Privacy Policy

If you use our services, are a bat finder, donor or simply visit our website, this information applies to you. This privacy policy is provided in sections in the hope that it will make it easier for you to access the information you need.

Who we are

Hereford Bat Rescue (HBR) is a non-registered charity run entirely by volunteers. HBR respects your privacy and is committed to protecting your personal data in a way that respects your individual rights while enabling us to continue caring for bats. This privacy notice will inform you as to how we look after your personal data and tells you about your privacy rights and how the law protects you.

Your Rights

The GDPR / DPA 2018 provides the following rights for individuals:

• The right to be informed

• The right of access

• The right to rectification

• The right to erasure

• The right to restrict processing

• The right to data portability

• The right to object

• Rights related to automated decision making including profiling

Summaries of these rights are explained below but further information and details on limitations can be found at

You can exercise your rights by emailing us at Your rights in summary:

Right of to be informed

You have the right to be informed about the collection and use of your personal data. We will provide additional information at the time we collect your personal data from you including our purposes for processing your personal data, our retention periods for that personal data, and who it will be shared with. Where proportionate we will subsequently provide you with additional information about the categories of data and the source if we obtain your data from a third party.

Right of access

You have the right to access information we hold about you and ask us supplementary information about:

• The categories of data we are processing

• The purposes of the data processing

• Under what lawful basis we are processing those data

• The third parties to whom the data may be disclosed

• How long we will store your data (or the criteria used to determine that period)

• Your other rights regarding our use of your data

Right to rectification

You have the right to request we correct any inaccurate personal data we hold about you.

Right to erasure

You can ask us to erase any personal data we hold about you, which we will do without undue delay where it is no longer necessary for us to hold the data for the purposes for which they were processed or where the processing was based on your consent and there is no further legitimate interest in continuing to process the data. There are certain circumstances where we are unable to erase data such as if we need to comply with a legal obligation but we will explain this to you in our response.

Right to restrict processing

You can ask us to restrict or suppress your personal data if you have accuracy concerns while we verify the accuracy of the data, where we no longer require the data but you need it retained for certain legal claims or you have raised certain concerns over the lawful basis for the processing.

Right to data portability

You have the right to data portability depending on our purposes and lawful basis for processing your data.

Right to object

You have the right to object to processing of your personal data depending on our purposes and lawful basis for processing that data. You have an absolute right to stop your data being used for direct marketing.

Right to withdraw consent

Where your personal data is processed using consent as the lawful basis, you have the right to withdraw consent at any time. If we do not have another legal basis we will stop processing your data. If we do have another legal basis we may continue processing your data subject to your legal rights.

Security of personal data

We have technical and organisational procedures to safeguard and secure the information we collect. Although we will do everything we can to keep your data secure, please remember that no transmission of information over the internet is 100% secure, and we cannot guarantee the security of such data.

Your choices

You can choose not to provide us with personal data. You can turn off cookies in your browser settings – you can block and delete cookies through your browser settings. You can still use our website but some areas may not work effectively. You can ask us not to use your data for marketing – we will inform you if we intend to use your data for marketing and ask your consent. You can remove your consent by emailing us at

Data collection through our website

We are collecting data and/or you are providing it whenever you browse our website; communicate with us via telephone, email or web forms; use our services or when you opt into marketing messages. The use of the HBR website is possible without any providing personal data; however, if you make an enquiry via our website or contact us by telephone, processing of your personal data will become necessary. If the processing of personal data is necessary and there is no other statutory basis for such processing that we have communicated to you, we generally obtain consent from you at the point of collection. At the point of collection we will inform you of the type and purpose of data processing and how long we will retain your data.


We use cookies. A cookie is a very small text file placed on your computer's hard drive (by the website server) when you visit certain web pages. It is associated with the computer that you are using and it cannot deliver viruses. The HBR website uses some cookies - for example, cookies are used to save you from entering your data on multiple occasions when downloading more than one publication. If you disable the use of cookies in your browser, we cannot guarantee that all parts of the site will work. These may be ‘session’ cookies which delete themselves after you leave our website, or ‘persistent’ cookies which help us to recognise you when you return. We use no third-party cookies. Through the use of cookies, HBR can provide the users of this website with more user-friendly services that would not be possible without the cookie setting. You can typically block or delete cookies through browser settings on your computer.

Routine erasure and blocking of personal data

We will process and store your personal data only as long as is necessary to achieve the purpose of processing or as is necessary to comply with other laws.

Data protection for volunteer applications

HBR requests personal data from applicants through volunteer applications. We utilise this data for the purpose of processing the application. If we enter into a volunteer agreement with you, we will store your information for the purpose of processing the volunteer relationship. Otherwise, we retain this data for a period of six months, after which it is deleted, provided no other legitimate interests are involved.

Policy review

We will review our privacy information annually and update as necessary. If we plan to use personal data for a new purpose, we will update our privacy information and communicate the changes with you before we start any new processing.

Privacy policy last reviewed 03/09/2023