Data Protection and Privacy policy

Date written: May 2018

Date approved: May 2018

To be reviewed: On introduction of website donation capability and/or annually whichever comes earlier.

Status: PUBLIC

Responsible person: Chief Executive Officer - Elizabeth Radford

This privacy and personal data policy applies to Eden Rivers Trust and its activities throughout the UK.  The Eden Rivers Trust is a Registered Charity in England and Wales, Registered Charity Number 1123588.

Eden Rivers Trust (ERT) is committed to protecting your privacy and security.  This policy sets out how ERT collects and processes personal data which we collect from you or which you provide to us. This applies to our website and to data you provide by post, email, phone or any other means. Any changes to this policy will be posted on this page. 

Whenever you provide personal information, we will treat that information in accordance with this policy, with current legislation on protection and use of data and with best practice guidance from organisations such as the Charity Commission and Fundraising Regulator.  We will always comply with any preferences you express on how you would like us to communicate with you.

If you indicate that you wish to receive regular information and news about river conservation and ERT’s activities, we will send you communications by post, email and phone.  These will include details of how you can help conserve Eden’s Rivers, for example by volunteering, donating or becoming a regular supporter or ‘Friend’.

If you have already supplied us with personal information, you can change your preferences for how we keep in touch or opt out of communications at any time by contacting our office:

Eden Rivers Trust, Dunmail Building, 
Newton Rigg College, Penrith CA11 0AH

Tel: + 44 (0) 1768 866788

Email: office@edenrt.org

 

The data we collect

Website
You can use most of the features of our website without disclosing any personal information. The optional features of this site, relating to receiving our newsletter ask you to provide some personal information: your name and e-mail address.

When you are on the website and are asked for personal information, you are sharing that information with Eden Rivers Trust (ERT) alone, unless a service provider requires your data.

Examples of service providers are the companies which help us communicate with you such as MailChimp. ERT will not disclose any of your personal information, except under special circumstances, such as when we believe the law requires it.

Personal data you provide

We collect data you provide to us. This includes information you give when you become a supporter or volunteer, register an interest in our activities or news, or communicate with us. For example:

- personal details (name, date of birth, email, address, telephone etc.) when you become a supporter or join in our activities;

- financial information (payment information such as credit/debit card or direct debit / bank account details), and whether donations are gift-aided;

- details of your interests and preferences (such as campaigns, the ways you support us or types of environmental activities you enjoy).

If you allow us to use photographs you have taken, we may store your name and the fact that you have given us permission to use them.  If you are pictured in a photograph and have given us permission to use it, we will record this.

Some data may be passed to us via a third party, such as an on-line donation site like JustGiving, if you have given them permission.

Information created by your involvement with ERT

Your activities and involvement with ERT 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 donate, we will keep records of when and how much you give and whether it is for a particular activity.

Information from third parties

Occasionally, we may collect information about individuals who support us (e.g. particularly well known or influential people) from public sources. This could include noting what we see in the news or other media and information on public databases (such as Companies House). We don’t do this for everyone.  It is the exception not the rule.

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. However there are some situations where this will occur (e.g. if you volunteer with us or if you have an accident on one of our volunteer days or at one of our events). If this does occur, we’ll take care to ensure your privacy rights are protected.

Accidents or incidents

If an accident or incident occurs at our offices,  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, such as information relating to health).

Volunteering

If you are a volunteer (either specifically for ERT or if you are helping us for other reasons - for example you work for another organisation which is running an event with us) 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 (including in the event of an insurance or legal claim) and for safeguarding purposes.  We may also process your bank account details, if you claim expenses.

How we use your personal data

We may process your personal information for carefully considered and specific purposes which are permitted by regulations and enable us to carry out our charitable work or the services we provide to our supporters.

ERT will use your details for:

- Thanking you for the help you have given river conservation

- Communications about our conservation work and campaigns, about threats to rivers, how we’re addressing them and what you can do to help

- Volunteer activities you undertake, in a personal or work capacity, including processing any biological data you collect and share, and paying expenses, if you are entitled to claim them.

- ERT’s fundraising and marketing

- Fulfilment of orders for goods and services or details of events you are coming to

- Administration of donations and legacies

- Claiming Gift Aid

- Supporter surveys

- Fraud prevention

- In-house analysis to understand the interests of our supporters and the effectiveness of our fundraising

- Improving the services we provide and our efficiency, so we can do more conservation

- Processing any payments due to you or handling any contract we have entered into with you

- Administration of externally organised events you have chosen to participate in to support ERT, such as sporting events, in which case we may need to pass on your personal contact details to the relevant organisation.

You have the right to stop us processing your data if you wish, except where there is a legal requirement to do so.  You can express your preferences by contacting us:

The Administration and Finance Assistant

Eden Rivers Trust. Dunmail Building, 
Newton Rigg College, Penrith CA11 0AH

Tel: + 44 (0) 1768 866788

Email: office@edenrt.org

Eden Rivers Trust:

- Will always comply with the law.

- Will never give, exchange, sell or rent your details to anyone.

- Will always follow the strict code of conduct set out by the Fundraising Regulator (https://www.fundraisingregulator.org.uk/code-of-fundraising-practice/code-of-fundraising-practice/).

- Will always comply with your preferences on how we communicate, including requests to unsubscribe from our mailing lists.

Exceptionally contractors of ERT may be given access to data for specific tasks, for example when we use a mailing company which can cut the cost of postage. They are not free to use it for any other purpose.  Where other companies are used to capture data or undertake fulfilment services on our behalf, these activities are carried out under contract in compliance with all legal requirements. 

 

Your preferences

By providing personal data you consent to its processing as described in this Policy.

If you do not wish to receive information in any or all of following ways - mail, telephone, e-mail, SMS – or wish to express other preferences, contact

The Administration and Finance Assistant, Eden Rivers Trust, Dunmail Buildings, Newton Rigg College, Penrith , CA11 0AH.

Telephone: + 44 (0) 1768 866788

Email: office@edenrt.org

 

Disclosure of data

Where other companies are used to capture data or undertake fulfilment services on our behalf (for example when we use a mailing company which can cut the cost of posting magazines), these activities are carried out under contract in compliance with all legal requirements.  We never pass on your details for another company or charity to use for their own purposes.  We will only disclose information if we are legally obliged to do so.

If you carry out botanical recording and share data with us, your name as the recorder (but not any contact details) may be passed to other organisations as part of the data. If you ask us not to include your name, we will remove it.

Parents and guardians

We encourage you to be aware of the activities in which your children are participating both offline and online, particularly with regard to third party websites. If your children voluntarily disclose information, this may encourage unsolicited messages. We suggest that you discourage your child from providing any information without your consent.

Access to your own information

You can contact us anytime by letter, email or telephone to change or update your details, or obtain a copy of your record.

If you have any problems or queries about your data, please contact:

The Administration and Finance Assistant, Eden Rivers Trust, Dunmail Buildings, Newton Rigg College, Penrith , CA11 0AH.

Telephone: + 44 (0) 1768 866788

Email: office@edenrt.org

 

Cookies and tracking

A cookie is a piece of data about a website that is stored in your web browser. Cookies are often used to store choices about how you use the site to improve your user experience. The ERT website makes use of cookies in this way, and also helps us get a feel for what it is you are looking at. They're anonymous, they only give us information about the number of visitors to our site, so we don't know what you personally are looking at, just that someone has looked at what you've looked at.

Some parts of our site rely on cookies, but we will tell you where and when. Most browsers will allow you to control how cookies are handled, whether they are accepted and how long they are stored for. All browsers do this differently, but if you're concerned about privacy and security then please have a look in the 'help' documentation for your particular browser.

 

Financial security

All electronic forms that request credit card or bank details use the SSL (Secure Sockets Layer) protocol. Most browsers (Microsoft Explorer, Chrome, Mozilla Firefox, Safari, etc) support SSL. The link between your browser and the server is secure if your browser displays a small padlock or key symbol somewhere in the frame, or the address bar shows a web address beginning https:// (rather than http://). Any hard copies of financial data is stored securely in locked cabinets.

Links to third party websites

The ERT website contains hyperlinks to other websites. This information is supplied in good faith, in case it is of interest, or use, to ERT website users. ERT is not responsible for the content or functionality of any of these external websites and this Policy does not apply to them.

Data Breach

If there is a breach in personal data security leading to its accidental or unlawful destruction, loss, alteration, unauthorised disclosure, unauthorised access. We will assess the risk to people’s rights and freedoms and take appropriate action. If the breach is likely to result in a high risk of adversely affecting individuals’ rights and freedoms, we will inform those individuals without delay and notify the Information Commission Office within 72 hours.

We will document all breaches and near breaches of personal data security.

Complaints

You can complain to ERT by contacting The Administration and Finance Assistant, Eden Rivers Trust, Dunmail Buildings, Newton Rigg College, Penrith , CA11 0AH. Telephone: + 44 (0) 1768 866788, Email: office@edenrt.org.

We review all comments and complaints and consider changing our practices.

Notification of change of Privacy Policy

If you have any queries regarding this policy please contact us at the address above.

ERT reserves the right to amend this Privacy Policy at any time. Any change will be posted on our website and will take effect on publication. Your continued use of our website after changes are posted constitutes your acceptance of these Terms and Conditions.