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Privacy Policy

Who we are

Our website address is: and information on this page relates to interacting with Sydenham Garden via this website, email and how we handle the information we receive from you.

What personal data we collect and why we collect it

Do you collect anything from members or volunteers?

We collect information from people through our sign up forms embedded on the website and when they email an enquiry regarding: a referral to our service, an application for a paid or voluntary role, a Friends or Members subscription.

Do you collect information from donors?

We collect name, address, contact details (email/phone) and Gift Aid status. We also collect bank details in the case of setting up a Direct Debit or Standing Order to us for donations.

Course / Event registration

We collect contact details and name of bookings (also for room hire on the contact form). Also sometimes payment details.

Comments left on news articles on our website

When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string, to help stop spam.

An anonymised string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here. After approval of your comment, your profile picture is visible to the public in the context of your comment.


If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. It is possible in some cases, visitors to the website could download and extract any location data from images on the website.

Contact forms

If you use one of our contact forms we instantly send the information you submit to our Microsoft server, which is based in the UK. The data is not stored on any other servers, including the WordPress servers that our website uses. The information is then retained in line with our retention policy.

Mailing list

If you sign up to receive emails from us we store this email information at and nowhere else. You can read Mailchimp’s privacy policy here.


Like most websites, Sydenham Garden uses cookies to enhance your experience of the site.
Read our Cookie Policy page for more info.

External Sites

We can take no responsibility for third party groups or companies recommended / mentioned on this site.

We are not responsible for the content of external websites linked to from pages on this website. We do our best to make sure everything is as it should be. Let us know if you spot something, which you think shouldn’t be on the site.

Pages on this site may include embedded content (e.g. videos, images, maps, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website. These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracing your interaction with the embedded content if you have an account and are logged in to that website.

Who we share your data with

This website is hosted in the UK. Any information you send us using our website based forms will be stored on our UK based, Microsoft servers, except for email subscriptions, which are stored at All data is retained in line with our retention policy.

Web developers/designers who work on this site will be able to see any data submitted via the site. We currently use Design Now, and you can read their terms here.

The website is built with WordPress who do not share any personal data with anyone. Depending on features we add and remove from time-to-time, some anonymised data will be shared with developers and software companies inside and outside the E.U.

Reporting data regarding our project outcomes and how we spend grant funds is shared with our funders and commissioners on a regular basis. Any case studies or information about individuals is anonymized and photographs are only shared with the express permission of the subject.

If you comment on one of our news posts, your submitted info may be checked through a third-party automated spam detection service.

How long we retain your data

If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognise and approve any follow-up comments automatically instead of holding them in a moderation queue.

For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.

Form data from our website is cleared on a daily basis and information we receive via email is processed and moved to secure databases on receipt.

What rights you have over your data

If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.

How we protect your data

Data security is managed through a contract with Poppy IT services, which includes remote monitoring, real-time alerts, and automatic updates. All team members with access to data receive training.

Do you have processes for paper based data?

Paper based data is kept in a locked cupboard in a locked office. Access is only provided to those staff members who need it.

What data breach procedures we have in place

If there is a suspected data breach, Sydenham Gardens DPO is informed and will make the decision on what action to take. We are committed to transparency and will immediately report any breaches to the ICO (supervisory body) within 72 hours and if the breach might have an impact on any individuals, we would inform those individuals, as quickly as possible.

Plugin: Smush

(Only applies to website admins)

Smush sends images to the WPMU DEV servers to optimize them for web use. This includes the transfer of EXIF data. The EXIF data will either be stripped or returned as it is. It is not stored on the WPMU DEV servers.

Smush uses a third-party email service (Drip) to send informational emails to the site administrator. The administrator’s email address is sent to Drip and a cookie is set by the service. Only administrator information is collected by Drip.

Contact Us

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