Privacy Notice

“Suffolk Wildlife Trust”, “we”, or “us” refers to:

• Suffolk Wildlife Trust (registered charity no. 262777)
• SWT Trading Limited (company no. 2221844), a wholly owned subsidiary

We are a "data controller" for the purposes of the Data Protection Act 2018 and the UK General Data Protection Regulation ("Data Protection Law"). This means that we are responsible for the processing of your personal information.

If you have any questions about this Privacy Notice or your data, please get in touch by email of post.

Email: data@suffolkwildlifetrust.org
Office address: Brooke House, The Green, Ashbocking, Ipswich, IP6 9JY

Office hours: Monday–Friday, 9am–5pm

We occasaionlly collect personal data directly from you when you interact with us.

Personal information

We collect personal information such as your name, date of birth, email address, postal address, telephone number and credit/debit card details (if you are making a purchase or donation), as well as information you provide in any communications between us. You will have given us this information while making a donation, registering for an event, placing an order on our website or any of the other ways to interact with us.

We will mainly use this information:

• To process your donations or other payments, to claim Gift Aid on your donations and verify any financial transactions.
• To provide the services or goods that you have requested.
• To update you with important administrative messages about your donation, an event or services or goods you have requested.
• To comply with the Charities (Protection and Social Investment) Act 2016 and follow the recommendations of the official regulator of charities, the Charity Commission, which require us to identify and verify the identity of supporters who make major gifts so we can assess any risks associated with accepting their donations.
• To keep a record of your relationship with us.
• Where you volunteer with us, to administer the volunteering arrangement.

If you do not provide this information, we will not be able to process your donation, sign you up for a particular event or provide goods and services you have requested.

Information about Children and Young People

We sometimes receive limited data about children if they decide to fundraise for us, and we will collect data about children for events we organise specifically for young people or where they agree to volunteer for us. Wherever possible, we will ask for consent from parents or guardians to collect information about children and young people under the age of 16. If you are under 18, you can find out more information about how we collect and use your personal information in our Young Person’s Privacy Policy

Legal Basis for using your information

We will only use personal information when the law allows us to (i.e., where we have a ‘lawful basis’). 

The lawful bases that we rely on are set out below:  

• In some cases, we will only use your personal information because we need to use it in order to fulfil a contract with you (for example, because you have placed an order on our website).  
• There are other lawful reasons that allow us to process your personal information and one of those is called 'legitimate interests'. This means that the reason that we are processing information is because there is a legitimate interest for Suffolk Wildlife Trust (or a third party) to process your information to help us to achieve our vision of ensuring that everyone experiencing a Mental Health problem gets both support and respect. 

Whenever we process your Personal Information under the 'legitimate interest' lawful basis we make sure that we take into account your rights and interests and will not process your personal information if we feel that  our interests are outweighed by your rights and interests. 

Some examples of where we have a legitimate interest to process your Personal information are where we contact you about our work via post (and in some cases via email or text, see the ‘Marketing’ section below), use your personal information for data analytics, conducting research to better understand who our supporters are, improving our services, for our legal purposes (for example, dealing with complaints and claims), or for complying with guidance from the Charity Commission. 

Where we rely on your consent, you can withdraw that consent at any time by emailing us at data@suffolkwildifetrust.org.

The personal information we collect about you will mainly be used by our staff (and volunteers) at Suffolk Wildlife Trust so that they can support you.

We will never sell or share your personal information with organisations so that they can contact you for any marketing activities. Nor do we sell any information about your web browsing activity.

Suffolk Wildlife Trust may however share your information with our trusted partners and suppliers who work with us or on our behalf to deliver our services, but processing of this information is always carried out under our instruction. We make sure that they store the data securely, delete it when they no longer need it and never use it for any other purposes. Some examples of where we may share your information are with our fulfilment partners who help to create and send information to you to reduce our costs, with our partners who help us to process donations and claim Gift Aid and our partners who help us to manage our social media accounts. We enter into contracts with these service providers that require them to comply with Data Protection Laws and ensure that they have appropriate controls in place to secure your information.

We may disclose your information if required to do so by law (for example, to comply with applicable laws, regulations, court orders, subpoenas, codes of practice or in response to a valid request from a competent authority); or, in order to enforce our conditions of sale and other agreements. 

We may also share your personal information with the following third parties: 

• with contractors, suppliers, or other third parties that provide services on our behalf (such as website host providers);
• as part of a sale, merger or acquisition, or other transfer of all or part of our assets;
• with our professional advisors, lawyers, accountants and auditors; or
• with your consent or as otherwise disclosed at the time of data collection or sharing. 

We do not currently transfer personal information we hold to a country outside the UK.

If we ever do so, we will take steps to ensure that your personal information is protected in accordance with appropriate safeguards, especially where the recipient country is not considered to be adequate under UK law. In particular, we will rely on the appropriate safeguards under data protection legislation, such as standard contractual clauses approved by the UK Government to protect your personal information.  

We take looking after your information very seriously. We've implemented appropriate physical, technical and organisational measures to protect the personal information we have under our control, both on and off-line, from improper access, use, alteration, destruction and loss. 

Unfortunately, the transmission of information using the internet cannot be guaranteed to be completely secure. Although we do our best to protect your personal information sent to us this way, we cannot guarantee the security of data transmitted to our site. If you have reason to believe that your interaction with us is no longer secure, please immediately notify us in accordance with the “Who We Are” section above. 

Our website may contain links to other sites. While we try to link only to sites that share our high standards and respect for privacy, we are not responsible for the content, or the privacy practices employed by other sites, and we encourage you to read the privacy notices or policies on all such websites. Please be aware that advertisers or Websites that have links on our site may collect personally identifiable information about you. This privacy statement does not cover the information practices of those websites or advertisers. 

Any debit or credit card details which we receive on our website are passed securely to our payment processing partner, according to the Payment Card Industry Security Standards. 

We only keep it as long as is reasonable and necessary for the relevant activity, which may be to fulfil statutory obligations (for example, the collection of Gift Aid). The criteria we use to determine the retention period of personal information are: (i) the respective statutory retention period; (ii) our contractual and/or business relationships with you; (iii) (potential) disputes; and (iv) any guidelines issued by relevant regulators. After expiration of the retention period, the relevant information is routinely deleted, as long as it is no longer necessary for the fulfilment of a contract, the initiation of a contract or to protect or defend our position or that of a third party.

You have control over the personal data we hold about you. Under UK GDPR (General Data Protection Regulation), you have the following rights:

• Access to your personal information: You have the right to request access to a copy of the personal information that we hold about you, along with information on what personal information we use, why we use it, who we share it with, how long we keep it for and whether it has been used for any automated decision making. You can make a request for access free of charge. Please make all requests for access in writing and provide us with evidence of your identity.
   
• Right to object: You can object to our processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes. Please contact us as noted above, providing details of your objection.
   
• Consent: If you have given us your consent to use personal information (for example, for marketing), you can withdraw your consent at any time.
   
• Rectification: You can ask us to change or complete any inaccurate or incomplete personal information held about you.
   
• Erasure: You can ask us to delete your personal information where it is no longer necessary for us to use it, or you have withdrawn consent, or where we have no lawful basis for keeping it.
   
• Portability: You can ask us to provide you or a third party with some of the personal information that we hold about you in a structured, commonly used, electronic form, so it can be easily transferred.
   
• Restriction: You can ask us to restrict the personal information we use about you where you have asked for it to be erased or where you have objected to our use of it.
   
• No automated decision making: Automated decision-making takes place when an electronic system uses personal information to make a decision without human intervention. You have the right not to be subject to automated decisions that will create legal effects or have a similar significant impact on you, unless you have given us your consent, it is necessary for a contract between you and us or is otherwise permitted by law. You also have certain rights to challenge decisions made about you. While we may use artificial intelligence technology internally (or use service providers that use such technology), we do not currently use artificial intelligence in any way which involves carrying out any automated decision-making.

How to Exercise Your Rights

Contact us by email: data@suffolkwildlifetrust.org, or by post: Brooke House, The Green, Ashbocking, Ipswich, IP6 9JY
 

Please note, some of these rights only apply in certain circumstances, where one of your rights does not apply (for example because of exemptions under the Data Protection Law), we will communicate the reason to you.

When you first visit our website, we will ask for consent to set certain cookies (and to process any personal data collected by these cookies) which are not strictly necessary to make our pages work: you will be able to set your preferences at this stage. Where cookies are strictly necessary, we consider that we have a legitimate interest in processing the personal data they collect and you will not be able to reject the placement of those cookies because they are necessary for our website to run. 

You can always withdraw your consent by ‘managing cookies’ on our website, or by clearing cookies from the cache in your computer and rejecting them next time you visit our site. 

We may also use similar technologies to identify when our emails are opened. This allows us to identify whether our marketing campaigns are effective, and we consider that we have a legitimate interest in doing so. 

For more information about our use of cookies and tags, different types of cookies, the information they collect and further information about how you can control the types of cookies that are placed on your browser, please refer to our Cookies Policy.

If you are not satisfied with how we handle your personal data, please contact us so we can try to resolve your concern. 

Email: complaints@suffolkwildlifetrust.org
Post: Brooke House, The Green, Ashbocking, Ipswich, IP6 9JY

Submit a complaint online

You also have the right to lodge a complaint with the UK regulator: the Information Commissioner's Office.

We may update this notice from time to time. The latest information will always be available on our website.

If you want to find out more about this policy and how we look after your personal information, contact data@suffolkwildlifetrust.org.