Privacy Statement

Last updated: 26th April

Quick version

  • We only collect the information we need to help organise Corstorphine in Bloom.
  • We use it to keep in touch, coordinate volunteers, and support local planting activity.
  • We keep personal details secure, limit access to people helping run the project, and do not sell your information.
  • We use summary figures, rather than personal details, in public updates wherever possible.

Privacy Details

Corstorphine in Bloom respects your privacy. This page explains what information we collect, why we collect it, how we use it, and what choices you have.

Corstorphine in Bloom is a community action group. We are not a company, charity or formal membership organisation. We are a group of local residents, volunteers, businesses and community partners working together to improve local streets, parks and shopping areas through planting, volunteering and nature-themed community activity.

For questions about this privacy statement or about your information, please contact us.

The project is coordinated by volunteers. Day-to-day project records are held only by people who need them to help organise Corstorphine in Bloom activities.

1. What information we collect

We may collect personal information when you:

  • complete a volunteer form;
  • register interest as a business;
  • sign up for email updates;
  • contact us through the website;
  • attend an event;
  • offer to adopt, sponsor, water or maintain a planter;
  • take part in a survey, consultation or project discussion.

This may include:

  • your name;
  • email address;
  • phone number;
  • business or organisation name;
  • role or job title;
  • address, postcode or general location;
  • areas of interest, such as volunteering, watering, planting, weeding, sponsoring or hosting planters;
  • your availability for volunteering;
  • any message you send us;
  • photographs from public events or project activities, where relevant;
  • basic website information, such as form submissions, visitor statistics or cookies.

We try to collect only the information we need to organise the project.

2. Why we use your information

We use information to:

  • respond to your enquiries;
  • keep you informed about Corstorphine in Bloom;
  • organise volunteers and planting activity;
  • match volunteers, businesses and community groups with suitable opportunities;
  • contact businesses about planters, hanging baskets, watering, sponsorship or support;
  • plan events, working days and community activities;
  • manage practical arrangements;
  • prepare project updates and reports;
  • show evidence of community support to partners, funders, public bodies and local organisations;
  • improve our website and communications.

We may use anonymised figures in reports and publicity, for example:

“Over 100 local people have expressed interest in supporting Corstorphine in Bloom.”

We do not sell personal information.

3. Our basis for using your information

We usually use your information because:

  • you have contacted us or signed up to take part;
  • we need it to organise local volunteering or business participation;
  • we need to keep appropriate project records;
  • you have agreed to receive email updates;
  • we need to manage practical, safety or event arrangements.

You can ask us to update or remove your details at any time.

You can unsubscribe from email updates at any time by using the unsubscribe link in our emails or by contacting us directly.

4. Volunteers

If you sign up as a volunteer, we may contact you about:

  • planting days;
  • weeding or watering opportunities;
  • planter adoption;
  • local events;
  • safety arrangements;
  • project updates;
  • opportunities in your preferred area.

We may keep a record of what type of volunteering you are interested in so that we can contact you about relevant opportunities.

Please do not include sensitive personal information in website forms unless we specifically ask for it and explain why it is needed.

5. Businesses and community organisations

If you register as a business, group or organisation, we may contact you about:

  • hanging baskets;
  • trough planters;
  • sponsorship;
  • watering arrangements;
  • adopting or supporting a planter;
  • displaying posters or information;
  • taking part in local nature, planting or community activity.

Business contact information may still count as personal information where it identifies an individual, such as a shop owner, manager, sole trader or named contact.

6. Email updates

If you sign up for email updates, we may use an email service such as Mailchimp or a similar provider to manage mailing lists and send newsletters.

We will use your email address only for relevant Corstorphine in Bloom updates unless you have agreed to something else.

You can unsubscribe at any time.

7. Website forms and WordPress

Our website may use WordPress, Jetpack or similar tools to manage forms, website security, statistics and visitor interactions.

When you submit a form, the information you provide may be stored by the website service and sent to the project team by email or other connected tools.

8. Google Workspace and associated tools

We may use Google Workspace and associated tools to help organise the project. This may include tools such as Google Drive, Google Sheets, Google Docs, Gmail, Google Forms and other related services.

We may use these tools to:

  • store project records;
  • organise volunteer and business information;
  • prepare project updates and reports;
  • summarise project progress;
  • manage contact lists;
  • plan planting activity, events and follow-up actions.

Access to project records is limited to people helping to coordinate Corstorphine in Bloom.

Where possible, public reports and updates use summary figures rather than individual personal details.

9. Sharing information

We may share limited information where needed with:

  • volunteer coordinators;
  • local project leads;
  • participating community groups;
  • City of Edinburgh Council officers, where needed for permissions, safety or coordination;
  • local partners involved in planting, events or trails;
  • service providers such as website, email, cloud storage or form providers;
  • funders or supporters, normally using anonymised statistics;
  • insurers, advisers or public authorities, where required.

We will normally use anonymised or summary information in public reports.

For example, we may say:

“56 businesses have expressed interest.”

rather than publishing the names and contact details of individuals.

10. Photographs and publicity

We may take photographs at public events, planting days or project activities.

We may use photographs on our website, social media, newsletters, reports or publicity materials.

We will try to avoid using close-up identifiable photographs of individuals without permission. We will seek parent or guardian consent before using identifiable photographs of children.

If you would prefer not to be photographed, please tell one of the project volunteers at the event.

11. Children and young people

Corstorphine in Bloom may work with families, schools or youth groups as part of community planting or nature activities.

We do not knowingly collect children’s personal information through the website without appropriate adult involvement.

If an activity involves children, we will work through parents, guardians, schools or responsible organisations as appropriate.

12. How long we keep information

We keep information only for as long as we reasonably need it.

As a guide:

  • general enquiries may be kept for up to 12 months;
  • volunteer and business records may be kept while you remain involved or interested in the project;
  • mailing list details are kept until you unsubscribe or ask to be removed;
  • event, safety, funding or financial records may be kept for longer where needed;
  • anonymised statistics may be kept because they no longer identify individuals.

You can ask us to remove or update your details at any time.

13. Your choices and rights

You can contact us to:

  • ask what information we hold about you;
  • ask us to correct inaccurate information;
  • ask us to delete your information;
  • ask us to stop sending you updates;
  • withdraw consent where we rely on consent;
  • raise a concern about how your information is being used.

14. Cookies and website statistics

Our website may use cookies or similar technologies to help the site work properly, understand visitor numbers, improve security, prevent spam, or measure how people use the website.

Some cookies may be set by WordPress, Jetpack, embedded content, maps, videos, social media tools or other third-party services.

You can control cookies through your browser settings.

15. Links to other websites

Our website may link to other websites, including council pages, partner organisations, maps, social media, Mailchimp sign-up forms or external resources.

We are not responsible for the privacy practices of other websites. Please check their privacy notices when visiting them.

16. Changes to this privacy statement

We may update this privacy statement from time to time. The latest version will be published on this page.