Privacy Policy

Nottinghamshire Wildlife Trust is the leading wildlife conservation charity working to protect and enhance the wildlife and habitats of Nottinghamshire.

We care for a number of nature reserves across the county, including a mixture of valuable wildlife habitats ranging from beautiful wildflower meadows to splendid ancient woodlands.  We engage the local community through events, education and volunteering opportunities and seek to ensure our county is a healthy and wildlife rich place to live.

We are a leading voice in standing up for wildlife and the environment. Particular attention is given to positively influencing the planning process at the district, county and regional levels. We also work nationally in partnership with sister Wildlife Trusts.

Not only do we manage our own land, we also advise other landowners how to manage their land to benefit wildlife. We are always looking for new ways to secure the future of the county’s natural world and we are currently developing a range of projects that link habitats and landowners over large areas of land and seek to influence the management of whole landscapes, placing wildlife conservation at the heart of decision making.

We are committed to keeping the personal details of our members and supporters safe. This policy explains how and why we use your personal data, to ensure that you remain informed and in control of your information.

Any references to Nottinghamshire Wildlife Trust, the Trust, or to ‘we’ or ‘us’ refer to:

·         Nottinghamshire Wildlife Trust. We are a registered charity in England and Wales, and our registered charity number is 224168.

·         Nottinghamshire Wildlife Trust Trading Ltd, our charitable trading company; (registered company number 748865). The company is a wholly owned subsidiary of Nottinghamshire Wildlife Trust, which trades only to raise funds for our charitable organisation.

We use three key definitions to describe people mentioned in this policy. These are definitions used by the Information Commissioner’s Office (ICO), the UK’s independent body set up to uphold information rights (www.ico.org.uk)

·         ‘Data subject’: this is you, one of our loyal members and supporters. As the data subject, we respect your right to control your data.

·         ‘Data controller’: this is us, the Nottinghamshire Wildlife Trust. With your permission, we determine why and how your personal data is used (as outlined in this policy).

·         ‘Data processor’: this is a person, or organisation, who processes your data on our behalf, with your permission. For example, this might be a mailing house who sends your membership magazine to you, on our behalf (due to the size of our organisation, it’s more cost-effective to outsource ad-hoc and large-scale tasks like this).

When we work with other organisations or individuals in this way, we always set up a written contract with them to protect your data. The third parties we work with at no point ‘own’ your data, so you will never hear from them independently and they will always delete your data from their systems when they have completed the task in hand. We always send your data to partner organisations securely, to minimise the risk of it being intercepted by unknown individuals and/or organisations. 

We will never sell your personal data.

Should you wish to find out more about the information we hold about you, or about our privacy policy, please contact us:

Operations Manager

Telephone: 0115 958 8242

Email: info@nottswt.co.uk

The Old Ragged School, Brook Street, Nottingham, NG1 1EA

Our office hours are Monday – Friday, 9am – 5pm.

 We collect your personal data to administer your membership, which may involve:

·         Sending you your membership welcome pack when you first join us

·         Processing your Direct Debit subscription payments, if you have set this donation process up with us

·         Sending you your membership renewal letter

·         Getting in touch should there ever be any issues processing your subscription payment

The ICO define the lawful basis for processing your data for these purposes as ‘contractual’.

We collect your personal data to send you:

·         items you have purchased from our online shop

·         information about events you have booked onto

The ICO define the lawful basis for processing your data for these purposes as ‘contractual’.

We also collect your personal data so that we can send you information about our work that we feel will be of interest to you. This includes your membership magazine, fundraising appeals, events, campaigning opportunities, membership, services, products, newsletter requests, feedback, competitions and other activities, as well as information about other carefully selected organisations that we work in partnership with (such as Vine House Farm’s bird seed catalogue). From time to time, we may also use your personal data to ask for your opinion about our work.

This information is in addition to that outlined in sections a) and b) and is defined as ‘direct marketing’ by the ICO.

i)                    Gift membership

If your Wildlife Trust membership was purchased as a gift, we will use the address provided by the purchaser to send you information about our work in the post. This will include a ‘renewal letter’, which we will send you when your membership is due to expire, to see if you would like to continue supporting our charity. 

ii)                  When your membership has ended

Unless we hear from you directly, we will continue to send you information about our work for up to 12 months after your membership has ended. This is just in case your support was cancelled accidentally, by for example changing your bank account details, and you wish to update your details with us.

Your personal data also helps us to get to know you better and to develop a ‘profile’ of you on our secure supporter database. This ‘profile’ enables us to send you the information listed above in a timely and relevant way, to suit you. For example, keeping track of the donations you make to our organisation helps us to send you information about fundraising appeals that we feel you would like to hear about. Likewise, keeping a record of your wildlife interests that you may tell us about in one of our Membership Surveys, helps us to send you relevant project updates.

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)

We respect your right to update the way we get in touch with you about our work at any time.

If you are a Nottinghamshire Wildlife Trust volunteer, we collect your personal data so that we can keep in touch with you about, for example:

·         volunteer work programmes

·         changes to planned volunteer work programmes that you may be taking part in

·         the positive impact you have on our work, by sending you our volunteer newsletter

·         dedicated volunteer thank-you events

As defined by the ICO, the lawful basis for processing your data for these purposes is ‘contractual’ (where administering your volunteer record) and ‘legitimate interest’ (when sending you information about our work).

We will usually collect basic information about you, including your name, postal address, telephone number, email address and your bank details if you are supporting us financially. 

Most of the time, we collect this data from you directly. Sometimes this is in person; other times, it is over the telephone, in writing or through an email. Occasionally we obtain information, such as your telephone number or other contact details, from external sources (only where you have given permission for such information to be shared).

We also collect information about you that helps us to get to know you better. This may include:

• information about your wildlife interests, which you tell us through our Membership Surveys
• records of donations you’ve made towards fundraising appeals
• your preferences of how you would like us to contact you
• ways you’ve helped us through volunteering your time
• records of events you’ve attended, or campaigns or activities that you’ve been involved in

Sometimes we will collect other information about you such as your date of birth and gender. When we do so, we will be very clear as to why we are collecting such information, and we will only do so with your specific consent and permission.

We may also collect demographic and consumption data generated through geodemographic tools.  This may include gathering information from publicly available sources, such as Companies House, the Electoral Register, company websites, social networks, newspapers, magazines or property registers.  We may occasionally use profiling and wealth screening services provided by trusted third party organisations. You will always have the right to opt out of this processing.

We may also use publicly available sources to carry out due diligence on donors or potential donors, in line with our Fundraising Policy and to meet money laundering regulations.

To help aid our marketing services and our understanding of our supporters, from time to time we may share your details with trusted partners for the purpose of profiling and analytics. Any details processed would be done so under the grounds of legitimate interest. No sensitive information will be shared with any partners and any details shared would be deleted once the use case has elapsed.

If you do not wish your data to be collected or processed in any of these ways, or have questions about them, please contact us.

Head of Marketing and Communications 

Telephone: 0115 958 8242

Email: info@nottswt.co.uk

The Old Ragged School, Brook Street, Nottingham, NG1 1EA

Our office hours are Monday – Friday, 9am – 5pm.

 Other ways in which we collect personal data to get to know you better include our website.

Our website uses cookies, as almost all websites do, to help provide you with the best experience we can. Cookies are small text files that are placed on your computer or mobile phone when you browse websites.

Our cookies help us:

• Make our website work as you'd expect
• Remember your settings during and between visits
• Improve the speed/security of the site
• Allow you to share pages with social networks like Facebook
• Continuously improve our website for you

We do NOT use cookies to:

• Collect any personally identifiable information (without your express permission)
• Collect any sensitive information (without your express permission)
• Pass personally identifiable data to third parties
• Pay sales commissions
• You can learn more about all the cookies we use below

There are two types of cookie you may encounter when using this site:

• First party cookies: these are our own cookies, controlled by us and used to provide information about usage of our site.
• Third party cookies: these are cookies found in other companies’ internet tools which we are using to enhance our site.

First party cookies

This site uses cookies in several places – we’ve listed each of them below with more details about why we use them and how long they will last.

Cookies set by this website

Third party cookies

We use a number of suppliers who may also set cookies on their websites’ on its behalf. This site does not control the dissemination of these cookies. You should check the third party websites for more information about these.

Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.allaboutcookies.org

To opt out of being tracked by Google Analytics across all websites visit http://tools.google.com/dlpage/gaoptout

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.

When we do so, we will be very clear as to why we are collecting such information, and we will only do so with your specific consent and permission. In these situations, we collect the data from you directly.

If you are a volunteer then we may collect extra information about you, for example:

·         references

·         criminal records checks

·         details of emergency contacts

·         medical conditions

We may also collect sensitive personal data if you have an accident on one of our reserves. This information will be retained for legal reasons, for safeguarding purposes and to protect us (including in the event of an insurance or legal claim). If this does occur, we’ll take extra care to ensure your privacy rights are protected.

In line with data protection law, we will not collect, store or process your personal details if you are under 13 years of age; unless we have the express permission from your parent or guardian to do so.

If we have the permission of your parent or guardian, and you are a Wildlife Watch member, have a Watch membership or are part of a Family membership we will capture your date of birth at the point of joining. This is so that we can send you information that we feel is suitable to your age. 

Our Safeguarding policy is currently under review.  For further information please contact our HR Officer.  

All of the personal data we process is processed by our staff in the UK. However, for the purposes of IT hosting and maintenance your information may be situated outside of the European Economic Area (EEA). This will be done in accordance with guidance issued by the Information Commissioner’s Office.

Electronic data and databases are stored on secure computer systems and we control who has access to information (using both physical and electronic means). Our staff receive data protection training and we have a set of detailed data protection procedures which personnel are required to follow when handling personal data.

All electronic Nottinghamshire Wildlife Trust 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 online we will pass your credit card details securely to our payment providers Worldpay and/or Sagepay. Other payment methods (e.g. ApplePay) are handled in a similar manner.

Nottinghamshire Wildlife Trust complies with the payment card industry data security standard (PCI-DSS) published by the PCI Security Standards Council, and will never store card details.

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.

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 Nottinghamshire Wildlife Trust. CCTV will only be viewed when necessary (e.g. to detect or prevent crime) and footage is only stored temporarily. Unless it is flagged for review CCTV will be recorded over.

Nottinghamshire Wildlife 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.

We will only use and store information for as long as it required for the purposes it was collected for. We continually review what information we hold, and delete what is no longer required.

For further information, please see our Data Retention Policy.

This privacy notice outlines how we capture, store and use your data. If you have any questions about any elements of this policy, please contact us.

If you wish to obtain a record of the personal data we hold about you, through a Subject Access Request, we will respond within one month.

If we have captured information about you that is inaccurate or incomplete, we will update it.

You can ask us to remove or randomise your personal details from our records.

You can ask us to stop using your personal data.

You can ask to obtain your personal data from us for your own purposes.

You can ask to be excluded from marketing activity.

We respect your right not to be subject to a decision that is based on automated processing. 

 For more information on your individual rights, please see the Information Commissioner’s Office.

·         To provide a fair complaints procedure that is clear and easy to use for anyone wishing to make a complaint.

·         To publicise the existence of our complaints procedure so that people know how to contact us to make a complaint.

·         To make sure everyone in our organisation knows what to do if a complaint is received.

·         To make sure all complaints are investigated fairly and in a timely way.

·         To make sure that complaints are, wherever possible, resolved and that relationships are repaired.

·         To learn from complaints and feedback to help us to improve what we do.

All complaint information will be handled sensitively, in line with relevant data protection requirements.

Overall responsibility for this policy and its implementation lies with our Operations Manager.

For further information on how to make a complaint, please see our Complaints Policy.

For further assistance with complaints regarding your data, please contact the Information Commissioner’s Office, whose remit covers the UK.

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
SK9 5AF

Telephone: 0303 123 1113
Email: casework@ico.org.uk

February 2023
    
Date change takes effect:    1st April 2023

Section(s) changed:    4 b)

Original Text:
    We may also collect demographic and consumption data generated through geodemographic tools.

Updated Text:
    We may also collect demographic and consumption data generated through geodemographic tools.  This may include gathering information from publicly available sources, such as Companies House, the Electoral Register, company websites, social networks, newspapers, magazines or property registers.  We may occasionally use profiling and wealth screening services provided by trusted third party organisations. You will always have the right to opt out of this processing.

We may also use publicly available sources to carry out due diligence on donors or potential donors, in line with our Fundraising Policy and to meet money laundering regulations.

Opting out
    If you do not agree to the changes in our Privacy Policy you can opt out by emailing membership@nottswt.co.uk