1. Introduction

2. Who we are and what we do

3. How we raise these funds

4. Data - what it is

    4a. Personal data

    4b. Non-personal data

    4c. Process

    4d. User / Visitor

    4e. Website

5. What data do we collect

6. What we do with this data

7. What will not do

8. Data controller

9. Your and our rights

10. Privacy policy changes

1.     Introduction

The Scarecrow Committee respects your privacy and realises how important it is to you that your personal information remains secure.

This policy sets out our rules on data protection and the legal conditions that must be satisfied in relation to the obtaining, handling, processing, storage, transportation and destruction of personal information in accordance with the General Data Protection Regulation (GDPR) that came into force in May 2018.

The Scarecrow Committee is responsible for ensuring compliance with the Data Protection Act 2018 and GDPR (The Data Protection Act 2018 is the UK’s implementation of the General Data Protection Regulation (GDPR)) and is committed to ensuring that we adhere to the principles of the Act and Legislation.

Any questions or concerns about the operation of this policy should be referred to the Data controller. If you consider that the policy has not been followed in respect of personal data about yourself or others you should raise the matter with a member of the Committee.

We present our Privacy Statement, on account that this system holds personal information supplied by you.

Terms used in this statement: ‘We’, ‘Our’, ‘Us’ - The Trustees of The Scarecrow Committee.


2.     Who we are and what we do

Registered Charity name: Urchfont Scarecrow Festival Charity

Registered Charity number: 1156450

Who we report to: The Charity Commission

The scarecrow committee is composed of a number of voluntary trustees, including annually elected Chairperson, Secretary and Treasurer.

The committee exists to plan and co-ordinate the annual festival (May Day Bank Holiday) and to distribute the funds raised thereby. For a more detailed description, please refer to the Urchfont Scarecrow Festival Charity constitution as registered with the Charity Commissioners.

In addition to the committee the charity has numerous volunteers who assist with running the annual festival.


3.     How we raise these funds

Funds are raised by programme sales, sales of food and drink, and sales of merchandise. In addition, a separate collection is made for car parking on behalf of Wiltshire Air Ambulance. We also receive charitable donations from individuals and businesses operating in the village during the annual festival.

4a.       Personal Data

Personal Data: means information that can be associated with an identified or identifiable person. “Personal Data” can include name, postal address (including billing and shipping addresses), telephone number, email address, financial account information, account number, and date of birth. Personal Data does not include information that does not identify a specific user.

4b.       Non-Personal Data

Non-Personal Data: means information that web browsers and servers typically collect, such as the IP address, browser type, language preference, referring site, Country of origin and the date and time of each visitor request.

4c.       Process

Process: describes any method or way of handling Personal Data or sets of Personal Data, whether or not by automated means, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, and consultation, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction of Personal Data.

4d.       User / Visitor

User / Visitor: means you or anyone else who has established a relationship with Us or communicates with us by email or via the website.

4e.       Website

Website Visitors

Like most website operators, We collect non-personally-identifying information of the sort that web browsers and servers typically make available, such as the browser type, language preference, referring site, and the date and time of each visitor request. Our purpose in collecting non-personally identifying information is to better understand how Our visitors use its website and applications.

We also collect potentially personally-identifying information like Internet Protocol (IP) addresses. We do not use such information to identify visitors and We do not disclose such information, other than under the same circumstances that it uses and discloses personally-identifying information, as described below.

Gathering of Personally-Identifying Information

Certain visitors to Our website choose to interact with Us in ways that require Us to gather personally-identifying information. The amount and type of information that We gather depends on the nature of the interaction. We collect such information only insofar as is necessary or appropriate to fulfil the purpose of the visitor's interaction with Us.

We do not disclose personally-identifying information other than as described below. And visitors can always

refuse to supply personally-identifying information, with the caveat that it may prevent them from engaging in

certain website-related activities.

Protection of Certain Personally-Identifying Information

We disclose potentially personally-identifying and personally-identifying information only to those of its volunteers that need to know that information to process it on Our behalf and that have agreed not to disclose it to others. For example, where you have sent us a message via the ‘contact’ page of our website.


A cookie is a string of information that a website stores on a visitor’s computer, and that the visitor’s browser provides to the website each time the visitor returns. We use cookies to help identify and track visitors, their usage of this website, and their website access preferences. Visitors who do not wish to have cookies placed on their computers should set their browsers to refuse cookies before using this website, with the drawback that certain features of this website may not function properly without the aid of cookies.

Managing cookies

Most browsers allow you to refuse to accept cookies and to delete cookies.

The methods for doing so vary from browser to browser and from version to version.

You can however obtain up-to-date information about blocking and deleting cookies via these links:


5.     What data do we collect?

  • Title

  • First name

  • Last name

  • Postal address

  • Email address

  • Telephone number

This counts as ‘Personal data’.

There is no ‘Sensitive personal data’ requested or held by Us.

This data is only collected if you are part of the scarecrow event organised by Us.

6.     What we do with this data

The data is mainly used for communicating with:

  • Scarecrow Committee

  • Scarecrow makers

  • Duty rota volunteers

  • Grants applicants

We may occasionally send you an email to keep you up to date with what’s going on. We expect to keep this type of email to a minimum. We take all measures reasonably necessary to protect against unauthorised access.

We use your address to deliver scarecrow builders numbers and information. To show where scarecrows are on the programme map. To communicate with the committee, scarecrow makers, duty rota volunteers and grant applicants.

We don’t share or sell your personal information with anyone except to comply with the law.


7.     What we will not do

Your privacy is extremely important to us. We have a few fundamental principles:

We don’t ask you for personal information unless we truly need it. (name, address, telephone number, email).

We don’t share your personal information with anyone except to comply with the law.

We don’t store personal information on servers without your agreement.


8.     Data Controller

Chairman of Urchfont Scarecrow Festival Charity Committee (currently: Robert Pendry).

Others may request limited access to this information, but only at the discretion of the Chairman, and for the stated purposes of the charity (refer to section 6).

We acknowledge that all individuals have the right to access the personal information/data that we maintain about them. An individual who seeks access, or who seeks to correct, amend, or delete inaccurate data, should direct their query to the Data Controller.

If requested to remove data, we will respond within a reasonable timeframe, where possible this should not exceed one week.

9.     Your and our rights

Data held Information held by Us – our rights under the GDPR you have rights over the storage of your data. These are detailed and answered below, in the context of this sites function.

  • The right of access: You have the right to inspect your personal data that We hold.

  • The right to rectification: You have the right to request rectification of errors or inaccuracies in the personal information held by Us.

  • The right to erasure: You have the right to request total erasure of your personal information from Us.

  • The right to restrict processing: You have the right to restrict the processing of your personal data.

  • The right to data portability: You have the right to be supplied with your personal data for reuse by you in whatever manner you see fit.

  • The right to object: You have the right to object to how your personal data is used by this site.

  • Rights in relation to automated decision making and profiling: This site makes no automated decisions based on analysis of your personal information. This site does not conduct any profiling of your personal information.

For reference you may wish to visit the ICO website that gives guidance to the GDPR.


10.   Privacy Policy Changes

We may update this policy from time to time by publishing a new version on our website.

You should check this page occasionally to ensure you are happy with any changes to this policy.

We may notify you of changes to this policy by email and/or at our annual meeting.