We will never sell your personal data.
You can decide not to receive communications or change how we contact you at any time. If you wish to do so please contact Plantlife by emailing firstname.lastname@example.org or writing to Plantlife International, Brewery House, 36 Milford Street, Salisbury, SP1 2AP, or telephoning 01722 342730 (Lines open 9am – 5pm, Mon – Fri). Any questions you have in relation to this policy or how we use your personal data should be sent to email@example.com or addressed to The Data Protection Officer, Plantlife International, Brewery House, 36 Milford Street, Salisbury, SP1 2AP,
2. ABOUT US
Your personal data (i.e. any information which identifies you, or which can be identified as relating to you personally) will be collected and used by Plantlife International, charity no. 1059559 in England and SC038951 in Scotland with data controller number ZA835542 and Plantlife Trading Limited, a private limited company with registration number 02742265 and data controller number ZA835551. Both Plantlife International and Plantlife Trading Limited, together referred to as “Plantlife” are based at Brewery House, 36 Milford Street, Salisbury, SP1 2AP. For the purposes of data protection law, Plantlife International will be the controller.
3. WHAT INFORMATION WE COLLECT
Personal data you provide
We collect data you provide to us. This includes information you give when joining or registering, placing an order or communicating with us. For example:
- personal details such as name, date of birth, email, address, telephone etc. when you join as a member or supporter or apply for a job or to volunteer with us;
- financial information such as credit/debit card or direct debit details, and whether donations are gift-aided. Please see section 9 for more information on payment security; and
- details of your interests and preferences such as campaigns, the ways you support us or types of habitats you are involved with.
If you purchase Plantlife membership as a gift for someone, join as a family or are the parent of one of our youth supporters, your details will be recorded along with the recipients and your relationship to that person.
Information created by your involvement with Plantlife
Your activities and involvement with Plantlife will result in personal data being created. This could include details of how you’ve helped us by volunteering or being involved with our campaigns and activities, as well as when you engage in our social media or digital advertising. If you decide to donate to us then we will keep records of when and how much you give to a particular cause.
Information from third parties
We sometimes receive personal data about individuals from third parties (more information can be found under Section 7 – Research and Profiling below). For example, if we are partnering with another organisation and you provide your information to another charity we’re collaborating with on a conservation project. Also, as explained in Section 12 (Cookies and links to other sites), we may use third parties to help us conduct research and analysis on personal data and this can result in new personal data being created.
Occasionally, we may collect information about certain supporters (e.g. particularly well known or influential people) from public sources. This could include public databases such as Companies House, news or other media.
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. For example if you volunteer with us, if you have an accident on one of our reserves or indicate that you wish to leave us a legacy. If this does occur, we’ll take extra care to ensure your privacy rights are protected.
Accidents or incidents
If an accident or incident occurs on our property, at one of our events or involving one of our staff or volunteers then we’ll keep a record of this which may include personal data and sensitive personal data (as defined above).
If you are a volunteer, whether specifically for Plantlife 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 such as but not limited to references, criminal records checks, details of emergency contacts, medical conditions. This information will be retained for legal reasons, to protect us in the event of an insurance or legal claim and for safeguarding purposes. You may also receive communications from us providing you with information about your duties as a volunteer.
We don’t want to exclude under 18s from opportunities to support our work by volunteering. We may therefore need to collect and store their personal information.
4. HOW WE USE YOUR INFORMATION
We only ever use your personal data with your consent, or where it is necessary in order to:
- enter into, or perform, a contract with you;
- comply with a legal duty;
- protect your vital interests;
- pursue our own or a third party’s lawful interests, provided your rights don’t override these.
We will only use your information for the purpose and any closely related purposes it was collected for.
We use personal data to communicate with people, to promote Plantlife and to help with fundraising. This includes keeping you up to date with our news, updates, campaigns and fundraising information. For further information on this please see Section 6 (Marketing).
We use personal data for administrative purposes to carry on our charity and conservation work. This includes:
- receiving donations such as direct debits or gift-aid instructions or administering legacy gifts;
- maintaining databases of our volunteers, members and supporters including those who have indicated they wish to leave us a legacy;
- performing our obligations under membership contracts or in accordance with the law;
- fulfilling orders for goods or services how so ever placed such as online, over the phone via the post or in person.
- helping us respect your choices and preferences (e.g. if you ask not to receive marketing material, we’ll keep a record of this).
Internal research and analysis
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 make Plantlife a stronger and more effective organisation. Understanding our supporters, their interests and what they care about also helps us provide more relevant communications.
Supporter research and profiling
We evaluate, categorise and profile personal data in order to tailor materials, services and communications including targeted advertising to minimise unwanted communications. This also helps us understand our supporters, improve our organisation and carry out research. Further information on profiling can be found in Section 7 (Research and profiling).
We may process personal data for legitimate business purposes, which include but are not limited:
- to where the processing enables us to enhance, modify, personalise or otherwise improve our activities and communications to further our charitable objectives, for example through engagement with our website and use of social media;
- to engage with third parties, to advance Plantlife’s charitable objectives or otherwise to support our work - for example, in dealing with individual representatives at governmental and international level to campaign to save nature, or in applying for grant funding either by ourselves or together with others, or with those who represent our corporate partners and business contacts;
- to ensure our compliance with best practice, for example with fundraising standards, by monitoring contact made by third parties on our behalf;
- to identify and prevent fraud; and
- to enhance the security of our network and information systems.
Whenever we process data for these purposes, we will ensure that we adhere to your personal data rights.
You have the right to object to this processing and if you wish to do so please contact firstname.lastname@example.org. Please consider that any objection may affect our ability to carry out beneficial tasks and activities or send important communications.
Recruitment and employment
If you work for us, or apply for a job with us, we will process your personal data, including sensitive personal data, to comply with our contractual, statutory and management obligations and responsibilities. This data includes, but is not limited to, information relating to your health, racial or ethnic origin, and criminal convictions. In certain circumstances, we may process personal data or sensitive personal data without explicit consent.
Our contractual responsibilities include those arising from a contract of employment. This includes, but is not limited to, data relating to: payroll, bank account, postal address, sick pay, leave, maternity pay, pension and emergency contacts.
Our statutory responsibilities are those imposed by law on us as an employer. This includes, but is not limited to, data relating to: tax, national insurance, statutory sick pay, statutory maternity pay, family leave, work permits and equal opportunities monitoring.
Our management responsibilities are those necessary for the way the organisation functions. This includes, but is not limited to, data relating to: recruitment and employment, training and development, absence, disciplinary matters and contact details.
5. DISCLOSING AND SHARING DATA
We will never sell your personal data. If you have opted-in to marketing, we may contact you with information about our partners, or third party products and services, but these communications will always come from Plantlife and are usually incorporated into our own marketing materials (e.g. advertisements in magazines or newsletters).
We may share personal data with subcontractors or suppliers who provide us with services. For example, if you order something from the Plantlife Shop, your name and address will be shared with the delivery company. However, these activities will be carried out under a contract which imposes strict requirements on our supplier to keep your information confidential and secure.
Where we partner with other organisations, such as Working for Wildlife, we may also share information with them. For example, if you register to attend an event being jointly organised by us and another charity. We will only share information when necessary.
Sharing employee personal data
In order to carry out our contractual and management responsibilities, we may, from time to time, need to share an employee’s personal data with one or more third party supplier. To meet an employment contract, we are required to transfer an employee’s personal data to third parties, for example, to pension providers and HM Revenue & Customs.
In order to fulfil our statutory responsibilities, we’re required to provide certain aspects of an employee’s personal data to government departments or agencies in order to provide salary and tax data to HM Revenue & Customs.
Plantlife has asked its supporters to “opt-in” for most communications. This includes all our marketing communications (the term “marketing” is broadly defined and, for instance, covers information about conservation and Plantlife). This means you have the choice to receive these messages and select how you receive them (eg post, phone, email, text). You can decide not to receive communications or change how we contact you at any time. If you wish to do so please contact Plantlife by emailing email@example.com or writing to Plantlife International, Brewery House, 36 Milford Street, Salisbury, SP1 2AP, or telephoning 01722 342730 (Lines open 9am – 5pm, Mon – Fri).
What does ‘marketing’ mean?
Marketing does not just mean offering things for sale, but also includes news and information about:
- our charity, campaigns and conservation work;
- our role in educating the public in conservation of the natural environment; • Plantlife benefits and offers;
- volunteering opportunities and how you can help save nature;
- appeals and fundraising (including donations and also competitions, raffles etc.); • our events and activities;
- products, services and offers (our own, and those of third parties which may interest you);
- leaving a legacy;
- taking part in projects (e.g. the National Plant Monitoring Scheme); and • ideas for giving wild plants a home in your local area.
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.
Newsletters and magazines
Membership magazines are provided as a benefit to our members. We send these out to all our members, unless you specifically ask us not to. You can choose to unsubscribe from general marketing communications without giving up your subscription to the magazine. However, please be aware that member magazines do include advertisements, competitions and fundraising information.
If you are a volunteer we will still communicate with you about your duties even if you choose not to receive general marketing from us.
As a charity we rely on donations and support from others to continue our conservation work. From time to time we will contact members and supporters with fundraising material and communications. This might be about an appeal, a competition we’re running, or to suggest ways you can raise funds (e.g. a sponsored event or activity, or even buying a product if Plantlife will receive some of the proceeds).
As with other marketing communications, we’ll only contact you specifically about fundraising if you’ve opted into to receiving marketing from us and you can unsubscribe at any time.
We may use third parties, known as affiliate marketers, to carry out fundraising on our behalf. For example, we may use an affiliate to call supporters who have agreed to be contacted by phone about a campaign or appeal.
7. RESEARCH AND PROFILING
This section explains how and why we use personal data to undertake research and build profiles which enable us to understand our supporters, improve our relationship with them, and provide a better supporter experience.
Profiling to help us understand our supporters
Profiling is gathering information about individuals or groups of individuals and understanding their characteristics or behaviours to learn more about their interests or likely behaviour. We profile supporters in terms of financial, political and practical 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 and improve the experience our supporters receive. It also helps us identify individuals or groups of individuals who might be willing to provide more support in our objectives to save wild plants and we may contact them to see if they wish to do so.
We combine information about supporters with external information. The information is from a variety of sources including publicly available data such as the UK Census and the Land Registry or derived from surveys and questionnaires held on private databases. We do this to enhance our understanding of our supporters and to send relevant communications and effectively target our resources. We sometimes collect information on preferences and interests so that we know what communications you are mostly likely to be interested in. Although publicly available registers are used to collect data this is done in accordance with the GDPR requirements.
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 communications.
8. HOW WE PROTECT DATA
We employ a variety of physical and technical measures to keep your data safe and to prevent unauthorised access, use or disclosure of your personal information. Electronic data and databases are stored on secure computer systems and we control who has access to information using both physical and electronic means.
All electronic Plantlife forms that request financial data will use the Secure Sockets Layer (SSL) protocol to encrypt the data between your browser and our servers. If you use a credit card to donate, purchase a membership or purchase something on-line we will pass your credit card details securely to our payment provider Worldpay. Plantlife complies with the payment card industry data security standard (PCI-DSS) published by the PCI Security Standards Council, and will never store card details. We cannot guarantee the security of your own computer, mobile device or the internet and any online communications are at the user’s own risk.
Where we store information
Plantlife’s operations are based in the UK and we store our data within the European Union. Some organisations which provide services to us may transfer personal data outside of the EEA, but we’ll only allow them to do so if your data is adequately protected.
For example, some of our systems use Microsoft products. As a US company, it may be that using their products result in personal data being transferred to or accessible from the US. However, we allow this as we are certain personal data will still be adequately protected as Microsoft is certified under the USA’s Privacy Shield scheme.
How long we store information
We will only use and store information for so long as it is required for the purposes it was collected for. How long information will be stored depends on the information in question and its use. For example, if you ask us not to send you marketing emails we keep a record of your preference not to be contacted.
10. KEEPING YOU IN CONTROL
You have the following legal rights to aid the control of your personal data.
- the right to confirm that 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 unless we must 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;
There are legislative exceptions to the rights above but we will endeavour to satisfy any reasonable personal data request.
If you would like further information on your rights or wish to exercise them, please write to The Data Protection Officer, Plantlife International, Brewery House, 36 Milford Street, Salisbury, SP1 2AP.
You can make a complaint to Plantlife directly by contacting our data protection officer using the details set out above.
If you are not satisfied with our response, or you believe that your data protection or privacy rights have been infringed, you can make a complaint 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.
11. COOKIES AND LINKS TO OTHER SITES
Some parts of our site rely on cookies, but we will tell you where and when. Most browsers will allow you to control how cookies are handled, whether they are accepted and how long they are stored for. All browsers do this differently, but if you're concerned about privacy and security then please have a look in the 'help' documentation for your particular browser
Links to other sites
When purchasing goods or services from any of the businesses that our site links to, you will be entering into a contract with a different organisation and therefore their terms and conditions will prevail and not those of Plantlife.