This notice tells you what personal data we collect, why we collect it, how we look after it and what rights you have.
Who we are
FIELD STATION is an action lab and consultancy. We are FIELD STATION LTD, a private limited company registered in England and Wales (company number 17318613). Our registered office is 20 Wenlock Road, London, England, N1 7GU. For questions about your data, email privacy@fieldstation.xyz. We have applied to register with the Information Commissioner's Office, and we will add our registration reference here once it arrives.
If you take part in a project for one of our clients
Often we run a project on behalf of a client, such as a charity or public body. In that case the client usually decides how your data is used, and its privacy notice applies. We handle your data only on the client's instructions. If you contact us about your data, we will pass your request to the client and help it respond.
The rest of this notice covers data where we decide how it is used.
What we collect and why
| What we use your data for | What we collect | Our legal basis |
|---|---|---|
| Replying when you email us | Your name, email address and message | Legitimate interests |
| Sending Signals, our monthly email | Your email address | Consent. You can unsubscribe at any time |
| Running projects where we decide how data is used | Your name, contact details, organisation, attendance and feedback | Legitimate interests |
| Meeting your access needs, if you tell us about them | Information about your access needs | Your explicit consent |
| Working with clients, associates and suppliers, including contracts and invoices | Business contact details and payment details | Contract and legal obligation |
| Keeping people safe, if a safeguarding concern arises | Details of the concern | The safeguarding condition in the Data Protection Act 2018, or the need to protect someone's life |
Our website
Our websites, including fieldstation.xyz and notes.fieldstation.xyz, do not use cookies, analytics or any other tracking. If you switch between the light and dark themes, your browser remembers your choice on your own device. We never see it.
Framagit Pages hosts our websites. It is run by Framasoft, a French non-profit, and may keep basic server logs, such as IP addresses, for a short time to keep the service secure. Our pages load fonts from Bunny Fonts, a service based in the EU that does not track visitors.
We send Signals using listmonk, open-source newsletter software that we run ourselves. Your email address stays on our own server, in a UK data centre, for as long as you are subscribed.
Who we share your data with
We share your data only with:
- the client or funder for a project, where the project needs it, using data that cannot identify you wherever we can
- the associates working on that project, under written agreements
- service providers that store or send data for us, listed in our information security statement
- professional advisers, such as our accountant
- official bodies, where the law says we must.
We do not sell your data or share it for marketing.
Sending data outside the UK
Most of our service providers store data in the European Economic Area or Switzerland. The UK recognises these places as protecting personal data properly. One provider is based in the United States: Google, whose Drive we sometimes use with clients. The UK–US data bridge covers Google.
How long we keep your data
- Project data: the length of the project plus three years, then we delete or anonymise it.
- Newsletter: until you unsubscribe.
- Email enquiries: up to two years after our last contact.
- Contracts and invoices: six years, in line with HMRC rules.
How we keep your data safe
We use encrypted storage and email, two-factor login and a password manager. Only people who need your data for a project can see it. Our information security statement has more detail.
Your rights
You can ask us to:
- tell you what data we hold about you and give you a copy
- correct data that is wrong
- delete your data
- limit or stop some uses of your data
- give you your data in a portable format, in some cases.
Where we rely on your consent, you can withdraw it at any time. Email privacy@fieldstation.xyz. We reply within one month.
Complaints
If you are unhappy with how we have handled your data, please tell us first at privacy@fieldstation.xyz. We will acknowledge your complaint within 30 days, look into it and tell you what we find. You have the right to complain to the Information Commissioner's Office too, at ico.org.uk or on 0303 123 1113.
Changes to this notice
We review this notice every year. If we make an important change, we will say so on this page and, where we can, tell the people it affects.