Woodland Heritage respects the privacy of our supporters, members and visitors to our websites. We aim to always be as transparent as possible about how we collect information (especially with regards to personal data), what we do with it and what controls you have.
Our contact details are:
PO Box 168
By telephone: 01428 652159
By email: firstname.lastname@example.org
At Woodland Heritage, we take our duty to process your personal data very seriously. This policy explains how we collect, manage, use and protect your personal data.
Please be aware that we may change this document from time to time to reflect the latest view of what we do with your information. The latest date is recorded at the bottom of this document.
The following areas explain in great detail on how and why we use your personal information:
Who are we?
In this policy references to Woodland Heritage, WH or to ‘we’ or ‘us’ are to Woodland Heritage which is a registered charity in England and Wales 1041611.
What personal data we collect and how we use it
1. What we need
Woodland Heritage acts as the ‘controller’ of the personal data you provide to us. We will usually only collect basic personal data about you, such as your name, postal address, telephone number, email address and your bank details if you are supporting us financially.
Sometimes we will collect other information about you such as your date of birth gender and health details. We will be very clear with you that we wished to collect such information, our reason for collecting such information, and we would only do so with your specific consent and permission.
2. Why we need it
We collect your personal data in connection with specific activities, such as campaign updates, newsletter requests, registration or membership requests, product purchases, feedback, donations, competition entries, information you provide in public forums on our sites and applications.
The information is either needed to fulfil your request or to enable us to provide you with a more personalised service. You don't have to disclose any of this information to browse our sites. However, if you choose to withhold requested information, we may not be able to provide you with certain services.
3. For our Marketing
Sometimes, with your consent, we will process your personal data to provide you with information about our work or our activities that you have requested or are expecting.
On other occasions, we may process personal data when we need to do this to fulfil a contract (for example, if you have purchased a membership subscription) or where we are required to do this by law or other regulations.
Woodland Heritage also processes your data when it is in our legitimate interests to do this and when these interests do not override your rights. Those legitimate interests include providing you with information on our appeals, conservation, campaigning, membership, services, products, fundraising, newsletter requests, feedback, competitions and other activities and those of other carefully selected organisations.
4. How we obtain your details
We will also hold information about your details so that we can respect your preferences for being contacted by us.
We collect your personal information in a number of ways:
- When you provide it directly to us.
- When you provide permission to other organisations to share it with us (including Facebook or Twitter).
- When we collect it as you use our websites or apps.
- When you have given it to a third party and you have provided permission to pass your information on to us.
- From publicly available sources (where possible) to keep your information up to date (e.g. the Post Office’s National Change of Address database).
- We may combine the information from these sources with the information you provide to us directly.
- When providing permission for 3rd party organisations to share your data you should check their Privacy Policies carefully to understand fully how they will process your data.
If you are under 18 please ensure you obtain your parent/guardian's consent before sending any personal information to any website or Woodland Heritage.
Please note that we will not knowingly market to or accept donations or orders for goods or services from persons aged under 18 years.
When you volunteer with Woodland Heritage, we will keep you up to date with the work that we are doing and events we are involved with. We will also let you know of any changes that might affect you volunteering with us and which you need to be aware of. We will only use this information in relation to your volunteering with us and whilst you remain a volunteer with Woodland Heritage. By agreeing to volunteer with us you are agreeing to us to sending you emails about volunteering and your volunteer role. We will on occasion share your email address with other Woodland Heritage volunteers, for instance in the process of organising an event you have chosen to attend.
7. Anything else?
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 (ICO).
If you would like to change the way you hear from us or no longer wish to receive direct marketing communications from Woodland Heritage please contact us.
We have a number of lawful reasons that mean we can use (or 'process') your personal information. One lawful reason is something called 'legitimate interests'. Broadly speaking Legitimate Interests means we can process your personal information if:
We have a genuine and legitimate reason and we are not harming any of your rights and interests.
Sharing your information
We only disclose information to third parties or individuals when obliged to by law, for purposes of national security, taxation and criminal investigations and the following:
- If you have agreed that we may do so.
- When we use other companies to provide services on our behalf, e.g. processing, mailing or delivering orders, answering customers’ questions about products or services, sending mail and emails, customer analysis, assessment and profiling, when using auditors/advisors or processing credit/debit card payments.
- To our subsidiaries (i.e. the companies owned by Woodland Heritage).
- If we receive a complaint about any content you have posted or transmitted to or from one of our sites, to enforce or apply our Terms & Conditions or if we believe that we need to do so to protect and defend the rights, property or personal safety of Woodland Heritage, our websites or our visitors and for other lawful purposes.
- If we merge with another organisation to form a new entity, information may be transferred to the new entity.
- We may disclose aggregate statistics about our site visitors, supporters, customers and sales to describe our services and operations to prospective partners, advertisers and other reputable third parties and for other lawful purposes, but these statistics won’t include any personally identifying information.
- If we run an event in partnership with other named organisations your details may need to be shared. We will be very clear what will happen to your data when you register.
We will never sell or rent your personal information to other organisations.
Retaining your information
We will only hold your information only as long as necessary for each purpose we use it.
If you decide not to support Woodland Heritage any more or request that we have no further contact with you, we may keep some basic information in order to avoid sending you unwanted materials in the future and to ensure that we don’t accidentally duplicate information.
What are your rights?
A new data protection law (GDPR) gives everyone a number of very important rights from May 2018. These are:
- Transparency over how we use your personal information (right to be informed).
- Request a copy of the information we hold about you, which will be provided to you within one month (right of access).
- Update or amend the information we hold about you if it is wrong (right of rectification).
- Ask us to stop using your information (right to restrict processing).
- Ask us to remove your personal information from our records (right to be 'forgotten').
- Object to the processing of your information for marketing purposes (right to object).
- Obtain and reuse your personal data for your own purposes (right to data portability).
- Not be subject to a decision when it is based on automated processing (automated decision making and profiling).
If you would like to know more about your rights under the data protection law see the Information Commissioners Office website.
You can change the way you hear from us or withdraw your permission for us to processing your personal data at any time by using the form on get in touch page, or the contact details displayed below.
This document was last updated: 17th May 2018