Privacy Policy

About This Policy

Incredible Edible Reading (IER) is coordinated by Radically Hopeful Ltd, a company limited by guarantee. This privacy policy explains how we collect, use, and protect your personal information when you engage with IER activities, events, and communications.

For full details of how Radically Hopeful Ltd handles personal data, please see our comprehensive privacy policy:
www.radicallyhopeful.org/privacy-policy

Project Name: Incredible Edible Reading

Coordinated by: Radically Hopeful Ltd
Company Number: 16039197
ICO Registration: ZB920538

Contact Email: IER@radicallyhopeful.org

This page provides a summary specific to Incredible Edible Reading activities.

What Information We Collect

When you participate in Incredible Edible Reading activities, we may collect:

At Events and Workshops

Your name (optional or first name only)
Email address (if you want to receive updates)
Postcode or area of Reading (to understand geographic reach)
Dietary requirements or accessibility needs (for event planning)

Storytelling and Content Contributions

Stories you share at our Storytelling Tree or in zine projects
Your name (or you may choose to remain anonymous)
Permission for how your story can be used
Contact details (if you wish to review content before publication)

Newsletter Sign-Up

Email address
Name (optional)
Communication preferences

Workshop Participation

Contact details for session coordination
Feedback and evaluation responses
Photographs (with explicit consent only)

When you give it to us indirectly

When you engage with the Incredible Edible Reading social media accounts, we might also obtain your personal information through your use of platforms such as Facebook, Twitter or Instagram, depending on your settings or the privacy notices of these social media and messaging services. To change your settings, please refer to their privacy notices, which will tell you how to do this.

How We Use Your Information

We use your information to:

✓ Coordinate events and send you relevant information about food-growing activities
✓ Share stories and celebrate community food-growing (with your permission)
✓ Improve our services through feedback and evaluation
✓ Report to funders on project reach and impact (anonymised data only)
✓ Send newsletters and updates (if you've opted in)
✓ Ensure events are accessible and meet participant needs

We Will NEVER:

✗ Sell your data to third parties
✗ Share your personal information without your consent
✗ Use your data for purposes you haven't agreed to
✗ Contact you for marketing if you've opted out

Legal Basis for Processing

Under UK GDPR, we process your data based on:
Consent — You have given clear consent for us to process your personal data for specific purposes (e.g., newsletter sign-up, story publication)
Legitimate Interests — Processing is necessary for our legitimate interests in coordinating community food-growing activities, reporting to funders, and improving our services
Legal Obligation — Compliance with funding requirements and financial regulations

Story and Content Permissions

Storytelling Tree Contributions

When you share a story at our events:

Default: Stories may be used in IER publications, social media, and project documentation
You choose: Anonymous contribution, private story (not published), or named contribution
We ask: Before using your story in formal publications or reports

Photographs and Video

We only take photographs/video at events with clear signage displayed
If you do not wish to be photographed, please inform event staff or wear a "No Photos" sticker
We seek explicit consent before using identifiable images in publications
Children are only photographed with parent/guardian consent

Zine Contributions

All contributors review and approve final content before publication
You can choose to be named, use a pseudonym, or remain anonymous
You retain copyright of your creative contributions
We ask permission to reproduce your contribution in the zine and online

Who We Share Data With

We may share your information with:

Funders

Anonymised data only for impact reporting
No personally identifiable information shared without consent

Event Partners (e.g. venues, festivals)

Only information necessary for event coordination
Shared with your knowledge and consent

Service Providers

Substack (newsletter platform)
Squarespace (website hosting)
Google Drive (secure storage)
All providers are GDPR-compliant

We do NOT share data with:

Marketing companies
Data brokers
Any organisation not essential to delivering our services

How Long We Keep Your Data

Event sign-up sheets: 12 months after event
Newsletter subscriptions: Until you unsubscribe
Storytelling contributions: Indefinitely (with consent)
Feedback forms: 3 years
Funder reports (anonymised): 6 years
Photographs (with consent): Indefinitely

Your Rights

Under UK GDPR, you have the right to:

Access — Request a copy of the personal data we hold about you
Rectification — Ask us to correct inaccurate or incomplete data
Erasure — Request deletion of your personal data (right to be forgotten)
Restriction — Ask us to restrict processing in certain circumstances
Portability — Receive your data in a commonly used format
Object — Object to processing based on legitimate interests
Withdraw Consent — Withdraw consent at any time (where consent is the legal basis)
Complain — Lodge a complaint with the Information Commissioner's Office (ICO)

How to Exercise Your Rights

To exercise any of these rights, contact us:

Email: IER@radicallyhopeful.org
Subject Line: "IER Data Protection Request"

Please include:

Your name and contact details
Details of your request
Any relevant reference (e.g., event name, date)

We will respond within one month of receiving your request.

Data Security

We protect your data by:

Using password-protected digital storage (Google Drive with 2FA)
Limiting access to authorised volunteers and staff only
Using secure, encrypted platforms for communications
Shredding physical documents when no longer needed

Children's Data

We take extra care with children's data:

We do not collect data directly from children under 13
Parent/guardian consent required for any identifiable information
Photography of children requires explicit parent/guardian consent
Children's stories shared anonymously unless parent/guardian approves

Changes to This Policy

We will review this policy annually and notify you of any significant changes via our website and newsletter.

Current version: April 2026
Next review: April 2027

Questions or Concerns

If you have questions about how we handle your data:

Email: IER@radicallyhopeful.org
Subject: IER Privacy Query

How to Complain

If you're unhappy with how we've handled your data, you can complain to:

Information Commissioner's Office (ICO)
Website: www.ico.org.uk
Helpline: 0303 123 1113
Address: Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

Full Privacy Policy

For comprehensive details about how Radically Hopeful Ltd processes personal data, including information about international data transfers, cookies, and third-party processors, please read our full privacy policy: