Privacy Policy

Durham Wildlife Trust is committed to keeping the personal details of its members and supporters safe. This policy explains how and why Durham Wildlife Trust use personal data and steps taken to ensure that members and supporters remain informed and in control of their information. 

The Trust uses three 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. 

• Data subject: one of our supporters, staff or volunteers. 

• Data controller: Durham Wildlife Trust. 

• Data processor: this is a person, or organisation, who processes data on the Trust’s behalf, with the data subject’s permission. For example, this might be a mailing house who distributes the membership magazine. When working with other organisations or individuals in this way, the Trust always sets up a written contract with them to protect data. The third parties the Trust works with at no point ‘own’ the data and will always delete data from their systems when they have completed the task in hand. Data is always sent to partner organisations securely. 

Durham Wildlife Trust never sells the personal data of members, supporters, staff or volunteers. 

Personal data is collected in order to keep in touch with supporters and for operational and administrative purposes, particularly relating to employment and health and safety. 

Durham Wildlife Trust only ever collect, store and use personal data when there is an identified purpose and reason to do so. The ICO refers to this as a ‘lawful basis’. Further information about collection of personal data is outlined below. 

To administer Durham Wildlife Trust membership - Durham Wildlife Trust collects personal data to administer membership, which may involve: 

• sending membership welcome packs, 

• processing Direct Debit subscription payments, 

• sending membership renewal letters, 

• getting in touch with members should there ever be any issues processing subscription payments. 

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

To send you items purchased from our online shop, including event bookings - Durham Wildlife Trust collect personal data in order to: 

• send items purchased from our online shop; 

• send information about events people have booked onto. 

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

To send information about our work and ask for opinions - Durham Wildlife Trust also collects personal data so that the Trust can send information about its work that will be of interest. This includes membership welcome pack, membership magazine, fundraising appeals, events, campaigning opportunities, membership, services, products, newsletter requests, feedback, competitions and other activities, as well as information about other carefully selected organisations that Durham Wildlife Trust work in partnership with (such as Vine House Farm’s bird seed catalogue). From time to time, Durham Wildlife Trust may also use personal data to ask for opinions about its work. 

This information is in addition to that outlined above and is defined as ‘direct marketing’ by the ICO. Durham Wildlife Trust uses ‘legitimate interest’ as a basis for these communications and therefore does not require an opt-in. 

Joint and family membership 

For joint or family members Durham Wildlife Trust will address communications to all those listed on the membership. 

Gift membership 

For gift memberships Durham Wildlife Trust will use the address provided by the purchaser to send information about our work in the post. This will include a renewal letter when the membership is due to expire. 

When membership has ended 

Unless Durham Wildlife Trust hear directly from a member, the Trust will continue to send information about its work for up to one year after membership has ended. This is just in case support was cancelled accidentally, by for example changing bank account details. 

Volunteering 

Durham Wildlife Trust collects personal data so that it can keep in touch with volunteers about: 

• changes to planned volunteer work programmes; 

• the positive impact volunteers have on our work; 

• dedicated volunteer thank-you events. 

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

How does Durham Wildlife Trust work out when it is okay to use data? 

As defined by the ICO, Durham Wildlife Trust use two different lawful bases for processing data for ‘direct marketing’ purposes: 

1. Legitimate interest 

This is where Durham Wildlife Trust has identified a genuine and legitimate reason for contact which crucially does not override other rights or interests. 

Durham Wildlife Trust use legitimate interest to send the information listed above by post or telephone (if the data subject is not registered with 

the Telephone Preference Service, and has have given us their telephone number). 

2. Opt-in consent 

This is where the Trust has express permission to make contact by particular communication channels. 

Durham Wildlife Trust uses opt-in consent to send the information listed above by email, text message (SMS) or telephone 

Basic information - Durham Wildlife Trust will usually collect basic information including name, postal address, telephone number, email address and bank details from those supporting us financially. 

Most of the time, Durham Wildlife Trust collect this data directly. Sometimes this is in person, sometimes over the telephone, in writing or through an email. Occasionally Durham Wildlife Trust obtain information, such as telephone number or other contact details, from external sources such as the Royal Society of Wildlife Trusts (only where permission is given for such information to be shared). 

Getting to know you better - Durham Wildlife Trust also sometimes collect information that helps us to get to know supporters better. This may include: 

• information about wildlife interests; 

• records of donations made; 

• contact preferences; 

• volunteering information; 

• records of events attended, or campaigns or activities supported. 

Sometimes Durham Wildlife Trust will collect other information such as date of birth and gender. When Durham Wildlife Trust does so, there must be clear reasons as to why such information is collected, and Durham Wildlife Trust will only do so with specific consent and permission. 

Sensitive personal data - Durham Wildlife Trust does not normally collect or store sensitive personal data (such as information relating to health, beliefs or political affiliation) about supporters and members. However, there are some situations where this will occur and when that is the case the Trust will be very clear as to why it is doing so, and will only do so with specific consent and permission. In these situations, Durham Wildlife Trust collects the data directly. 

Durham Wildlife Trust may collect extra information about staff and volunteers, for example: 

• references; 

• criminal records checks; 

• details of emergency contacts and; 

• medical conditions. 

Durham Wildlife Trust may also collect sensitive personal data if there is an accident on one of our reserves. This information will be retained for legal reasons, for safeguarding purposes and to protect the Trust (including in the event of an insurance or legal claim). If this does occur, extra care must be taken to ensure that individual privacy rights are protected. 

Children and young people 

In line with data protection law, Durham Wildlife Trust will not collect, store or process personal details of individuals under 13 years of age unless Durham Wildlife Trust have the express permission of a parent or guardian to do so. 

If Durham Wildlife Trust have the permission of a parent or guardian and the individual is a Wildlife Watch member, Durham Wildlife Trust will capture the date of birth at the point of joining. This is so that Durham Wildlife Trust can send information that is suitable to that age group. 

We also collect data via our website. Scroll down to read about cookies.

Security - All of the personal data Durham Wildlife Trust process is processed by our staff in the UK. However, for the purposes of IT hosting and maintenance, information may be situated outside of the European Economic Area (EEA). This is done in accordance with guidance issued by the Information Commissioner’s Office. 

Electronic data and databases are stored on secure computer systems and access to information is controlled using both physical and electronic means. Detailed data protection procedures, which must be followed when handling personal data, are provided below. 

Payment security - All electronic Durham Wildlife Trust forms that request financial data use the Secure Sockets Layer (SSL) protocol to encrypt the data between the browser and servers. 

Credit/debit card information from donations and online purchasers are passed securely to payment providers (Stripe and Paypal). 

Durham Wildlife Trust complies with the payment card industry data security standard (PCI-DSS) published by the PCI Security Standards Council and never stores card details. 

Durham Wildlife Trust cannot guarantee the security of home computers or the internet, and any online communications (e.g. information provided by email or our website) is carried out at the user’s own risk. 

CCTV - Some of the Trust’s premises have CCTV and individuals may be recorded when visiting. CCTV is there to help provide security and to protect both visitors and Durham Wildlife Trust. CCTV will only be viewed when necessary (e.g. to detect or prevent crime) and footage is only stored temporarily. Unless it is flagged for review CCTV will be recorded over. 

Data retention 

Durham Wildlife Trust only uses and stores information for as long as it is required for the purposes it was collected for. Durham Wildlife Trust continually reviews what information it holds and deletes information that is no longer required. Please refer to the Data Retention policy below. 

Data subject’s rights include: 

• The right to be informed - If data subjects have any questions about privacy and data retention those questions will be answered by the Trust. Please refer any requests you receive, or questions you have about your own data, to your line manager. 

• The right of access - If a data subject wishes to obtain a record of the personal data Durham Wildlife Trust holds about them through a Subject Access Request the Trust will respond within one month. 

• The right to rectification - If Durham Wildlife Trust has captured information about an individual that is inaccurate or incomplete the Trust will update it. 

• The right to erase – A data subject can ask us to remove or randomise personal details from our records. 

• The right to restrict processing - A data subject can ask us to stop using their personal data. 

• The right to data portability - A data subject can ask to obtain their personal data from us for their own purposes. 

• The right to object - A data subject can ask to be excluded from marketing activity. 

• Rights in relation to automated decision making and profiling - Durham Wildlife Trust respect the individual’s right not to be subject to a decision that is based on automated processing. 

Durham Wildlife Trust want to exceed your expectation 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, in order 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 Durham Wildlife Trust improve what it does. 

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

• Complaints policy and procedures are located on the Trust’s SharePoint and a copy is available to the public upon request. 

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 charity director.

For further information on how to make a complaint, please click here.

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:

Operations and Governance Manager

Telephone: 0191 5843112

Email: mail@durhamwt.co.uk

Rainton Meadows, Chilton Moor, Houghton-le-Spring DH4 6PU

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

Our website is hosted by a third party and uses ‘cookies’ to help provide the best browsing experience. Cookies are small text files that are placed on a computer or mobile phone when browsing websites. 

Cookies provide the following functions: 

• make the website work as users expect, 

• remember settings during and between visits, 

• improve the speed/security of the site, 

• allow users to share pages with social networks like Facebook, 

• support continuous improvement of the website. 

Third parties - From time to time Durham Wildlife Trust may pay for the contact details of people who might be interested in hearing from the Trust in future. Before Durham Wildlife Trust purchase contact information, the Trust always checks the wording used when information was originally collected to make sure that the Trust only contacts people who have actively expressed an interest in receiving information from third parties. 

You can learn more about all the cookies we use below.

Cookie provider: The Wildlife Trusts
Purpose: Used by the website to remember cookie preferences. 
Cookies: cookie-agreed, MCPopupClosed

Cookie provider: Facebook
Purpose: Used by Facebook for sharing content, conversion tracking, optimisation and marketing.
Cookies: _fbp, fr
Provider policy: Facebook

Cookie provider: Paypal
Purpose: Used to support payment services.
Cookies: AKDC, LANG, X-PP-SILOVER, akavpau_ppsd, enforce_policy, nsid, ts, ts_c, tsrce, x-csrf-jwt, x-pp-s
Provider policy: Paypal

Cookie provider: Vimeo
Purpose: Used to embed videos from Vimeo using cookies that we consider essential to the video player experience. Does not use third-party analytics or advertising cookies.
Cookies: player, vuid
Provider policy: Vimeo

Cookie provider: Eventbrite
Purpose: Used to deliver event booking services and content tailored to the user’s interests. 
Cookies: _ga, _gat, _gid, AS, csrftoken, eblang, G, janus_re, mgref, SP, SS, ebGAClientId, lux_uid, SERVERID
Provider policy: Eventbrite

Cookie provider: New Relic
Purpose: Anonymously maintains a user’s browsing session on the website to allow us to monitor and troubleshoot website performance.
Cookies: JSESSIONID
Provider policy: New Relic

Cookie provider: Engaging Networks
Purpose: Maintains a user’s browsing session on the website when participating with our online campaigning activities.
Cookies: en_sessionId
Provider policy: Engaging Networks

Cookie provider: Google
Purpose: Used to understand website usage including how users found and explored our site and how their experience can be enhanced. Google also provides campaign tracking, advertising and website functionality services.
Cookies: IDE, _ga, _gat, _gat_UA-xxxxxxx-xx, _gid
Provider policy: Google

Cookie provider: Stripe
Purpose: Used for making card transactions on the website. Provided by Stripe.com which allows online transactions without storing any credit card information.
Cookies: __stripe_mid, __stripe_sid
Provider policy: Stripe

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