Privacy Policy
SWAN for Wildlife is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store and protect your personal data when you use the Website: swanforwildlife.org.
Last updated: 22 February 2026
1) Who we are (Data Controller)
For the purposes of UK data protection law, the data controller is:
SWAN for Wildlife
Email: contact@swanforwildlife.org
2) The personal data we collect
a) Information you provide to us (Contact form)
When you use our contact form, we may collect:
- Name
- Email address
- Message content (and any personal data you choose to include)
b) Website usage information (Google Analytics)
We use Google Analytics to understand how visitors use our Website and to help us improve it. Depending on your device/browser settings, Google Analytics may collect:
- Pages you visit and actions you take on the Website
- Approximate location (derived from IP address)
- Device and browser information
- A pseudonymous identifier associated with analytics cookies
We do not use Google Analytics to intentionally identify you.
c) Technical data (server logs)
Our hosting and security systems may automatically log:
- IP address
- Date/time of access
- Pages requested
- Device/browser information
- Referring page (where you came from)
This is used for security, troubleshooting, and to keep the Website running reliably.
3) How we use your personal data
We use your data to:
- Respond to enquiries sent via our contact form
- Maintain the security and performance of the Website
- Understand how the Website is used and improve it (Google Analytics — where you consent)
We do not sell your personal data.
4) Our lawful bases for processing (UK GDPR)
We only process personal data where we have a lawful basis. These include:
- Legitimate interests: to run the Website, respond to enquiries, and keep the site secure (balanced against your rights).
- Consent: for non-essential cookies, including Google Analytics cookies (see Cookies section), and where you explicitly ask us to contact you.
- Legal obligation: where we must keep certain records to comply with the law.
5) Cookies and Google Analytics
We use cookies and similar technologies:
- Essential cookies: needed for the Website to function (these do not require consent).
- Analytics cookies (Google Analytics): help us understand Website usage and improve the site. These are non-essential and will only be set if you give consent via our cookie banner/settings.
You can change or withdraw your cookie consent at any time via CookieYes and/or by adjusting your browser settings (for example, clearing cookies).
6) Who we share your data with
We only share personal data when necessary to operate the Website and provide our services, including with:
- Fasthosts (our website hosting provider) — hosting and related technical services.
- Our email provider (to deliver and manage contact form messages).
- Google (Google Analytics) — to provide analytics services where you consent.
These providers may act as our data processors and are required to protect your data and use it only for the services they provide to us.
We may also disclose personal data if required by law (for example, to comply with a legal obligation or lawful request).
7) International data transfers
Some service providers (particularly analytics providers) may process data outside the UK.
Where personal data is transferred internationally, we take steps to ensure appropriate safeguards are in place (for example, adequacy regulations where applicable and/or approved contractual protections).
8) How long we keep your data (Retention)
We keep personal data only for as long as necessary:
- Contact form enquiries: typically up to 12 months after the last correspondence, unless we need to keep it longer for an ongoing issue or legal reasons.
- Server/security logs: typically 30–90 days, unless required for investigating security incidents.
- Google Analytics data: retained according to our Google Analytics retention settings, and only collected where you consent.
9) How we protect your data
We use appropriate technical and organisational measures to protect your personal data, including:
- Secure hosting (Fasthosts)
- Access controls (only authorised people can access messages/data)
- Keeping software/services updated
- HTTPS encryption where available on the Website
No online service is completely secure, but we work to protect your data using reasonable safeguards.
10) Children’s privacy
This Website is intended for a general audience. If you are under 13, please ask a parent/guardian to contact us on your behalf.
If we learn we have collected personal data from a child without appropriate consent, we will delete it.
11) Your rights (UK GDPR)
You have rights in relation to your personal data, including:
- Right of access (request a copy)
- Right to rectification (correct inaccurate data)
- Right to erasure (request deletion, in certain circumstances)
- Right to restrict processing (in certain circumstances)
- Right to object (particularly where we rely on legitimate interests)
- Right to data portability (in certain circumstances)
- Right to withdraw consent at any time (where processing is based on consent, e.g., analytics cookies)
To exercise your rights, contact us at [privacy/contact email]. We may need to verify your identity. We typically respond within one month.
12) Complaints
If you are unhappy with how we handle your personal data, please contact us first so we can try to resolve the issue.
You can also complain to the UK supervisory authority:
Information Commissioner’s Office (ICO)
Website: ico.org.uk
Telephone: 0303 123 1113
13) Links to other websites
Our Website may include links to third-party sites. We are not responsible for their privacy practices. Please review their privacy policies before providing personal data.
14) Changes to this Privacy Policy
We may update this Privacy Policy from time to time. The latest version will always be published on this page with an updated “Last updated” date.
15) Contact us
SWAN for Wildlife
Email: contact@swanforwildlife.org