1. INTRODUCTION
Hampshire & Isle of Wight Wildlife Trust (charity no. 201081) is committed to protecting your privacy and security. This policy explains how and why we use your personal data, to ensure you remain informed and in control of your information.
This Privacy Notice applies to anyone that the Trust comes into contact with, including but not exclusively; members, volunteers, the general public, professional contacts.
Hampshire & Isle of Wight Wildlife Trust asks its supporters to “opt-in” for marketing communications. This means you’ll have the choice as to whether you want to receive these messages and be able to select how you want to receive them (email, phone, or post).
You can decide not to receive communications or change how we contact you at any time. If you wish to do so please contact the Trust by emailing feedback@hiwwt.org.uk, writing to the Director of Finances and Resources, Hampshire & Isle of Wight Wildlife Trust, Beechcroft House, Vicarage Lane, Curdridge, Hampshire S032 2DP or telephoning 01489 774400 (Monday – Friday 9am to 5pm).
We will never sell your personal data, and will only ever share it with organisations we work with where necessary and if its privacy and security are guaranteed.
Questions?
Any questions you have in relation to this policy or how we use your personal data should be addressed to the Director of Finances and Resources, Hampshire & Isle of Wight Wildlife Trust, Beechcroft House, Vicarage Lane, Curdridge, Hampshire S032 2DP.
2. ABOUT US
In this policy wherever you see the words ‘the Trust’, ‘we’, ‘us’ or ‘our’ it refers to Hampshire & Isle of Wight Wildlife Trust and any other wholly owned subsidiary companies.
3. WHAT INFORMATION WE COLLECT
Personal data you provide
We collect data you provide to us in the course of our usual operations. This includes information you give when joining or communicating with us. For example:
- personal details (name, date of birth, email, address, telephone etc.) when you become a member or supporter;
- financial information (payment information such as credit/debit card or direct debit details, and whether donations are gift-aided. Please see section 8 for more information on payment security); and
- details of your interests and preferences (such as campaigns, the ways you support us or types of wildlife you enjoy).
- Medical and next of kin information when you register to volunteer with us or attend an event when this is necessary.
Information created by your involvement with the Trust
Your activities and involvement with the Trust will result in personal data being created. This could include details of how you’ve helped us by volunteering or being involved with our campaigns and activities.
If you decide to donate to us then we will keep records of when and how much you give to a particular cause.
Information we generate
We conduct research and analysis on the information we hold, which can in turn generate personal data. For example, by analysing your interests and involvement with our work we may be able to build a profile which helps us decide which of our communications are likely to interest you. Section 7 contains more information about how we use information for profiling and targeted communications.
Information from third parties
We sometimes receive personal data about individuals from third parties. For example, if we are partnering with another organisation (e.g. you provide your information to another charity we’re collaborating with on a conservation project). Also, as explained in Section 12, we may use third parties to help us conduct research and analysis on personal data (and this can result in new personal data being created).
Your information may be shared with us by independent third parties when you have indicated that wish to support the Trust with your consent (for example, Justgiving or Virgin Money Giving). You should check their Privacy Notice when you provide your information to understand fully how they will process your data.
We may collect information from social media where you have given us permission to do so, or if you post on one of our social media pages.
Sensitive personal data
We do not normally collect or store sensitive personal data (such as information relating to health, beliefs or political affiliation) about supporters and members. However there are some situations where this will occur (e.g. if you volunteer or work with us or if you have an accident on one of our reserves). If this does occur, we’ll take extra care to ensure your privacy rights are protected.
Accidents or incidents
If an accident or incident occurs on our property, at one of our events or involving one of our staff (including volunteers) then we’ll keep a record of this(which may include personal data and sensitive personal data). We may also be required to share this with the appropriate statutory bodies.
Volunteers
If you are a volunteer then we may collect extra information about you (e.g. references, criminal records checks, details of emergency contacts, medical conditions etc.). This information will be retained for legal reasons, to protect us and you (including in the event of an insurance or legal claim) and for safeguarding purposes.
4. HOW WE USE INFORMATION
We only ever use your personal data with your consent, or where it is necessary in order to:
- enter into, or perform, a contract with you;
- comply with a legal duty;
- protect your vital interests;
- for our own (or a third party’s) lawful interests, provided your rights don’t override these.
In any event, we’ll only use your information for the purpose or purposes it was collected for (or else for closely related purposes):
Marketing
We use personal data to communicate with people, to promote the Trust and to help with fundraising. This includes keeping you up to date with our news, updates, campaigns and fundraising information. For further information on this please see Section 6.
Administration
We use personal data for administrative purposes (i.e. to carry on our charity and conservation work). This includes:
- receiving donations (e.g. direct debits or gift-aid instructions);
- maintaining databases of our volunteers, members and supporters;
- performing our obligations under membership contracts;
- fulfilling orders for goods or services (whether placed online, over the phone or in person);
- helping us respect your choices and preferences (e.g. if you ask not to receive specific or marketing material, we’ll keep a record of this).
Internal data analysis
We carry out analysis of the data from our supporters, donors and volunteers, to determine the success of campaigns and appeals, better understand behaviour and responses and identify patterns and trends. This helps inform our work and makes the Trust a stronger and more effective organisation. Understanding our supporters, their interests and what they care about also helps us provide a better experience (e.g. through more relevant communications).
Anonymised data
We may aggregate and anonymise personal data so that it can no longer be linked to any particular person. This information can be used for a variety of purposes, such as recruiting new supporters, or to identify trends or patterns within our existing supporter base. This information helps inform our actions and improve our campaigns, products/services and materials.
5. DISCLOSING AND SHARING DATA
We will never sell your personal data. If you have opted-in to communications, we may contact you with information about our partners, or third party products and services, but these communications will always come from the Trust and are usually incorporated into our own communications (e.g. leaflets or articles in magazines or email newsletters).
We may share personal data with subcontractors or suppliers who provide us with services. For example, if you order something from the Trust’s online shop, your name and address may be shared with a delivery company. However, these activities will be carried out under a contract which imposes strict requirements on our supplier to keep your information confidential and secure.
Occasionally, where we partner with other organisations, we may also share information with them (for example, if you register to attend an event being jointly organised by us and another charity). We’ll only share information when necessary and for the purposes that you have provided the data to us.
6. MARKETING
As defined by the ICO, we use two different lawful bases for processing your data for ‘direct marketing’ purposes:
i) Legitimate interest
This is where we have identified a genuine and legitimate reason for contacting you, which crucially does not override your rights or interests
We use legitimate interest to send you the information listed above by post or telephone (if you are not registered with the Telephone Preference Service, and you have given us your telephone number).
ii) Opt-in consent
This is where you have given us express permission to contact you by particular communication channels.
We use opt-in consent to send you the information listed above by email, text message (SMS) or telephone (if you are registered with the Telephone Preference Service)
You can decide not to receive communications or change how we contact you at any time. If you wish to do so please contact feedback@hiwwt.org.uk, writing to the Membership Team, Hampshire & Isle of Wight Wildlife Trust, Beechcroft House, Vicarage Lane, Curdridge, Hampshire S032 2DP or telephoning 01489 774400 (Monday – Friday 9am to 5pm).
What does ‘marketing’ mean?
Marketing does not just mean offering things for sale, but also includes news and information about:
- our charity, campaigns and conservation work;
- our role in educating the public in conservation of the natural environment;
- volunteering opportunities and how you can help protect wildlife;
- appeals and fundraising;
- our events, activities and local groups;
- products, services and offers (our own, and those of third parties which may interest you);
- leaving a legacy;
- taking part in projects.
When you receive a communication, we may collect information about how you respond to or interact with that communication, and this may affect how we communicate with you in future.
Newsletters and magazines
Membership magazines are provided as a benefit to our members. We send these out to all our members (unless you specifically ask us not to) and you can choose to unsubscribe from general marketing communications without giving up your subscription to your regular magazine. However, please be aware that member magazines do include fundraising information.
Fundraising
As a charity, we rely on donations and support from others to continue our work. From time to time, we will contact members and supporters with fundraising material and communications. This might be about an appeal or to suggest ways you can raise funds (e.g. a sponsored event or activity, or even buying a product if the Trust will receive some of the proceeds).
As with other marketing communications, we’ll only contact you specifically about fundraising if you’ve opted into to receiving marketing from us (and you can, of course, unsubscribe at any time).
Some of our membership recruitment is carried out by South West Wildlife Fundraising Ltd (SWWFL). We may use third parties to carry out fundraising on our behalf. For example, we may use a third party to call supporters (who have agreed to be contacted by phone) about campaigns or fundraising.
When your membership has ended, unless we hear from you directly, we will continue to contact you about our work for up to 6 months after your membership has ended. This is just in case your support was cancelled accidentally, for example changing your bank account details, and you wish to update your details with us.
7. BUILDING PROFILES OF SUPPORTERS AND TARGETING COMMUNICATIONS
This section explains how and why we use personal data to build profiles which enable us to understand our members and supporters, improve our relationship with them, and provide a better supporter experience.
Analysis and grouping
We use profiling techniques to ensure communications are relevant and timely, and to provide an improved experience for our supporters. Profiling also allows us to target our resources effectively, which donors consistently tell us is a key priority for them. We do this because it allows us to understand the background of the people who support us and helps us to make appropriate requests to supporters about areas of our work that may interest them.
The profiling we carry out includes analysing our supporters to determine common characteristics and preferences. We do this by assessing various types of information including behaviour (e.g. previous responses) or demographic information (e.g. age or location). In doing this, we may use additional information from third party sources when it is available.
By grouping people together on the basis of common characteristics, we can ensure that group is provided with communications, products, and information which are of most important to them. This helps prevent your inbox from filling up, and also means we aren’t wasting resources on contacting people with information which isn’t relevant to them.
8. YOUNG PEOPLE
Data
Some of the services we offer are aimed specifically at young people (for example our Wildlife Watch and Wildlife Tots sessions) and to deliver these services safely it is necessary for us to collect data.
When we collect and manage information from young people (under the age of 18) we aim to manage it in a way which is appropriate for the age of the child. The information is usually collected when young people attend our education activities and initiatives (for example medical information for H and S purposes).
We won’t use young people’s personal data for marketing purposes and we won’t profile it.
Parental permission: If your child is under 18 then we’ll need permission from you as their parent or guardian for them to attend events without parents or guardians or to be included in a photograph to be used by the Trust for marketing purposes.
Information for parents
We take great care to protect and respect the rights of individuals in relation to their personal data, especially in the case of children. If your child is under 18, we’ll only use his or her personal data with your consent.
Youth membership and young people’s information
The Trust’s adult membership is available to individuals aged 16 and over. Under 16s can have Wildlife Watch membership purchased for them by an adult or as part of a family membership.
If a young member turns 16 and wishes to join the Trust as an adult, some of the personal data we hold about that individual will be carried over to their member profile.
9. HOW WE PROTECT DATA
We employ a variety of physical and technical measures to keep your data safe and to prevent unauthorised access to, or use or disclosure of your personal information.
Electronic data and databases are stored on secure computer systems and we control who has access to information.
Payment security
All electronic forms that request financial data will use the Secure Sockets Layer (SSL) protocol to encrypt the data between your browser and our servers.
If you use a credit card to donate, purchase a membership or purchase something on-line we will only collect the relevant payment information needed for the transaction. We will not request pin numbers or bank security information. The relevant details will be transferred securely using SSL in order to process the payment.
Of course, we cannot guarantee the security of your home computer or the internet, and any online communications (e.g. information provided by email or our website) are at the user’s own risk.
CCTV
Some of our premises have CCTV and you may be recorded when you visit them. CCTV is there to help provide security and to protect both you and the Trust. CCTV will only be viewed when necessary (e.g. for security reasons or to detect or prevent crime)
The Trust complies with the Information Commissioner’s Office CCTV Code of Practice, and we put up notices so you know when CCTV is in use.
10. STORAGE
Where we store information
The Trust’s operations are based solely in the UK and we store our data within the European Union. Some organisations which provide services to us may transfer personal data outside of the EEA, however these transfers will be subject to adequate data protections.
How long we store information
Under forthcoming data regulations, we will be required to make sure that we use and store information for so long as it is required for the purposes it was collected for. How long information will be stored for depends on the information in question and what it is being used for.
We will regularly review what information we hold and delete what is no longer required.
11. KEEPING YOU IN CONTROL
We want to ensure you remain in control of your personal data. Part of this is making sure you understand your legal rights, which are as follows:
- the right to confirmation as to whether or not we have your personal data and, if we do, to obtain a copy of the personal information we hold (this is known as subject access request);
- the right to have your data erased (though this will not apply where it is necessary for us to continue to use the data for a lawful reason);
- the right to have inaccurate data rectified;
- the right to object to your data being used for marketing or analysis; and
- where technically feasible, you have the right to see personal data you have provided to us which we process automatically on the basis of your consent or the performance of a contract. This information will be provided in a common electronic format.
Please keep in mind that there are exceptions to the rights above and, though we will always try to respond to your satisfaction, there may be situations where we are unable to do so.
If you would like further information on your rights or wish to exercise them, please write to our Director of Finances and resources at Hampshire & Isle of Wight Wildlife Trust, Beechcroft House, Vicarage Lane, Curdridge, Hampshire S032 2DP or telephone 01489 774400 (Monday – Friday 9am to 5pm).
Complaints
You can complain to the Trust directly by contacting our data protection officer using the details set out above. If you wish to make a complaint (including a complaint about fundraising activity) which does not directly relate to your data protection and privacy rights, you can do so in accordance with our charity’s complaints policy by contacting complaints@hiwwt.org.uk.
If you are not happy with our response, or you believe that your data protection or privacy rights have been infringed, you can complain to the UK Information Commissioner’s Office which regulates and enforces data protection law in the UK. Details of how to do this can be found at www.ico.org.uk
12. COOKIES AND LINKS TO OTHER SITES
Cookies
Our website uses local storage (such as cookies) to provide you with the best possible experience and to allow you to make use of certain functionality (such as being able to shop online). For more information check Our Cookies Policy.
Links to other sites
Our website contains hyperlinks to many other websites. We are not responsible for the content or functionality of any of those external websites (but please let us know if a link is not working).
If an external website requests personal information from you (e.g. in connection with an order for goods or services), the information you provide will not be covered by the Trust's Privacy Policy. We suggest you read the privacy policy of any website before providing any personal information.
Social Media Sites
We operate a number of social media pages (including Facebook, Twitter, YouTube and Instagram). Although this policy covers how we will use any data collected from those pages, it does not cover how the providers of social media websites will use your information. Please ensure you read the privacy policy of the social media website before sharing data and make use of the privacy settings and reporting mechanisms to control how your data is used.
13. CHANGES TO THIS PRIVACY POLICY
We’ll amend this Privacy Policy from time to time to ensure it remains up-to-date and accurately reflects how and why we use your personal data. The current version of our Privacy Policy will always be posted on our website.
This Privacy Policy was last updated on 23rd June 2020.