Privacy policy

Warwickshire Wildlife Trust is the leading local independent conservation organisation. Our mission is to bring people closer to nature and create a land rich in wildlife.

Supported by our passionate members and dedicated volunteers we are working to bring about nature’s recovery across Warwickshire, Coventry and Solihull through practical action, education and influencing behaviour change.

This privacy policy sets out how Warwickshire Wildlife Trust uses and protects any information that you give Warwickshire Wildlife Trust directly or share with us through third parties.

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 Warwickshire Wildlife Trust, the Trust, or to ‘we’ or ‘us’ refer to:

Warwickshire Wildlife Trust - we are a registered charity in England and Wales, and our registered charity number is 209200.

Middlemarch Environmental Ltd is our subsidiary trading company (registered company number 02593908). The company is a wholly owned subsidiary of Warwickshire Wildlife Trust, and trades only to raise funds for the charity.

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 or supporters. As the data subject, we respect your right to control your data.

‘Data controller’: this is us, Warwickshire Wildlife Trust. As data controller 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:

Director of Marketing and Fundraising  

Brandon Marsh Nature Centre, Brandon Lane, Coventry, CV3 3GW.

Telephone: 024 7630 2912

Email: enquiries@wkwt.org.uk  

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

We use your personal data to keep in touch with you.

We will only ever collect, store and use your personal data when we have an identified purpose and reason to do so. The ICO refers to this as a ‘lawful basis’. Further information about why we collect your personal data is outlined below. 

i) To administer your Warwickshire Wildlife Trust membership

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 and membership cards
• Getting in touch should there ever be any issues processing your subscription payment
• Any other changes affecting your membership or membership benefits

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

ii) To send you items purchased from our online shop or information and tickets for event bookings

We collect your personal data to send you:

• items you have purchased from our online shop
• information about events you have booked a place on

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

iii) To send you information about our work and ask for your opinion

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 fundraising appeals, events, campaigning opportunities, products, newsletter requests, feedback, competitions, and other activities, as well as information about other carefully selected organisations that we work in partnership with. 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 i) and ii) and is defined as ‘direct marketing’ by the ICO. 

iv) Joint and family membership

If you are a joint or a family member of Warwickshire Wildlife Trust, we will address communications to all adults listed on your membership and any children (if we have permission to do so).

v) 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.

vi) When your membership has ended

Unless we hear from you directly, or have received express consent for further contact, 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 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:

• 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, email or telephone (if you are not registered with the Telephone Preference Service, and you have given us your telephone number).

• Opt-in consent

This is where you have given us express permission to contact you by specific communication channels.

We use opt-in consent to send you the information listed above by email or telephone (even 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. 

ix) To enable you to volunteer with us 

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

• 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 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). 

x) To buy or sell goods or services

We collect personal data to comply with contractual responsibilities when we buy and sell goods and services from others.

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

xi) To meet our legal obligations

We collect personal data to comply with legal obligations such as providing information to bodies such as HMRC, Charity Commission, Companies House, HSE.

The ICO define the lawful basis for processing personal data for these purposes as ‘legal obligation’.

xii) To enable effective functioning of our organisation

We collect personal data to enable the Trust to operate effectively in a variety of ways such as:

• responding to complaints,
• complying with regulators e.g. Fundraising Preference Service, Fundraising Regulator
• safeguarding, health and safety, security
• maintaining records to comply with donor requirements
• maintaining historical records of reserve management and biological field records
• liaising with landowners and tenants about conservation activities
• running engagement activities such as events and competitions
• evaluating events, campaigns and website activity
• research and statistical analysis

The ICO define the lawful basis for processing personal data for these purposes as ‘legitimate interest’

i) Basic information

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, online or through an email.

ii) Getting to know you better

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

• information you share with us about your wildlife interests
• 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
• records of events you’ve attended, or campaigns or activities that you’ve been involved in
• information given to the Trust about your intentions of leaving a gift in your will

Sometimes we will collect other information about you such as your date of birth, gender and information relating to equality and diversity. 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.

Once again, most of the time we collect this data from you directly.

We want to make sure we use our resources as effectively as possible to help us engage with our supporters appropriately. To achieve this, we use profiling techniques or use third party wealth screening companies to provide us with general information about you. Such information is compiled using publicly available data about you, such as Companies House or the media, or information that you have already provided to us. Wealth screening enables us to better target our conversations about fundraising and therefore generate funds cost effectively. We use legitimate interest as the legal basis for this processing.

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

Director of Marketing and Fundraising  

Brandon Marsh Nature Centre, Brandon Lane, Coventry, CV3 3GW.

Telephone: 024 7630 2912

Email: enquiries@wkwt.org.uk  

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

Other ways in which we collect personal data to get to know you better include:

iii) Our website

Our website uses ‘cookies’ 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

For information please see our Cookies Policy

iv) Sensitive personal data

We do not normally collect or store sensitive personal data 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
• equality and diversity monitoring

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.

v) Children and young people

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, 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. 

For further information, please see our ‘Safeguarding Vulnerable People’ policy which is available on request.

i) Security

All 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 and cloud-based 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.

ii) Payment security

All electronic Warwickshire 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 provider.

Warwickshire 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.

iii) 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 Warwickshire Wildlife Trust.  CCTV will only be viewed when necessary (e.g. to detect or prevent crime) and footage is stored securely for 28 days and then erased, unless footage is flagged for review.

iv) Data retention policy

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 information on our 'Data Retention Policy' please visit the website link here.

Personal data relating to our principal objective of conservation may be held in our archive which is indexed by date and is not searchable by data subject.

We respect your right to control your data. Your rights include:

i) The right to be informed

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.

ii) The right of access

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.

iii) The right to rectification

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

iv) The right to erase

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

v) The right to restrict processing

You can ask us to stop using your personal data.

vi) The right to data portability

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

vii) The right to object

You can ask to be excluded from marketing activity.

viii) Rights in relation to automated decision making and profiling.

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.

 

Warwickshire Wildlife Trust wants to exceed your expectations in everything we do. However, we know that there may be times when we do not meet our own high standards. When this happens, we want to hear about it, to deal with the situation as quickly as possible and put measures in place to stop it happening again.

We take complaints very seriously and we treat them as an opportunity to develop our approach. This is why we are always very grateful to hear from people who are willing to take the time to help us improve.

Our policy is:

• 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.

 

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

Responsibility
Overall responsibility for this policy and its implementation lies with our Chief Executive Officer.

For further information on how to make a complaint, please see our complaints policy.  

Information Commissioner’s Office

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

 

We are not responsible for the privacy practices or the content of any other websites linked to our website. If you have followed a link from this website to another website you may be supplying information to a third party.

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

Director of Marketing and Fundraising 
Telephone: 024 7630 2912
Email: enquiries@wkwt.org.uk
Brandon marsh Nature Centre, Brandon Lane, Coventry, CV3 3GW
Our office hours are Monday – Friday, 9am – 5pm.

November 2023

Here are the changes which have been made to the privacy policy effective from 17 November 2023.

• Addition to ‘3. Why do we collect your personal data’, i), adding more clarity to how we administer your Warwickshire Wildlife Trust membership: ‘Any other changes affecting your membership or membership benefits’
• Clarification in ‘3. Why do we collect your personal data’ about who we can contact as part of your joint and family membership. iv): ‘If you are a joint or a family member of Warwickshire Wildlife Trust, we will address communications to all adults listed on your membership and any children (if we have permission to do so).’
• Change to ‘3. Why do we collect your personal data’, vi), after your membership ends, we will continue to send you information about our work for up to 12 months, unless you request to no longer receive contact from us – changed from 6 months: ‘Unless we hear from you directly, or have received express consent for further contact, we will continue to send you information about our work for up to 12 months.’ 
• Addition to ‘4. What kind of personal data do we collect? How do we collect it?’, ii), clarifying when we gain information you give to the Trust about your intentions of leaving a gift in your will: ‘information given to the Trust about your intentions of leaving a gift in your will.'
• Change to ‘4. What kind of personal data do we collect? How do we collect it?’ outlining how we use profiling and wealth screening techniques by collecting demographic and consumption information from publicly available data and trusted third parties. Change made to ii): ‘We want to make sure we use our resources as effectively as possible to help us engage with our supporters appropriately. In order to achieve this, we use profiling techniques or use third party wealth screening companies to provide us with general information about you. Such information is compiled using publicly available data about you, such as Companies House or the media, or information that you have already provided to us. Wealth screening enables us to better target our conversations about fundraising and therefore generate funds cost effectively.’
• Clarification in ‘6. How do we store your data?’, iii), on how long we store CCTV footage: ‘Footage is stored securely for 28 days and then erased, unless footage is flagged for review.’