Farms for City Children Privacy Policy


Farms for City Children (“we”) promises to respect any personal data you share with us, or is given to us by other agencies or organisations. We also pledge to keep any information we hold safe and secure.  We aim to be clear about what you can expect from us when we collect your data, what we intend to do with it and we want to reassure you that we would not do anything you wouldn’t reasonably expect (for example – we will never sell or pass your details on to third parties)

Developing a better understanding of our supporters through their personal data allows us make better decisions, fundraise more efficiently and, ultimately, helps us to reach our goal of enabling more children to experience a week of muck and magic in the heart of the countryside.  

Our marketing communications include information about our latest events, fundraising appeals, campaigns and weeks of muck and magic. If you would like to receive such communications but have not opted in please sign up online here, contact us on 01392 276381 or

How we collect information about you

We collect information in the following ways:

  • When you give it to us directly (for example, to make a donation or book a residential stay)
  • When you give it to us indirectly (for example, via platforms such as Just Giving, if you have given the appropriate consent for them to do so)
  • When you give permission to other organisations to share (for example, via your Facebook settings)
  • When it is publically available (for example, via Linked In)
  • When you use our website (as set out in our Cookie Policy [add link])

What personal data we collect

The type and quantity of information we collect and how we use it depends on why you are providing it.


If you support us, for example make a donation, volunteer, register to fundraise, sign up for an event or buy something from our shop, we will usually collect a combination of the following:

  • Your name
  • Your contact details
  • Your date of birth
  • Your bank or credit card details (which will be destroyed and not retained once payment has been processed)

Where it is appropriate we may also ask for:

  • Information relating to your health (for example if you are taking part in a high risk event)
  • Why you have decided to donate to us. We will never make this question mandatory, and only want to know the answer if you are comfortable telling us.

We will mainly use your data to:

  • Provide you with the support, products or information you asked for
  • Administer your donation or support your fundraising, including processing gift aid
  • Keep a record of your relationship with us
  • Ensure we know how you prefer to be contacted
  • Understand how we can improve our services, products or information.

Visiting children and adults

If you make a booking for your group to stay on one of our farms, we usually collect a combination of the following:

  • Your name
  • Your contact details
  • Information relating to your health due to the increased risks to those with compromised immune systems when visiting farms
  • Any dietary requirements so we can meet your needs while you are with us

Immediately prior to a school visiting, the school staff send us the following details about the visiting children:

  • First names
  • Any special educational needs so we can meet those needs 
  • Any dietary requirements so we can meet those needs 

How we use the data we collect

Building profiles of supporters and targeting communications

We use profiling and screening techniques to ensure communications are relevant and timely, and to provide an improved experience for our supporters. Profiling also allows us to target our resources effectively. We do this because it allows us to understand the background of the people who support us and helps us to make appropriate requests to supporters who may be able and willing to give more than they already do. Importantly, it enables us to raise more funds, sooner, and more cost-effectively, than we otherwise would.

Direct Marketing

We will contact you to let you know about the progress we are making and to ask for donations or other support. Occasionally, we may include information from partner organisations or organisations who support us in these communications.

We do not sell or share personal details to third parties for the purposes of marketing. But, if we run an event in partnership with another named organisation your details may need to be shared. We will be very clear what will happen to your data when you register.

Sharing your story

Some people choose to tell us about their time on one of our farms to share the impact of our work. If we have the explicit and informed consent of the individuals, or their parent or guardian if they are under 18, their stories may be made public by us at events, in materials promoting our campaigning and fundraising work, or in documents such as our annual report.

Keeping your information secure

We ensure that there are appropriate technical controls in place to protect your personal details.  

We sometimes use external companies to collect or process personal data on our behalf (for example JustGiving providing donation support). We do checks on these companies before we work with them, and put a contract in place that sets out our expectations and requirements, especially regarding how they manage the personal data they have collected or have access to.

Transfers outside the United Kingdom and European Economic Area

Some of our suppliers run their operations outside the European Economic Area (EEA). Although they may not be subject to same data protection laws as companies based in the UK, we will take steps to make sure they provide an adequate level of protection in accordance with UK data protection law. By submitting your personal information to us you agree to this transfer, storing or processing at a location outside the EEA.

Retaining your information

Unless a longer retention period is required or permitted by law, we will only hold your information on our systems for the period necessary to fulfil the purposes outlined in this privacy policy or until you request that the Data be deleted.

Even if we delete your Data, it may persist on backup or archival media for legal, tax or regulatory purposes.

Your rights

You have a right to ask us to stop processing your personal data, and if it’s not necessary for the purpose you provided it to us for (e.g. processing your donation or registering you for an event) we will do so. Contact us on 01392 276381 or if you have any concerns.

You have a right to ask for a copy of the information we hold about you. If there are any discrepancies in the information we provide, please let us know and we will correct them.

If you want to access your information, send a description of the information you want to see and proof of your identity by post to Governance and Compliance Manager, Farms for City Children, Huxham Barns, Huxham, Exeter EX5 4EJ. We do not accept these requests by email so we can ensure that we only provide personal data to the right person.

If you have any questions please send these to, and for further information see the Information Commissioner’s guidance here.

Changes to this Policy

We may change this Privacy Policy from time to time. If we make any significant changes in the way we treat your personal information we will make this clear on the Farms for City Children website or by contacting you directly. If you have any questions, comments or suggestions, please let us know by contacting the Governance and Compliance Manager, Farms for City Children, Huxham Barns, Huxham, Exeter EX5 4EJ.  or email

Farms for City Children is a registered charity in England and Wales (325120) and a company limited by guarantee in England and Wales (1177239). Registered address: Unit 2 Huxham Barns, Huxham, Exeter EX5 4EJ.