Privacy Policy

We are committed to protecting the data that we hold and use about you and to respecting your privacy.

This privacy notice sets out how we collect and use personal information during and after using this website. In collecting this information, we are acting as a data controller and, by law, we are required to provide you with information about us, about why and how we use your data, and about the rights you have over your data.


We are Elmley Nature Reserve CIC (Community Interest Company). The registered address is Kingshill Farm, Elmley, Sheerness, Kent, ME12 3RW. And the registered company no. 08909083

You can contact the Data Controller by writing to Georgina Fulton, Kingshill Farm, Elmley, Sheerness, Kent, ME12 3RW, by email at or by telephone on 01795 664896.


The General Data Protection Regulation (GDPR) defines personal data as “Any information relating to an identified or identifiable natural person ('data subject'); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person”.

What personal data do we collect, where do we store it and how long do we keep it?

When you complete a contact form we may ask you for certain information, referred to as “personal information,” which includes information that pertains to your identity. We ask for your consent to do this and we endeavour to only collect data that is relevant to your request and/or subscription.

When you complete a Friends of Elmley subscription sign up

A Friends of Elmley subscription sign up can be completed online via our partner software: GetSheep, in person with our team via telephone, email or face to face.

When you complete a membership sign up request we ask you for your name, contact telephone number, email address, postal address, Vehicle registration number (of vehicle used to access Elmley Nature Reserve), and information on your interests.

We use this information to process your membership request, provide you with any requested information about our services, ensure we can deliver the highest standard service to you, and to communicate with you with information about your membership and information that will be of interest to you and relevant to your membership.

When you enquire about Friends of Elmley or subscribe to Friends of Elmley your details are stored on our partner software Authentic Digital Ltd T/A GetSheep. The database is stored in a secure, password protected location and only authorised users can access this data. Get Sheep is hosted on MongoDB Atlas on Amazon Web Services (AWS). AWS use industry-leading security systems and are trusted by brands including UCAS, Vodafone, Expedia and Siemens – as well as Amazon itself.

Amazon web services are: PCI-DSS Level 1 Service Provider, ISO 27001 certified, Independently verified and audited, SAS-70 Type II and SSAE16

Authentic Digital Ltd (t/a GetSheep) have appropriate physical, technical and organisational security measures to ensure your data is kept safe and secure: All information is transferred securely using 256-bit HTTPS, just like online banking applications. The database storage and backups are encrypted at rest.

Authentic Digital Ltd is a registered data controller and all data is stored in the UK.

They do not sell the personal information of our customers to third parties.

Sheep account passwords are hashed. If you lose your password, it cannot be retrieved—it must be reset.

All login pages (from our website and mobile website) pass data via HTTPS.
The entire Sheep application is encrypted with HTTPS.
No credit card information is stored within Sheep.
If you enquire via email, telephone or in person. INnformation is transferred across to the GetSheep software.

If you end your membership we may also contact you several times after your membership has finished in order to follow up and ensure that we have communicated information and options to your satisfaction. We may also contact you by phone or email after we have provided the service in order to follow up on an aspect relating to your subscription or visit, to ensure that we have provided it to your satisfaction and to process payments. We will do this based on our legitimate interest in ensuring we are providing optimum service to you.

We keep correspondence emails for three years, after which they are securely archived and kept for eight years, when we delete them.

Your details will be stored for eight years after the last contact with you. This is so if you book another service with us we have a record of information to ensure we can provide you with the optimum service.

When you provide somebody else’s data

If you make a subscription on behalf of somebody else you are acknowledging that you have permission to provide their data to us. We will store and look after this data inline with our privacy policy. We will only use this data to communicate with regards to the service the data pertains to and will never contact them for any other reason without their explicit consent.

When you sign up to receive our newsletter

When you sign up to receive our newsletter, we ask for your name and your email address.

We will ask for your consent to use your name and email address to email you our newsletter which contains information about our services and other information which we feel might be of interest to you.

You can withdraw your consent at any time and we will stop sending you the newsletter.

Please be aware that important updates regarding Friends of Elmley subscriptions, opening times and services for Friends of Elmley are sent out in the newsletter. If you withdraw consent to the newsletter you may not receive these updates, but can visit the website or contact us for updates.

Please be aware that in the newsletter we will share information regarding other services which we feel may be of interest to you. These services are provided by Elmley Enterprises Limited which is a separate limited company which operates from Elmley Nature Reserve and provides services such as accommodation, café, and events. Elmley Enterprises Ltd and Elmley Nature Reserve CIC are managed by the same directors and have the same data controller and operate under the same website with the same cookie policy. We will never share or sell your data to any other party

Your name and email address are shared with a third party mailing system which is based in the USA and is certified to the EU-US Privacy Shield (which requires effective safeguards for your information).

We keep your personal data for as long as we produce and distribute our newsletter. You have the right to withdraw your consent at any time. If you withdraw your consent, we will mark your details so that they are not used and delete them after two years.


There may be instances in which we collect “general information” from you. This may include information recorded by our server logs from your browser such as your Internet Protocol (IP) address which enables us to identify your computer or device on a Transmission Control Protocol/Internet Protocol (TCP/IP) network like the internet, and the specific website page you requested.

General information, including cookies may be collected from you whenever you access or use the website.


Cookies are small data files which are sent from the website and stored on your computer by your website browser. The cookies used on this website are either to:

Enable you to navigate the website and find the information you are looking for, or

To give us general information about website activity, e.g. how many people visit the website, which pages they look at, what devices they use (PC's mobile phones etc). The information stored does not include any personal data.

For a detailed description of the types of cookies we use and on how you can control the use of cookies, please see our Cookie Policy.


Subject to certain limitations, you have the right to:

Request access to your personal information

Request correction or erasure of your information

Request the restriction of processing of your personal information

Object to the processing of your information

If you would like to request access, correction, erasure, restriction or object to the processing of your data please write to the Data Controller at Kingshill Farm, Elmley, Sheerness, Kent, ME12 3RW or by email at

You can also withdraw your consent for us to send you newsletters at any time, either by clicking the unsubscribe link at the end of any newsletter, or by writing or emailing us using the contact details above.


You have the right to make a complaint about our use of your information by either contacting the Data Controller at Kingshill Farm, Elmley, Sheerness, Kent, ME12 3RW or the UK Data Protection Supervisory Authority whose contact details are:

UK Supervisory Authority (ICO)

Address: Customer Contact Information Commissioner's Office Wycliffe House Water Lane Wilmslow SK9 5AF




We regularly review and, if appropriate, update this privacy policy from time to time, and as our services and use of personal data evolves. Any changes we may make to our privacy policy in the future will be posted on this site. If we want to make use of your personal data in a way that we haven’t previously identified, we will contact you to provide information about this and, if necessary, to ask for your consent.

The full privacy policy - updated on 02 November 2021 can be requested by emailing For any questions about our privacy policy, or to learn more about anything covered by it please email