Privacy Notice

Please view the privacy notice most relevant to you:

Our Privacy Notice: Keeping Your Personal Data Safe

Sheffield & Rotherham Wildlife Trust works for a better future for wildlife, people and the green spaces we all rely on. We are a legally registered as a charity and a company in the name of ‘Sheffield Wildlife Trust’ and one of network of 46 Wildlife Trusts across the UK. Our registered charity number is 700638.

Wildscapes, our Community Interest Company, is a registered company number: 5911369. This company is a wholly owned subsidiary of Sheffield & Rotherham Wildlife Trust and trades only to raise funds for our charitable organisation.

These privacy notices apply to both the Trust and Wildscapes.

Our Policy: Sheffield & Rotherham Wildlife Trust (SRWT) is committed to keeping an individual’s personal details safe. We will never sell your personal data.

 


 

Becoming a member of Sheffield & Rotherham Wildlife Trust
Becoming a volunteer with Sheffield & Rotherham Wildlife Trust
Interested in our work? Subscribing to our contacts list
Booking an event and buying online
Getting involved in a Nature Reserve group, Natural Neighbours, Wild@Heart or similar Trust project
Using our website
Children, young people and vulnerable adults
Outdoor learning services: groups, schools and teachers
Wildscapes contacts and clients
Sheffield Lakeland Landscape Partnership
What are your rights? Making a complaint

 


 

Becoming a member of Sheffield & Rotherham Wildlife Trust

Why do we collect your personal data and how do we use it

We collect personal data from you in order 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 be any issues about administering your membership

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

Joint and family membership: If you are a ‘joint’ or a ‘family’ member of our Wildlife Trust, we will collect personal data for all those listed on your membership. In line with data protection law, we will not collect, store or process personal details for children under 13 years of age; unless we have the express permission from a parent or guardian to do so.

If we have the permission of a parent or guardian, for Wildlife Watch members, 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.

Gift membership: If your Wildlife Trust membership was purchased as a gift, we will use the personal data 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 work.

If your membership has ended: Unless we hear from you directly, we will continue to send you information about our work for up to 6 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.

We will also collect additional personal data about you in order to get to know you better and contact you about our work in a timely and relevant way, to suit you. We will use this personal data to send you further information about our work that we think you will be interested in including: sending you a regular membership magazine, relevant project or campaign updates, fundraising appeals that we feel you would like to hear about, events, membership services, products, e-newsletters, 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 is in addition to administering your membership and is defined as ‘direct marketing’ 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 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 particular communication channels such as 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.

What kind of personal data do we collect?

To administer your membership, we will collect personal data from you that includes your name, address, email, phone number and bank details (for membership fees).

Most of the time, we collect this data from you directly. This may be online, in person, 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 may also collect information about you that helps us to get to know you better, including:

  • information about your wildlife interests, which you tell us through our 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
  • your opinion on our work or future activity

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

Sometimes we may collect information about your gender, age or ethnicity to help us monitor how inclusive we are across our community. We will only do so with your specific consent. In these situations, we collect the data from you directly and will be very clear about why and how we intend to use this information.

We may also collect demographic and consumption data about you (eg using ACORN categories), including information related to your wealth. This will be drawn from public registers and other publicly available sources such as Companies House, newspapers and magazines. If you do not wish your data to be collected in any of these ways, or have questions about them, please contact us.

How we store your data

The majority of the personal data processing we undertake is carried out by our staff at the Trust. For the purposes of IT hosting and maintenance this information is located on secure servers within the European Union, with the exception of Gmail and GDrive which is hosted by Google worldwide. We do, however, transfer some data to third parties eg financial data to our bank for processing, addresses to our mailing house. When we do so we will always have a contract in place with the relevant third party to ensure they will at no point have ownership over the data we provide.

We have data protection procedures in place to oversee the effective and secure processing of your personal data. Personal electronic data is held in databases 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.

Payment security: All electronic Sheffield & Rotherham 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 purchase a membership we do not see or have access to your card details. Instead, your details are passed (encrypted) directly for processing to one of our secure payment providers, PayPal or Stripe.

How long will we keep your data?

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. We hold membership personal data on our database for the period of your membership and beyond for an indefinite period of time to allow us to monitor our membership development and improve our services through related statistical analysis. Please contact us if you wish us to delete the personal data we hold about you. If you are a current member please be aware that this will affect our ability to administer your membership. For more information about how long we keep different types of personal data please contact us about our data retention schedule.

 


 

Becoming a volunteer with Sheffield & Rotherham Wildlife Trust

Why do we collect your personal data and how do we use it?

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 thank-you events

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

We may also collect sensitive personal data about you.  When we do so, we will ask your permission and be very clear as to why we are collecting such information.

What kind of personal data do we collect?

To keep in touch with you about volunteering, we will collect personal data from you that includes your name, address, email and phone number.  We may also collect your bank details if you are claiming expenses and would prefer these paid directly to your account.

We may also collect sensitive data from you, for example:

  • references and certificates to confirm experience or qualifications
  • disclosure barring service check if working with children, young people or vulnerable adults
  • details of emergency contacts and any medical conditions and welfare issues so that we can help keep you safe and look after you
  • your gender, age band or ethnicity to help us monitor how inclusive we are across our community and to report to funders
  • photographs and images of you carrying out volunteering activity to share with our supporters and the wider public

In these situations, we will collect the data from you directly and be very clear about why and how we intend to use this information.

In the event of an accident whilst volunteering with us, we may collect sensitive personal data about you that we may transfer to an emergency service. This information will be retained for legal reasons, for health & safety and 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.

How we store your data

The majority of the personal data processing we undertake is carried out by our staff at the Trust.  For the purposes of IT hosting and maintenance this information is located on secure servers within the European Union, with the exception of Gmail and GDrive which is hosted by Google worldwide. We do, however, transfer financial data to our bank for processing. When we do so we will always have a contract in place with the relevant third party to ensure they will at no point have ownership over the data we provide.

We have data protection procedures in place to oversee the effective and secure processing of your personal data. Personal electronic data (including sensitive data) is held in databases 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.  Sensitive data may also be stored in paper format, for example, for use by the leader on site or for reference in a locked filing cabinets with restricted staff access by identified key holders only.

How long will we keep your data?

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. We hold personal data on our database for the period you volunteer with us and for 3 years afterwards (for references etc).  Expenses information will be retained for 7 years for accounting purposes. Please contact us if you wish us to delete the personal data we hold about you.  For more information about how long we keep different types of personal data please contact us about our data retention schedule.

 


 

Interested in our work? Subscribing to our contacts list

Why do we collect your personal data and how do we use it?

If you have expressed an interest in finding out more about our work then we will collect personal data from you in order to regularly communicate with you about our work.  We may also collect personal data about you in order to get to know you better and contact you in a more timely and relevant way, to suit you.

We will use this personal data to send you further information about our work that we think you will be interested in including emailing you about: projects or campaign updates, fundraising appeals, events, membership services, products, 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).  This will often be in the form of our monthly e-newsletter.  From time to time, we may also use your personal data to ask for your opinion about our work.

This is defined as ‘direct marketing’ 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 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 particular communication channels such as 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.

What kind of personal data do we collect?

To administer our communications with you, we will collect personal data from you that includes your name, address, phone number and email.

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 your email, telephone number or other contact details, from external sources (only where you have given permission for such information to be shared).

We will also collect information about you that helps us to get to know you better, including:

  • information about your wildlife interests, which you tell us through our 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
  • your opinion on our work or future activity

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

Sometimes we may collect information about your gender, age or ethnicity to help us monitor how inclusive we are across our community.  We will only do so with your specific consent. In these situations, we collect the data from you directly and will be very clear about why and how we intend to use this information.

How we store your data

The majority of the personal data processing we undertake is carried out by our staff at the Trust.  For the purposes of IT hosting and maintenance this information is located on secure servers within the European Union, with the exception of Gmail and GDrive which is hosted by Google worldwide.

We have data protection procedures in place to oversee the effective and secure processing of your personal data. Personal electronic data is held in databases 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.

How long will we keep your data?

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. We hold contact personal data on our database for an indefinite period of time to allow us to monitor and improve our services through related statistical analysis.  Please contact us if you wish us to delete the personal data we hold about you.  For more information about how long we keep different types of personal data please contact us about our data retention schedule.

 


 

Booking an event and buying online

Why do we collect your personal data and how do we use it?

We will collect your personal data to send you:

  • Items you have purchased from our online shop, including a payment for an activity
  • Information about events you have booked onto

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

If, in booking on an event or making a purchase, you have expressed an interest in finding out more about our work, we will collect additional personal data about you in order to get to know you better and contact you about our work in a timely and relevant way, to suit you.  We will use this personal data to send you further information about our work that we think you will be interested in including information about: projects or campaign updates, fundraising appeals, events, membership services, products, 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).  This will often be in the form of our monthly e-newsletter.  From time to time, we may also use your personal data to ask for your opinion about our work.

This is defined as ‘direct marketing’ 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 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 particular communication channels such as 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.

What kind of personal data do we collect?

To administer your booking or purchase with us, we will collect personal data from you that includes your name, address, email and phone number.  Your payment details for events and purchases will be collected using Paypal.

Most of the time, we collect this data from you directly. This may be online, in person, over the telephone, in writing or through an email.

We may also collect information about you that helps us to get to know you better, including:

  • information about your wildlife interests, which you tell us through our surveys
  • 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
  • records of donations you’ve made towards fundraising appeals your opinion on our work or future activity

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

Sometimes we may collect information about your gender, age or ethnicity to help us monitor how inclusive we are across our community.  We will only do so with your specific consent. In these situations, we collect the data from you directly and will be very clear about why and how we intend to use this information.

How we store your data

The majority of the personal data processing we undertake is carried out by our staff at the Trust.  For the purposes of IT hosting and maintenance this information is located on secure servers within the European Union, with the exception of Gmail and GDrive which is hosted by Google worldwide.

We have data protection procedures in place to oversee the effective and secure processing of your personal data. Personal electronic data is held in databases 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 Sheffield & Rotherham 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 purchase online we do not see or have access to your card details.  Instead, your details are passed (encrypted) directly for processing to one of our secure payment providers, PayPal or Stripe.

How long will we keep your data?

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. We hold contact personal data on our database for an indefinite period of time to allow us to monitor and improve our services through related statistical analysis.  Please contact us if you wish us to delete the personal data we hold about you.  For more information about how long we keep different types of personal data please contact us about our data retention schedule.

 


 

Getting involved in a Nature Reserve group, Natural Neighbours, Wild@Heart or similar Trust project

Why do we collect your personal data and how do we use it?

We collect your personal data so that we can keep in touch with you about, for example:

  • Changes to planned meetings and programmes that you may be taking part in
  • The positive impact you have on our work, by sending you our newsletter
  • Dedicated thank-you events

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

We may also collect sensitive personal data about you.  When we do so, we will be very clear as to why we are collecting such information.

What kind of personal data do we collect?

To keep in touch with you about the group or project you are involved in, we will collect personal data from you that includes your name, address, email and phone number.  We may also collect your bank details if you are claiming expenses and would prefer these paid directly to your account.

Most of the time, we collect this data from you directly. This may be online, in person, 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 may also collect sensitive data from you, for example:

  • details of emergency contacts and any medical conditions and welfare issues so that we can help keep you safe and look after you
  • your gender, age band or ethnicity to help us monitor how inclusive we are across our community and to report to funders
  • photographs and images of you carrying out project activity to share with our supporters and the wider public

In these situations, we will collect the data from you directly and be very clear about why and how we intend to use this information. We will only do so with your specific consent.

In the event of an accident with us, we may collect sensitive personal data about you that we may transfer to an emergency service. This information will be retained for legal reasons, for health & safety and 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.

How we store your data

The majority of the personal data processing we undertake is carried out by our staff at the Trust.  .  For the purposes of IT hosting and maintenance this information is located on secure servers within the European Union, with the exception of Gmail and GDrive which is hosted by Google worldwide. We do, however, transfer financial data to our bank for processing.

We have data protection procedures in place to oversee the effective and secure processing of your personal data. Personal electronic data (including sensitive data) is held in databases 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.  Sensitive data may also be stored in paper format, for example, for use by the leader on site or for reference in a locked filing cabinets with restricted staff access by identified key holders only.

How long will we keep your data?

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. We hold your personal data on our database for the period you are involved with us and, once anonymised, for an indefinite period of time after that to allow us to be audited by funders, monitor our engagement work and improve our services through related statistical analysis.  Please contact us if you wish us to delete the personal data we hold about you.  For more information about how long we keep different types of personal data please contact us about our data retention schedule.

 


 

Using Our Website

Why do we collect your personal data and how do we use it?

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.

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

Name
Purpose
Typical content
Expires
SESSxxxID Authentication session to prevent having to login multiple times in one browser session. This is only set if you authenticate via the site. This may happen if you purchase items from the shop or make use of our commenting A unique id that ties the current session to a database settings table One week
has_js This helps the website understand browser Javascript functionality An on/off flag that denotes whether or not the browser supports Javascript On site exit
Online forms NO_CACHE This cookie is essential for our webforms to operate. It is set only for those people using the form, and prevents the browser from storing the information you enter. This cookie is deleted when you close your browser. NA
Cookie_agreed This cookie collects information about whether or not the user has agreed to cookies. Yes/No 100 days

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

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.

Provider
Name
Purpose
More info
Google Analytics _utma
_utmb
_utmc
_utmz
These cookies are used to collect information about how visitors use our site. We use the information to compile reports and to help us improve the site. The cookies collect information in an anonymous form, including the number of visitors to the site, where visitors have come to the site from and the pages they visited. Google Privacy policy
Add this _atuvc
xtc
uid
uvc
uit
psc
These cookies are created by the AddThis social sharing site. AddThis does collect some information such as which web page you came from, which type of browser you are using, and your general geographic location. If you use the AddThis tool to share content they aggregate data about what pages are shared, when, and how. They also assign your web browser a unique identifier. This ID doesn’t, and can’t, say anything about you, it’s a random series of numbers and letters used to distinguish users from each other. Add this Privacy Quick Summary

Add this Privacy Policy

Add this Data Collection Opt-Out

FontDeck Fontdeck sets a single session cookie for each font requested. Each cookie contains (nothing but) a random string used solely as part of our caching and font security measures. These cookies are removed as soon as the browser is closed (or the session otherwise ends). They contain no personal information and are not used for gathering analytics or tracking at a personal or aggregate level. Their sole purpose is to check whether we should serve the webfont from cache or not. FontDeck Privacy Policy
Wufoo wildlifetrusts40 This is a session ID cookie used identify unique visitors completing forms on our site. If you have your browser set to reject cookies the forms may not work correctly. Wufoo Privacy Policy

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

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

YouTube cookies

We embed videos from YouTube. This may set cookies on your computer, particularly if you are logged into a Google or YouTube account. To find out more, please visit YouTube’s embedding videos information page.

Links to Wildlife Trust websites and other external websites

Sheffield & Rotherham Wildlife Trust is not responsible for the privacy practices or the content of any other websites linked to this site. If you have followed a link from this website to another website you may be supplying information to a third party.

 


 

Children, Young People and Vulnerable Adults

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 Children, Young People and Vulnerable Adults Policy.

 


 

Outdoor learning services: families, groups, schools and teachers

Why do we collect your personal data and how do we use it?

We collect personal data from you in order to administer your booking of an outdoor learning experience, family activity, or another event or workshop run by our team, which may involve:

  • Sending you your booking form and invoices
  • Sending you your activity information
  • Getting in touch should there be any issues about booking

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

If you have attended an event, enquired about a booking or activity with us, for yourself, an organisation you represent or on behalf of others, or expressed an interest in finding out more about our outdoor learning activities and our outdoor learning networks then we will collect personal data from you in order to regularly communicate with you about this.  We may also collect personal data about you in order to get to know you better and contact you in a more timely and relevant way, to suit you.

We will use this personal data to send you further information about our work and the work of others that we think you will be interested in including emailing you about: outdoor learning news, resources, advice and services, related projects, learning and play products, events, teacher training, networks, competitions and other activities.  This will often be in the form of fortnightly email and regular social media posts.  From time to time, we may also use your personal data to ask for your opinion about our work.

This is defined as ‘direct marketing’ 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 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 particular communication channels such as 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.

What kind of personal data do we collect?

To administer your booking, we will collect personal data from you that includes your name and the following school or personal details as decided by you: address, email, phone number and bank details (for booking fees).

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 your email, telephone number or other contact details, from external sources (only where you have given permission for such information to be shared).

We will also collect information about you that helps us to get to know you better, including:

  • information about your interests in relation our outdoor learning service, which you may tell us through our surveys, networks or feedback forms
  • your preferences of how you would like us to contact you
  • records of bookings made, events you’ve attended, activities that you’ve been involved in
  • your opinion on our work or future activity
  • your social media handle(s), where you have given these to us or communicated with us using these
  • images and videos, where you have given permission to do so

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

How we store your data

The majority of the personal data processing we undertake is carried out by our staff at the Trust.  For the purposes of IT hosting and maintenance this information is located on secure servers within the European Union, with the exception of Gmail and GDrive which is hosted by Google worldwide. We do, however, transfer some data to third parties eg financial data to our bank for processing, addresses to our mailing house.  When we do so we will always have a contract in place with the relevant third party to ensure they will at no point have ownership over the data we provide.

We have data protection procedures in place to oversee the effective and secure processing of your personal data. Personal electronic data is held in databases 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.

Payment security:  All electronic Sheffield & Rotherham 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 purchase a membership we do not see or have access to your card details.  Instead, your details are passed (encrypted) directly for processing to one of our secure payment providers, PayPal or Stripe.

How long will we keep your data?

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. .  Please contact us if you wish us to delete the personal data we hold about you.  For more information about how long we keep different types of personal data please contact us about our data retention schedule.

 


 

Wildscapes contacts and clients

Why do we collect your personal data and how do we use it?

We collect personal data from you in order to administer your enquiry, contract or purchase, which may involve:

  • Sending you your invoice and confirmation, reports and paperwork
  • Processing your payment
  • Contacting you about your contract or project with us.

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

If you have enquired about a Wildscapes consultancy service or expressed an interest in finding out more about work then we will collect personal data from you in order to regularly communicate with you about this.  We may also collect personal data about you in order to get to know you better and contact you in a more timely and relevant way, to suit you.

We will use this personal data to send you further information about our work that we think you will be interested in, including emailing you about: ecology and land management services, training courses, Wild Play and other Wildscapes products and services, news and events, advice and resources we think you might be interested in, and other activities.  From time to time, we may also use your personal data to ask for your opinion about our work.

This is defined as ‘direct marketing’ 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 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 particular communication channels such as 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.

What kind of personal data do we collect?

To administer your contract, we will collect personal data from you that includes your name and the following organisation or personal details as decided by you: address, email, phone number and bank details (for payment).

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 your email, telephone number or other contact details, from external sources (only where you have given permission for such information to be shared).

We will also collect information about you that helps us to get to know you better, including:

  • information about your interests in relation our consultancy service, which you may tell us through our surveys, networks or feedback forms
  • your preferences of how you would like us to contact you
  • records of enquiries and contracts, events you’ve attended, activities that you’ve been involved in with us
  • your opinion on our work or future activity

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

How we store your data

The majority of the personal data processing we undertake is carried out by our staff at the Trust.  For the purposes of IT hosting and maintenance this information is located on secure servers within the European Union, with the exception of Gmail and GDrive which is hosted by Google worldwide. We do, however, transfer some data to third parties eg financial data to our bank for processing, addresses to our mailing house.  When we do so we will always have a contract in place with the relevant third party to ensure they will at no point have ownership over the data we provide.

We have data protection procedures in place to oversee the effective and secure processing of your personal data. Personal electronic data is held in databases 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.

Payment security:  All electronic Sheffield & Rotherham 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 purchase online we do not see or have access to your card details.  Instead, your details are passed (encrypted) directly for processing to one of our secure payment providers, PayPal or Stripe.

How long will we keep your data?

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. We hold Wildscapes contact data on our database for up to 7 years after your last contract: for accounting purposes and to allow us to monitor and improve our services through related statistical analysis.  Please contact us if you wish us to delete the personal data we hold about you.  For more information about how long we keep different types of personal data please contact us about our data retention schedule.

 


 

Sheffield Lakeland Landscape Partnership

Why do we collect your personal data and how do we use it?

If you have expressed an interest in finding out more about the Sheffield Lakeland Landscape Partnership then we will collect personal data from you in order to regularly communicate with you about our work.  We may also collect personal data about you in order to get to know you better and contact you in a more timely and relevant way, to suit you.

We will use this personal data to send you further information about our work that we think you will be interested in, including emailing you about: our progress, projects, events, feedback, competitions and other activities, as well as information about our partners.  This will often be in the form of an e-newsletter.  From time to time, we may also use your personal data to ask for your opinion about our .

This is defined as ‘direct marketing’ 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 will 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).

Opt-in consent:  This is where you have given us express permission to contact you by particular communication channels such as , 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.

What kind of personal data do we collect?

To administer our communications with you, we will collect personal data from you that includes your name, address, phone number and .

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 your email, telephone number or other contact details, from external sources (only where you have given permission for such information to be shared).

We will also collect information about you that helps us to get to know you better, including:

  • information about your interests in relation to the Sheffield Lakeland, which you tell us through our meetings, surveys or feedback forms
  • your preferences of how you would like us to contact you
  • records of events you’ve attended or activities that you’ve been involved in
  • your opinion on our work or future activity

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

Sometimes we may collect information about your gender, age or ethnicity to help us monitor how inclusive we are across our community.  will only do so with your specific consent. In these situations, we collect the data from you directly and will be very clear about why and how we intend to use this information.

How we store your data

The majority of the personal data processing we undertake is carried out by our staff at the Trust.  For the purposes of IT hosting and maintenance this information is located on secure servers within the European Union, with the exception of Gmail and GDrive which is hosted by Google worldwide.

We have data protection procedures in place to oversee the effective and secure processing of your personal data. Personal electronic data is held in databases 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.

How long will we keep your data?

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. We will hold your personal data on our database for up to 7 years after the project has ended: for accounting purposes, to allow us to monitor and improve our services through related statistical analysis and to report to .  Please contact us if you wish us to delete the personal data we hold about you.  For more information about how long we keep different types of personal data please contact us about our data retention schedule.

 


 

What are your rights? Making a complaint

We respect your right to control your data: to be informed, access, correct, delete, restrict and use your own data.

If at any point you believe the personal data we hold about you is incorrect, you can request to see this information and have it corrected or deleted. If you wish to raise a complaint on how we have handled your personal data, you can contact our Senior Admin Officer who will investigate further.  Please also refer to our Complaints and Compliments Procedure on how to make a complaint.

You also have the right to request a copy of the information we hold about you at any time.  If you would like a copy of some or all of your personal data then please email or write to us at the following address

Telephone: 0114 2634335
Email: hr@wildsheffield.com
Post: Victoria Hall, 37 Stafford Road, Sheffield S2 2SF.

Please clearly label your enquiry ‘Personal Data Request’.  We will send you an Access Request Form to complete and return and will respond to your request within 28 days of receipt.  We may make a charge for this service in exceptional circumstances.

For further assistance with complaints regarding your data, please contact the Information Commissioner’s Office, whose remit covers the UK.
Telephone: 0303 123 1113
Email: casework@ico.org.uk