Privacy Policy

Who we are

This is the Privacy Policy for Planet Aware. Our website address is:

How Planet Aware uses your data – summary

At Planet Aware we respect the privacy of our supporters, volunteers and visitors to our websites. Our privacy policies are concerned with how we collect information, what we do with it and what controls you have.

Planet Aware is the controller of any data that we collect about you. Planet Aware will usually collect basic personal data about you like your name, postal address, telephone number and email address. If you are purchasing products or services from us this will be done via a third party processor e.g. PayPal or Stripe.

We have a genuine and legitimate reason for collecting and processing your data. We collect your data in order for us to provide you with information you have requested and information about our services. We may also process your data in order to fulfil a contract. Planet Aware processes your data when it is in our legitimate interests to do this and when these interests do not override your rights.

If you volunteer with us we will request and hold data about you in order to help you volunteer with us safely. The level of data that we request will be commensurate with the responsibilities of your volunteering role.

We will keep your personal data for no longer than seven years after your last contact with us unless you have withdrawn your permission for us to process your data.

We collect your data when you contact us directly through our website, email or other electronic or written means.

With your permission we may use your data for marketing purposes. This would include data such as photographs taken at the events that we run.

You can change the way you hear from us or withdraw your permission for us to process your personal data at any time by contacting us via

We may change this document from time to time to reflect the latest view of what we do with your information.  

This policy was last updated December 2020. It will be updated in December 2021, or earlier if there has been a change in the way we process your data.

What personal data we collect and why we collect it

Comments on this 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 spam detection.

An anonymized 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.

Data including photographs collected at events

We may also collect data about you if you attend one of our events. This may include contact information such as your name and email address, images/photographs in which you appear as part of a group of people in a public location. Photographs may be used on our website and in other social media to publicise the work that we do. If you do not want your photograph to be taken please speak to the event organiser. These images may be used on our website. Images will be deleted when they are no longer required for publicity purposes.

We retain your details using a password protected electronic database.

Any payment details will be processed by a third party provider such as Paypal or Stripe and will not be retained by Planet Aware.

Contact forms

When you contact us via a contact form on our website we will retain a copy of the information electronically in order to provide a service or information that you have requested. We will retain this information where you have been involved in one of our projects or if you have asked to be provided with ongoing information about our work.


If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.

Embedded content from other websites

Articles on this site may include embedded content (e.g. videos, images, articles, 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 tracking your interaction with the embedded content if you have an account and are logged in to that website.

Who we share your data with

We may use your data in our marketing and publicity where you have given permission to do so or where there is a reasonable expectation that photographs will be taken – such as for general photos of large groups taken in a public location. For example we may take photographs at our events which will then be used for marketing purposes and on our website.

How long we retain your data

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

We will retain all other data for as long as you are involved in one of our projects or schemes unless you ask for the data to be deleted. We will retain data collected at events where you have asked to be updated with information and news from Planet Aware. We will not keep data for longer than seven years from our last contact with you.

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.

Where we send your data

Visitor comments on our website may be checked through an automated spam detection service.

If you have further questions

Please contact us via

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