At the Northwest Ecological Trust (NWET) we respect the privacy of our supporters, volunteers and visitors, including visitors to our websites and we are committed to protecting their personal information.
This policy is concerned with how we collect information, what we do with it and what controls you have.
The Northwest Ecological Trust (NWET) is a Charitable Trust (Registered Charity No. 327788).
Our registered office address is
163 Liverpool Road,
NWET is responsible for the development and management of
Gorse Hill Nature Reserve,
What personal information do we collect?
|Title/full name/full postal address||Telephone Number (landline and/or mobile)||Name and e-mail address|
|Subscription Supporters||Yes||If provided, only used for contact regarding their subscriptions and for direct marketing with opt in to enable future contact||If provided, only used for contact regarding their subscriptions and for direct marketing with opt in to enable future contact|
|Donors of Tree Dedications||Yes||If provided, only used for contact regarding their dedication||If provided, only used for contact regarding their dedication|
|Other named donors for gift aid purposes||Yes||If provided only used to clarify their personal details or instructions||If provided only used to clarify their personal details or instructions|
|E-mail sign ups from visitors, event attendees, websites||Only if provided for a specific request to post information||If provided only used for direct marketing with opt in to enable future contact||If provided only used for direct marketing with opt in to enable future contact|
|Visitors||Only if provided for a specific request to post information||If provided only used for direct marketing with opt in to enable future contact for specific reasons||If provided only used for direct marketing with opt in to enable future contact|
|Booking for specific events or visits by individuals||Only if provided for a specific request to post information||If provided to enable contact regarding that event or visit||If provided to enable contact regarding that event or visit (otherwise covered under e-mail sign ups)|
|Booking for specific events or visits by groups||Only if provided for a specific request to post information||If provided to enable contact regarding that event or visit||If provided to enable contact regarding that event or visit (otherwise covered under e-mail sign ups)|
We do not operate direct debit or accept payment by debit or credit cards. We do not retain any bank account details for individuals who make payments to NWET by standing order. For audit trail purposes only the name and address of the bank involved and the date the standing order was sent to that bank by NWET is recorded on the personal record of the person concerned.
What do we mean by direct marketing? We will tell you about:
- Our events and activities
- Our charity, news and conservation work
- Volunteering opportunities
Why we collect this information
- To administer new and renewal subscriptions
- To administer tree dedication documentation
- To process donations
- To claim Gift Aid on donations
- To confirm receipt of donations, to thank donors and to provide details of how donations may be or have been used
- To enable us to maintain a record of supporters’ relationships with us
- For analysis leading to the production of management information relating to income generation and supporter development
- In relation to correspondence entered into with NWET by any offline or online channel
- To manage visiting and other services at Gorse Hill Nature Reserve
- To send subscribers and supporters information about the organisation’s work and fundraising events where the organisation has obtained consent or is otherwise allowed to, e.g. by claiming legitimate interest based on existing relationships. Please see our legitimate interest statement below for more information. The lawful basis claimed for processing subscription supporters’ personal data is the contract between NWET and its subscribers which requires NWET to provide the benefits advertised for subscribers and the information that enables them to continue their subscription, for example their renewal advice and supporter card. Subscribers who opt out of all communications will not receive this information.
- To keep NWET subscription and other supporters’ data up to date
- To implement any instructions NWET receives with regard to withdrawing consent to send information
Individuals can update or withdraw their consent at any time, for individual channels of communication, or for all channels, by contacting Su Haselton, Subscriptions and Admin Manager NWET Lydiate Windmill, 163 Liverpool Road, Lydiate, Merseyside L31 2LY or e-mailing firstname.lastname@example.org. Supporter e-mails contain an option to unsubscribe.
In the event that NWET needs to contact or enter into correspondence with individual supporters regarding administrative issues that do not fall into the General Data Protection Regulation (GDPR) definition of ‘direct marketing’, the use of an e-mail address or telephone number provided by the individual is permissible for the specific purpose of resolving the issue.
How do we keep this information?
NWET ensures that there are appropriate controls in place to protect personal details provided to the organisation.
NWET’s documents and databases are only accessible by approved named members of the NWET Management Committee and paper-based information is stored securely as required by GDPR.
Sharing your information
We will comply with legal requests where disclosure is required or permitted by law and a written request is received, for example, to government bodies for tax purposes or law enforcement agencies for the prevention and detection of crime.
Also we will only disclose information to third parties or individuals when:
- If you have agreed that we may do so.
- We may disclose aggregate statistics about our site visitors, supporters, customers and sales to describe our services and operations to advertisers and other reputable third parties and for other lawful purposes, but these statistics won’t include any personally identifying information.
We will never sell or rent your personal information to other organisations.
We do not use any other companies to provide services on our behalf such as sending mail and e-mails.
How long do we keep your information?
We hold your information only as long as necessary for each purpose we use it. For example:
- If we have claimed gift aid on your donations we are required by HM Revenue and Customs (HMRC) to retain enduring Gift Aid declarations covering ongoing donations permanently. When they cease, these and other Gift Aid tax records should be kept until 6 years after the end of the tax year they relate to or, if later, 12 months after the Charity makes a Gift Aid repayment claim for that tax year.
- If you decide not to support the Trust any more, and we have not claimed gift aid on any of your donations, we will keep your records for a maximum of 6 months and then all documentary records will be destroyed and computer database records will be deleted. This is in order to avoid sending you unwanted materials and to ensure that we don’t accidentally duplicate information.
GDPR gives everyone a number of very important rights. These are:
- A right to be informed – transparency over how we use your personal information.
- Right of access – you can request a copy of the information we hold about you, which will be provided to you within one month. (Depending on the nature of the request, we may seek a form of identification to verify the identity of the person making it).
- Right of rectification – we will update or amend the information we hold about you if it is wrong.
- Right to restrict processing – you can ask us to stop using your information.
- A right to object – you can object to the processing of your information for marketing purposes.
- A right to data portability – you can obtain and reuse your personal data for your own purposes.
- A right not to be subject to a decision when it is based on automated processing (automated decision making and profiling).
- A right to be ‘forgotten’ – you can ask us to remove your personal information from our records in the following circumstances:
- Where the personal data is no longer necessary in relation to the purpose for which it was originally collected/processed
- When the individual withdraws consent
- When the individual objects to the processing and there is no overriding legitimate interest for continuing the processing
- The personal data was unlawfully processed (i.e. otherwise in breach of the GDPR)
- The personal data has to be erased in order to comply with a legal obligation
- The personal data is processed in relation to the offer of services to a child.
NWET can refuse to comply with a request for erasure where the personal data is processed for legal reasons or other scenarios that may be in the public interest as specified by the Information Commissioners Office.
If you would like to know more about your rights under the data protection law see the Information Commissioners Office website (https://ico.org.uk).
You can change the way you hear from us or withdraw your permission for us to processing your personal data at any time by writing to us at:
163 Liverpool Road,
or handing in a letter to:
Gorse Hill Nature Reserve,
or you can e-mail Su Haselton, Subscriptions and Admin Manager at email@example.com.
When you volunteer with the NWET, 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 us. By agreeing to volunteer with NWET you are agreeing to us to sending you emails about volunteering and your volunteer role. We will on occasion need to share your email address with other NWET volunteers, for instance in the process of organising an event you have chosen to attend.
If you are a volunteer (whether for specifically NWET, or if you are helping us for other reasons – for example you work for another organisation which is running an event with us) then we may collect extra information about you (e.g. references, criminal records checks, details of emergency contacts, medical conditions etc.). This information will be retained for legal reasons, to protect us (including in the event of an insurance or legal claim) and for safeguarding purposes.
Legitimate Interest Statement
As from 25 May 2018, under the General Data Protection Regulation (GDPR), the Northwest Ecological Trust (NWET) will rely on legitimate interest as per GDPR Article 6(1) (f) for some of its processing of personal data.
This permits us to contact our subscribers and supporters by post. Individuals are free to opt out of postal contact at any time.
Clear information about how individuals can opt out of contact or change their contact preferences is on our website (www.nwecotrust.org.uk) and printed materials.
An up to date privacy statement is available on our website.
The NWET is a small, independent local charity with its business focus upon Gorse Hill Nature Reserve and we believe that the individuals whose information we hold on our databases are fully aware of the nature of their relationship with us and the mutually beneficial reasons for remaining in contact.
Our reasons for claiming legitimate interest are:
- Sending subscription communications, particularly Nature Trail, our magazine for subscribers, and renewal letters
- Sending certificates and documentation to donors participating in our tree dedication scheme
- Providing occasional information to subscribers, visitors, other visiting organisations such as University of the Third Age (U3A) Groups and other people who have expressed an interest in our open days and fund raising events (direct marketing)
Without these contact opportunities, NWET’s income generation potential is put at risk, endangering the long term survival of the organisation:
- Subscription benefits are heavily weighted towards post, for example new and renewal subscriptions containing supporter cards have to be sent by post, Nature Trail magazine is posted twice a year
- Tree dedication documentation such as certificates and leaflets are sent by post to the donor
- The relationship between NWET and subscribers, visitors, visiting organisations and other interested individuals is enhanced if those individuals or groups who are happy to be contacted can be told about events by both post and e-mail (direct marketing).
If you wish to raise a complaint on how we have handled your personal data, you can contact our data protection officer who will investigate the matter. If you are not satisfied with our response or believe we are not processing your personal data in accordance with the law you can complain to the Fundraising Regulator or the Information Commissioner’s Office (ICO).
Our data protection officer can be contacted by writing to:
NWET Lydiate Windmill,
163 Liverpool Road,
Or by emailing: firstname.lastname@example.org
If you wish to contact us about anything in the policy or the information we hold about you please get in touch with either Su Haselton or Jonathan Atkins:
- By email: email@example.com
- By post:
Lydiate Windmill, 1
63 Liverpool Road,
- By telephone: 01695 577719 or 07761 212636
This document was last updated: 4 June 2018