PRIVACY POLICY

Privacy

This is vital in helping us to protect people and the planet. To ensure that we communicate with our supporters through their preferred channels, and to enable us to share updates about our work, we need to collect different types of information, including personal data. We understand the trust that our supporters place in us when sharing their data, and we will always do our utmost to respect that trust and protect their personal information.

Should you have any questions regarding this policy, please contact our Supporter Care team on info@wildlifeandwelfare.org

Security

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect.

 

Privacy notice and policy

This is the privacy policy of Wildlife and Welfare

Wildlife and Welfare registered charity number 1177425. This organisation are data controllers and processors of your information under the conditions of the General Data Protection Act 2018.

 

Contact information

Our postal address is:

The Old Fire Station, Salt Lane, Salisbury, SP1 1DU, UK

We can be reached online at info@wlidlifeandwelfare.org

Our appointed Data Protection Officer is James Florence and can be contacted via the above address or by our contact form.

 

Introduction

At Wildlife and Welfare we take your privacy very seriously and we’re committed to protecting your personal information that you’ve shared with us.

Our Supporter Promise underpins all our activity and engagement with our supporters. It is a vital part of our work with you, our supporters, and we commit to keeping our promise to you in everything we do.

Our aim is to safeguard your privacy whilst providing a personalised and valuable experience. Collecting personal information is necessary if we are to satisfy the expectations and requirements of our supporters. It’s also a legal requirement for some of the things we do, such as processing donations.

 

Supporter Promise – our commitment to our supporters

We will be respectful:

  • Only ask you for what we really need to know

  • Collect and use the personal data that you share with us transparently, honestly and fairly

  • Make every effort to take into account the needs of individuals who may be in vulnerable circumstances or require additional care and support to make an informed decision

  • Taking care not to cause unreasonable nuisance or disruption

  • Never put our supporters under pressure to make or continue a gift

  • Respect the wishes and preferences of supporters

  • Use supporters gift for the purpose for which they were given; to spend donations so they have the most impact for animal welfare, wildlife or environmental conservation Be receptive to feedback, and use this to improve our fundraising processes and procedures

  • Never share, sell or rent personal data to third parties for marketing purposes, only using it to update you about our work or to respond to requests from you

We will listen and respond:

  • We will listen to you about how you want to be contacted by us and will honour your preferences

  • We have a specialist Supporter Care team who are available at info@wildlifeandwelfare.org  

  • We will listen to any feedback from you, good or bad as we want to learn and improve our processes

  • If you are unhappy with anything we have done, you can contact us to make us aware of any concern or complaint using our complaints procedure. If we make a mistake we will apologise and do everything we can to put things right.

  • If we cannot resolve your complaint we accept the authority of the Fundraising Regulator

  • We monitor and record the number of complaints we receive each year and share this data with the Fundraising Regulator on request

We are committed to high standards:

  • We adhere to the code of Fundraising Practice

  • We comply with the law as it applies to charities and fundraising including data protection, health and safety and the environment

  • We do all we can to ensure that fundraisers, volunteers and fundraising contractors working with us to raise funds, comply with legal requirements and best practise.

  • We proudly display the Fundraising Regulator badge on our fundraising material to show we are committed to good practice

All the data that we use is held in accordance with the requirements laid out in current data protection legislation. If you have any requests concerning your personal information or any questions about how we manage our data, please contact our Supporter Care team who can put you in touch with our Data Protection Officer.

It is important that you read the full policy to understand what information we hold and how we may use it:

We collect information to provide the services that have been requested, to provide information, to fundraise for our work, for administration, research, profiling, analysis and for the prevention/detection of crime.

What information we collect

  • Personal information such as name, postal address, phone number, email address.

  • Demographic information such as postcode, interests, hobbies, motivations or personal experience.

  • Other information relevant to customer surveys and/or offers

  • Other information if applying for a volunteer programme with us

  • Information in relation to specific activities, such as newsletter requests, donations, and feedback

Why we collect information

  • We only collect information that we need or that would enable us to provide the best possible service. You don’t have to disclose personal information, however declining to do so may mean we are unable to provide you with certain services.

What we do with the information we gather

  • We will use the information you provide to give you the services, products or information you asked for, to administer your donation including processing gift aid, to support your fundraising or manage your communication preferences.

  • We never sell data and will never share it with another organisation, private or not for profit, for their marketing purposes.

  • We will only share data with carefully selected partners who work with us or if we are required to by law. All partner organisations are required by contract to treat your data carefully and in accordance with the General Data Protection Regulation, and will only use data as instructed.

  • We work with selected partners who provide services on our behalf. These could include mailing houses, marketing agencies, IT specialists, Universities, research companies. We may ask them to carry out processing, printing and mailing of communications, profiling, carrying our research or analysis. We will only pass on personal data to organisations or individuals if they have signed a contract that requires them to:

    • Abide by the requirements of the General Data Protection Regulation

    • Only use the information for the purposes it was supplied

    • Allow checks to be carried out to ensure they are abiding by the contract

  • Where you give us your consent we will let you know about the work we carry out and update you with our latest fundraising activities. You decide how you want us to contact you, whether by mail, email or by phone or text message.

  • We use personal data for administrative purposes (i.e. to carry on our charity work). This includes:

    • Receiving donations (e.g. direct debits or gift-aid instructions);

    • Maintaining databases of our volunteers and supporters;

    • Fulfilling orders for goods (whether placed online, over the phone or in person);

    • Helping us respect your choices and preferences (e.g. if you ask not to receive certain communications from us, or communication by a specific channel, we’ll keep a record of this).

  • We may carry out analysis of the personal information we collect about you and add publicly available information to create a profile of your interests, preferences and level of potential donations so we can contact you in the most appropriate way and with the most relevant information.

  • We may collect information from social media where you have given us permission to do so, or if you post on one of our social media pages.

  • We may use publicly available information such as newspaper articles, or information you have given permission to other organisations to share such as LinkedIn, to identify supporters and non-supporters, including Trustees, who have expressed an interest in giving major gifts or having a public profile with other charities.

  • On occasion, we may improve the quality and accuracy of the information you have provided such as your contact details by checking against external data lists. This helps us ensure our records are fully up-to-date and to avoid mis-directing communications.

  • If applying for a volunteer programme with Wildlife and Welfare, we will use your information to check suitability for the volunteer position and for contacting you.

  • We will hold your personal information on our systems for as long as is appropriate for the activity that you are supporting (for example making a donation to support our work). If you ask for your personal information to be deleted we will manage your request in a transparent way, and in line with our data retention policy. We may, however, retain a secure anonymised record for research and analytical purposes. We regularly review the data we hold to ensure it is held in line with consent of the person who shared it with us.

 

Sensitive personal data

  • We do 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 (e.g. if you volunteer with us). If this does occur, we’ll take extra care to ensure your privacy rights are protected.

 

Information we generate

  • We carry out research and analysis on our supporters, donors and volunteers, to determine the success of campaigns and appeals, better understand behaviour and responses and identify patterns and trends. This helps inform our approach towards campaigning and makes Wildlife and Welfare a stronger and more effective organisation. Understanding our supporters, their interests and what they care about also helps us provide a better experience (e.g. through more relevant communications).

  • We evaluate, categorise and profile personal data in order to tailor materials, services and communications (including targeted advertising) and prevent unwanted materials being produced. This also helps us understand our supporters, improve our organisation and carry out research.

  • We analyse our supporters to determine common characteristics and preferences. We do this by assessing various types of information including behaviour (e.g. previous responses) or demographic information (e.g. age or location). By grouping people together on the basis of common characteristics, we can ensure that the group is provided with communications, products, and information which is most relevant to them. This helps prevent your inbox from filling up, and also means we aren’t wasting resources on contacting people with information which isn’t relevant to them.

  • We profile supporters in terms of financial support. For example, we keep track of the amount, frequency and value of each person’s support. This information helps us to ensure communications are relevant and timely. If, based on information that has been provided to us (such as geographical location, demographics, or previous donations), it appears an individual might be willing and able to provide more we may contact them to see if they wish to do so.

  • On occasion, we may also combine information about particular supporters with external information (such as directorships listed on Companies House, or news about an individual which has featured in the media) in order to create a more detailed profile about a particular individual.

  • We may aggregate and anonymise personal data so that it can no longer be linked to any particular person. This information can be used for a variety of purposes, such as recruiting new supporters, or to identify trends or patterns within our existing supporter base.  This information helps inform our actions and improve our campaigns, products/services and materials.

Communications

  • By subscribing to the Wildlife and Welfare newsletter or opting in to email communications from Wildlife and Welfare, you grant us the right to use your email address for communicating news and updates, surveys, marketing and fundraising. We may also send you service communications via email, for example when you order goods or make a donation. 

  • While we will take all reasonable steps to protect and secure your personal data electronically, we cannot guarantee the confidentiality of any messages transmitted between you and us via email as these are potentially accessible by the public. We will not be liable to you or anyone else for any loss relating to any email message sent by you to us or by us to you. Like many organisations, we can estimate how many supporters open our emails by counting how many have downloaded the images in them. We also track how many supporters click the links in our emails. By keeping track of which emails our supporters open and click, we can find out what content is popular, and therefore send more of the kind of emails our supporters read. It also means that if a supporter – like you – appears to have stopped opening or clicking emails, we can ask them why. This feedback helps us to improve our emails for the future.

  • If you have provided us with your postal address or telephone number we may send you direct mail or telephone you about our work unless you have told us that you would prefer not to receive such information.

  • It is your choice as to whether you want to receive information about our work, how we raise funds and the ways you can get involved. If you do not want us to use your personal information in these ways please indicate which methods of communication you wish to be contacted by on the form on which we collect your data. Alternatively you can indicate the content of communications you wish to receive by informing us by contacting our Supporter Care Team info@wildlifeandwelfare.org   

  • You may opt-out of our emails at any time by clicking the ‘unsubscribe’ link at the end of our emails.

  • You can also change any of your contact preferences at any time by contacting our Supporter Care Team info@wildlifeandwelfare.org

  • We will not use your information for marketing purposes if you have indicated that you do not wish to be contacted for such purposes. However, we will retain your details on a suppression list to help ensure that we do not continue to contact you.

When you receive a communication, we may collect information about how you respond to, or interact with, that communication and this may affect how we communicate with you in future.

 

Fundraising

As a charity, we rely on donations and support from others to continue our work. From time to time, we will contact supporters with fundraising material and communications. This might be about an appeal, an event, or to suggest ways you can raise funds.

 

Website tracking

As part of our security measures, every time our website is accessed, we record the date, time and the IP address used. In some circumstances this may mean that these details are linked to the personal data you have shared. Sometimes the device used to access the website (eg, a mobile phone, tablet, laptop) may provide us with further information, such as the device and operating system. Using this information helps us to improve our site performance, for example by understanding the times of day and days of the week when we see peak traffic, and to assess the popularity of different areas of the site.

 

Internet-based transfers and processing

The internet works as a global environment. This means that using it to collect and process personal data often involves the international transmission of data, and on occasions processing of personal data by third parties (including social media companies) outside the European Economic Area.

Although this may happen, we can reassure you that the data will always be held securely and in line with the requirements of UK data protection legislation. However, we want you to be aware that by communicating electronically with us, you understand and agree to our processing of personal data in this way.

 

How we use cookies

A cookie is a small file which asks permission to be places 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.

We use 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 fund most 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 prevent you from taking full advantage of the website. 

Links to other websites

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should not that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

Communication preferences

You can decide not to receive communications or change how we contact you at any time. If you wish to do so please contact our Supporter Care Team at info@wildlifeandwelfare.org or by writing to Wildlife and Welfare, The Old Fire Station, Salt Lane, Salisbury, SP1 1DU.  

Privacy policy for minors

The protection of minors is very important to us, so we won’t actively seek opportunities to collect personal information from under-18s. However, we don’t want to exclude under-18s from opportunities to support our work either (with the exception of donations), so we may sometimes need to store their personal information. Where appropriate, we’ll ask under-18s for their date of birth to make sure they’re completely excluded from our fundraising activities.

Minors should always ask a parent or guardian for permission before sending personal information to anyone online.

Your rights and acceptance of this policy

By sharing your consent preferences and using our sites, you consent to the collection and use of information by Wildlife and Welfare in accordance with our Privacy Policy. If you do not agree to this policy, please do not use our sites.

Any personal information submitted via our websites is treated in accordance with current UK data protection legislation. To find out more about your entitlements under current and future data protection legislation, visit the Information Commissioner's website .

Personal data rights

We want to ensure you remain in control of your personal data. Part of this is making sure you understand your legal rights, which are as follows:

  • The right to confirmation as to whether or not we have your personal data and, if we do, to obtain a copy of the personal information we hold (this is known as subject access request);

  • The right to have your data erased (though this will not apply where it is necessary for us to continue to use the data for a lawful reason);

  • The right to have inaccurate data rectified;

  • The right to object to your data being used for marketing or profiling; and

  • Where technically feasible, you have the right to personal data you have provided to us which we process automatically on the basis of your consent or the performance of a contract. This information will be provided in a common electronic format.

Please keep in mind that there are exceptions to the rights above and, though we will always try to respond to your satisfaction, there may be situations where we are unable to do so.

If you would like further information on your rights or wish to exercise them, please write to our Data Protection Officer at Wildlife and Welfare, The Old Fire Station, Salt Lane, Salisbury, SP1 1DU or info@wildlifeandwelfare.org  

Complaints

You can complain to Wildlife and Welfare directly by contacting our data protection officer using the details set out above. If wish to make a complaint (including a complaint about fundraising activity) which does not directly relate to your data protection and privacy rights, you can do so in accordance with our charity’s complaint policy.

If you are not happy with our response, or you believe that your data protection or privacy rights have been infringed, you can complain to the UK Information Commissioner’s Office which regulates and enforces data protection law in the UK. Details of how to do this can be found at www.ico.org.uk

Changes to this Privacy Policy

We’ll amend this Privacy Policy from time to time to ensure it remains up-to-date and accurately reflects how and why we use your personal data. The current version of our Privacy Policy will always be posted on our website.

This Privacy Policy was last updated on 17/05/2019