Bumblebee Conservation Trust Privacy Statement

Purpose of this Statement

The Bumblebee Conservation Trust, registered charity in England and Wales 1115634, in Scotland SC042830, Lakeside Centre, Lakeside Country Park, Wide Lane, Eastleigh, Hampshire, SO50 5PE.

We are committed to protecting your privacy. We think it is very important to keep any personal information we have about you secure and confidential.

This statement tells you:

  • What information we may collect about you.
  • How we store your personal information.
  • What we use your personal information for.
  • Who (if anyone) we pass it on to and how they use it.

You can use most of the features of this site without disclosing any personal information. A few optional features of this site, such as membership and volunteer registration forms, ask you to provide some personal information (e.g. name and address, email address).

We will analyse information provided by you in order to determine which communications are most effective, and to help us to reduce our administration costs and increase the funds available for conservation. If we wish to use your personal information for an additional purpose, we will always ask you to agree at the point of collection.

If you have already supplied us with personal information, you can change your instructions at any time by emailing membership@bumblebeeconservation.org or writing to: Bumblebee Conservation Trust, Beta Centre, Stirling University Innovation Park, Stirling FK9 4NF.

This statement focusses on information about Bumblebee Conservation Trust’s customers. If you are one of our suppliers, please see the suppliers section at the end of this statement.

Information we may collect from you

  • We may collect the following personal information about you:
  • Your name.
  • Your age and date of birth.
  • Your gender.
  • Your address.
  • Your contact telephone numbers.
  • Your email address.
  • Details of the services or support that you require, and why you need them.
  • Any other information that you may choose to give to us.

We may get this information from:

  • You.
  • Anyone you ask to give this information to us on your behalf (such as your family or friends).
  • Anyone who has a Power of Attorney to act as your attorney.

We may also produce the following information about you as part of the services that we carry out:

  • Notes or records of any conversations that we may have with you.
  • Copies of letters that we send to you.

Where we store your personal information

We are committed to holding your personal information securely. This means only those of our staff and contractors that need to see it have access. Where personal information is held electronically, it is held on our computer system that is owned and controlled by Bumblebee Conservation Trust. Your information can only be accessed by us.
Sometimes we have to keep information about you on paper as well. Paper copies are held at our offices. Sometimes we will make electronic copies of paper documents or type up information from them. These documents or information are then stored on our computer system and we shred the paper originals.
We do also use computers (including laptops and tablets) outside our offices if they are secure and under our control.  Sometimes we also use computers which are owned or managed by our suppliers, if the computers are secure and under our control.

What we use your personal information for

  • Administering your membership.
  • Communications about conservation, volunteering and campaigns.
  • Fundraising.
  • Fulfilment of orders for goods and services.
  • Administration of donations and legacies.
  • Customer satisfaction surveys.
  • In house research and analysis.
  • Quality management.
  • Keeping you up to date about our activities and opportunities that you can take to support us and our work.
  • Telling you about our charitable activities.
  • Where permitted by law, for example for crime prevention or detection, prosecution, or risk assessment or management.
  • For the resolution of complaints or other issues.  Information we receive about you from others may be confidential to them (not you) until it has been considered.
  • We may want to use your information for other reasons. If we do this, we will either contact you to ask you first, or make sure that you cannot be identified from the information that we use.
  • Event/training sessions registration.

Who else we may pass on your information to

Normally, we will be the only people who are able to access your personal information. However there may be times when need to give your details to others, such as:

  • IT providers who provide support to us to manage the computers, phones, systems or software that we use.
  • Consultants, agency staff and recruitment agencies (where these are needed to help with additional staff needs).
  • Our professional advisors and providers of financial services.
  • Our insurers (at the point at which we need to tell them about a claim or a potential claim).
  • Public Relations companies and other organisations that help us in printing and sending out our newsletters and marketing material.
  • Companies who help us to monitor our premises and internal systems, including premises security and CCTV.
  • Our other suppliers who enable us to provide our services to you, or who provide services on our behalf (including Royal Mail and other carriers).
  • Your trustees, deputies, attorneys and other legally recognised appointees.

We may sometimes be required to disclose your personal data by law such as by a regulator with appropriate power, or court order.

We will not share your personal information with anyone who claims to represent you unless we are satisfied that you have appointed them or they act in some recognised official capacity.  There may be a delay to us dealing with requests whilst we confirm the caller’s identity, or check that we have your approval to deal with them.
Where other companies are used to capture data or undertake fulfilment services on our behalf, these activities are carried out under contract in compliance with the Data Protection Act requirements.

We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so. We may use your personal information to send you promotional information about third parties which we think you may find interesting if you tell us that you wish this to happen. We do not give anyone else access to your information, in return for payment, for their marketing or commercial purposes.

Your rights

You have the right to ask us not to process your personal information; however we may be unable to provide our services to you if we are unable to record and process certain details.

Accessing the information we have about you

You have a legal right to access information that we hold about you. If you ask us, we may charge a fee of up to £10 to meet our costs. You can write to our Data Protection Officer at our registered office address (see below).
You can contact us at any time by letter or email to change or update your details, or obtain a copy of your record.
If you have any problems or queries about your data, please contact us by emailing membership@bumblebeeconservation.org or writing to: Bumblebee Conservation Trust, Beta Centre, Stirling University Innovation Park, Stirling FK9 4NF.

We will respond to your request with within 40 days. We may not be able to provide you with your request if your personal information contains details about another person and we do not have their permission to give it to you.

Parents and guardians

We encourage you to be aware of the activities that your children are participating in both offline and online, particularly with regard to third party websites. If your children voluntarily disclose information, this may encourage unsolicited messages. We suggest that you discourage your child from providing any information without your consent.

Cookies and tracking

A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.
Bumblebee Conservation Trust uses traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.
Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.
You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may limit the functionality of the website.

Financial security

All online transactions are currently processed through PayPal (for membership payments) or Charities Aid Foundation (CAF) for donations. These websites use the SSL (Secure Sockets Layer) protocol for encryption. Most browsers (Microsoft Explorer, Mozilla Firefox, Safari, etc.) support SSL. The link between your browser and the server is secure if your browser displays a small padlock or key symbol somewhere in the frame, or the address bar shows a web address beginning https:// (rather than http://).

Links to third party websites

The Bumblebee Conservation Trust website contains hyperlinks to many other websites. This information is supplied in good faith, in case it is of interest or use, to our website users. Bumblebee Conservation Trust is not responsible for the content or functionality of any of these external websites – but please let us know if a link is not working (use the ‘Contact’ link which can be found at the top of every webpage).
Visitors to the Bumblebee Conservation Trust website should be aware of the following:
If an external website requests personal information from you (e.g. in connection with an order for goods or services), this information is supplied to, stored and used by the company concerned – it is not covered by the Bumblebee Conservation Trust‘s Data Protection Notice. It is good practice to read the privacy policy of any website at which you are considering registering any personal information.
In purchasing goods or services from any of the companies to which the Bumblebee Conservation Trust site links, you are forming a contract with the company(s) concerned (agreeing to their terms and conditions), not the Bumblebee Conservation Trust.

Notification of change of Privacy Policy

Bumblebee Conservation Trust reserves the right to amend this Privacy Policy at any time. Notice of any change will be posted on our website and will be deemed effective on publication. Your continued use of this website after changes are posted constitutes your acceptance of these Terms and Conditions.

If you are one of The Bumblebee Conservation Trust’s customers, you do not need to read this section.
If you are one of our suppliers, we will collect, store and use information as follows:

  • We will collect such personal information about your staff that you provide to us or that we need for us to work together.
  • We will store the information collected in accordance with the “Where We Store Your Information” section, above.
  • We will use the information collected as required so that we can work with you.
  • We may pass the information on to third parties as required in accordance with the “Who else we may pass on your information to” section above.

Updated 04 August 2015
Version 3

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Registered Charity No. 1115634 / Scottish Charity No. SC042830

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