Habitats & Heritage takes care of the landscapes, wildlife, ecosystems and heritage of south and west London (registered charity 1140872).
We are committed to protecting the personal data we hold in line with the requirements of the General Data Protection Regulation 2018. We recognise that is it your data and we treat it with respect.
When, how and why we collect personal data
We collect personal data from newsletter subscribers, supporters, volunteers, donors and partners involved or interested in our work. With appropriate consent, we use it to keep you informed about our events, projects, fundraising, volunteering opportunities and in the course of processing and administering donations, the supporter scheme and volunteering programme.
We only ask you for the information we need to stay in touch with you and we do not ask for any additional personal information than is necessary for the purposes of this processing and we do not collect information about you in any other way.
When you sign up as a Supporter of Habitats & Heritage, you fill in a form to provide us with your contact details (name, email address, phone number, age range and area in which you live). We hold these details so that we can administer the supporters scheme and keep you informed about our projects, events, fundraising, volunteering opportunities, and news or information. You can unsubscribe from this mailing list at any time. There is an opportunity to unsubscribe on every email you receive.
When you sign up to the Habitats & Heritage newsletter, you fill in a form to provide us with your contact details (name, email address and geographical location) and consent to contact you. We hold these details so that we can keep you informed about our projects, events, fundraising, volunteering opportunities, and news or information. You can unsubscribe from this mailing list at any time. There is an opportunity to unsubscribe on every email you receive.
If you book onto a Habitats & Heritage event we will hold the details you have provided in order for us to administer the event. We will ask you if you wish to subscribe to our newsletter so that we can let you know about our projects, events, fundraising, volunteering opportunities, and other news or information. If you consent, your details (name, email and geographical area) will be kept and added to our newsletter database. There is an opportunity to unsubscribe on every email you receive.
If you volunteer with us we will ask for your name, email address, address, next of kin, phone number, relevant medical issues, details of unspent criminal convictions, any disability or special access needs and bank details (if claiming expenses) so that we can administer the volunteering programme and fulfil our health and safety and safeguarding obligations. We will keep your details for three years so that we can contact you about further volunteering opportunities and keep you informed about our projects, events and fundraising. There is an opportunity to unsubscribe on every email you receive.
Organisations we are working with
If you are a committee member of a group or organisation in our network (e.g. friends of parks group or community clean-up group) we may hold your details (name, role in organisation, phone number and email) in order to support your you and your group. We will ask you if you wish to subscribe to our newsletter so that we can let you know about our projects, events, fundraising, volunteering opportunities, and other news or information. If you consent, your details (name, email and geographical area) will be kept and added to our newsletter database. There is an opportunity to unsubscribe on every email you receive.
If you are under 16 and wish to volunteer with us, including those involved in the Duke of Edinburgh Award scheme, we need you to complete a form providing us with your name, email, address, mobile number, emergency contact number, your school or college and the DofE contact at your school or college. We need to collect data on your gender, age and if you have any disability or medical condition that you think we need to know about. We also need your parent or legal guardian to sign the form. This information is required for health and safety and safeguarding reasons. We will keep track of the volunteer sessions you attended so that we can complete the DofE log at the end of your volunteering period. We will keeps your contact details for three years so that we can contact you about further volunteering opportunities. We will also ask you if you would like us to keep you informed about our projects, events and fundraising.
If you make a donation to Habitats & Heritage (or one of our crowdfunding campaigns) we collect your name, address, phone number and email address to administer your donations, which may involve:
- Sending you a thank you letter
- Getting in touch should there ever be any issues processing your donation
The ICO define the lawful basis for processing your data for these purposes as ‘contractual’.
If you have elected to allow us to claim Gift Aid on your donation we are required to keep a record of your contact details (name and address) so that we can claim Gift Aid.
If you make no further donation, your personal information will be removed after a six-year period.
When you donate we will also ask you if you wish to subscribe to our newsletter so that we can send you project updates and news about events, fundraising, volunteering opportunities, and other information.
We do not have access to your financial data, which remains with Stripe or PayPal or the other third party processor that you have chosen to use.
Use of your personal data
We never share your information with anyone else for marketing purposes. We may however share your details:
- With carefully selected service providers who work on behalf of Habitats & Heritage in the delivery of our services to you, for example: website hosting or email delivery services
- Where required to do so by the police, a regulatory or government authority
As stated above we will not share your contact details with any other organisation unless we have your permission, or under special circumstances, such as when we believe the law requires it.
We may occasionally use carefully selected agents to process information on our behalf, such as a mailing house to post communications. Third parties to which we transfer your information are only authorised to use that information to fulfil their contractual obligations to us and will not be permitted to use it for any other purpose. We retain full responsibility for how your personal information is used by our agents.
The accuracy of your information is important to us. If you change email address or if any of the other information we hold is inaccurate or out of date, please let us know.
How you can access, check or update the personal data we hold about you
You have the right, to request details of personal information that we hold about you from us. You can make such a request by email using the Contact Form on the website or by emailing firstname.lastname@example.org. We will take steps to confirm your identity before releasing any information to you. We will always try to respond to your request within 10 working days, unless there are exceptional circumstances.
It is your right to know what personal information we hold about you and if necessary, have it corrected. If having contacted us, you do not receive the service to which you feel that you are entitled, you have the right to lodge a complaint with the supervisory authority, The Information Commissioner’s Office – www.ico.org.uk
How we ensure the security of personal data
Habitats & Heritage is committed to protecting the personal information you entrust to us. We recognise that it is your decision whether or not to provide us with personal information. We treat it with respect and do everything we can to keep it safe and secure.
We use appropriate security and policies, so the information we have about you is protected from unauthorised access and improper use.
We keep your information only for as long as is necessary to fulfil our legal obligations or as set out in this privacy notice.
Policy review and updates
Habitats & Heritage November 2020