interests.
6. Donations and payment information
Website donations are processed through Wix Payments and associated payment providers. WEG generally receives transaction and payer information needed to administer the donation, but does not normally receive the complete card number or security code.
Payment providers act under their own legal obligations and privacy information as well as providing services to WEG. They may carry out fraud prevention, identity verification, sanctions screening, security and payment processing.
7. Gift Aid
If a donor makes a Gift Aid declaration, WEG will use the declaration and donation history to assess and submit claims, maintain audit records and respond to HM Revenue & Customs. WEG may need to retain Gift Aid records for the period required by tax and charity law even after other communications have ended.
8. Newsletters and fundraising communications
WEG will send electronic newsletters or fundraising messages where it has the necessary permission or another lawful basis. People can unsubscribe using the link in a message or by contacting info@theweg.org.uk. WEG may keep a minimal suppression record so that an unsubscribe request continues to be respected.
Service messages, such as a donation receipt, event change, response to an enquiry or important administrative communication, are not marketing and may still be sent where necessary.
9. Events, volunteering and safeguarding
WEG may use attendee and volunteer information to plan activities, communicate instructions, manage safety, record participation and make reasonable adjustments. Information about children, vulnerable people, incidents or safeguarding concerns will be handled with additional care and shared only where necessary and lawful.
10. Photographs, recordings and submitted content
WEG may take or receive photographs and recordings connected with its activities. Where an image focuses on an identifiable person, WEG will normally seek appropriate permission or rely on another clearly explained lawful basis.
People may ask questions about a proposed use or withdraw consent for future use where consent is the basis. Withdrawal does not make earlier lawful use unlawful and may not always require removal of material already printed or otherwise irreversibly published.
11. Who we share information with
WEG may share relevant information with:
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Wix and providers supporting website hosting, forms, email, security, analytics and payment processing;
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banks, card schemes, payment processors and fraud-prevention providers;
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HM Revenue & Customs, the Charity Commission, the Information Commissioner's Office, law-enforcement bodies, courts or other authorities where required or appropriate;
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professional advisers, insurers, accountants, auditors and IT support providers;
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event partners, landowners, venues, contractors and volunteer coordinators where needed to deliver an activity;
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email and newsletter service providers;
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other parties where the person has asked WEG to share the information; and
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a successor body if WEG lawfully restructures, merges or transfers an activity.
WEG seeks to share only what is necessary and uses contracts, access controls and other safeguards where appropriate.
12. International transfers
Some service providers, including Wix and associated technology providers, may process information outside the United Kingdom. Where UK data-protection law requires safeguards, WEG will rely on an applicable adequacy regulation, approved contractual safeguards or another lawful transfer mechanism.
Further information about the safeguards used by a particular provider may be available in that provider's privacy documentation or from WEG on request.
13. How long we keep information
WEG keeps personal information only for as long as reasonably necessary for the purpose collected, including legal, accounting, safeguarding, insurance and governance requirements. Retention may vary according to context.
14. Security
WEG uses reasonable organisational and technical measures designed to protect personal information. These may include limited access, passwords, provider security controls, backups, staff or trustee guidance and secure disposal.
No internet service is completely secure. People should avoid sending card details, passwords or unnecessary sensitive information by ordinary email or general website form.
15. Individual rights
Subject to legal conditions and exemptions, a person may have the right to:
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ask for access to their personal information;
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ask for inaccurate information to be corrected;
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ask for information to be erased;
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ask for processing to be restricted;
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object to processing based on legitimate interests or to direct marketing;
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receive certain information in a portable format;
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withdraw consent at any time where consent is the lawful basis; and
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ask for information about safeguards used for an international transfer.
Requests should be sent to info@theweg.org.uk. WEG may ask for information needed to confirm identity and locate the relevant records. WEG will respond within the period required by law and will explain if a right does not apply in full.
16. Data-protection complaints
A person who is concerned about WEG's use of personal information should contact info@theweg.org.uk and mark the message “Data protection complaint”. Please explain the concern, identify the relevant information and state the outcome sought.
WEG will acknowledge the complaint, investigate it fairly, keep the person informed where more time is needed, and provide an outcome in accordance with applicable data-protection law.
A person also has the right to complain to the Information Commissioner's Office. Details are available at ico.org.uk. WEG would appreciate the opportunity to address the concern first, but this does not affect the right to contact the ICO.
17. Children
WEG's website is intended for a general audience and is not designed to collect personal information directly from young children without appropriate adult involvement. A parent or guardian should assist where a child wishes to contact WEG, register for an activity or make a donation.
18. Automated decisions
WEG does not normally make decisions producing legal or similarly significant effects solely by automated means. Payment and security providers may use automated systems to detect fraud or assess transactions under their own legal obligations and notices.
19. Links and third-party platforms
The website may link to social networks, map providers, event systems and other third-party services. Those organisations are responsible for their own use of personal information. People should read the relevant privacy information before using an external service.
20. Changes to this notice
WEG may update this notice when its activities, providers or the law change. The latest version will be published on the website with an updated date. WEG may provide an additional notice where a material new use of information requires it.