Plantlife International Privacy Policy 

Privacy Policy 

1. INTRODUCTION 

The privacy and security of your personal information is extremely important to us. This  policy explains how and why we use your personal data, to ensure you remain informed and  in control of your information. We regularly review our privacy policy to ensure it remains  accurate and up to date, and incorporates any changes required by amendments to the General Data Protection Regulation (GDPR) or related laws. 


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 enquiries@plantlife.org.uk 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 enquiries@plantlife.org.uk 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).

Volunteers 

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. 

Communication 

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). 


Administration 

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 enquiries@plantlife.org.uk. 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. 


6. MARKETING 

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 enquiries@plantlife.org.uk 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. 

Fundraising 

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. 

Anonymised data 

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.  

Payment security 
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.


9. STORAGE 

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. 

Complaints 
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 

Cookies 
A cookie is a piece of data about a website that is stored in your web browser. Cookies are  often used to store choices about how you use the site to improve your user experience. The  Plantlife website makes use of cookies in this way, and to help us get a feel for what it is you  are looking at. They're anonymous, they only give us information about the number of visitors to our site, so we don't know what you personally are looking at, just that someone  has looked at what you've looked at. 

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 
Our website may contain hyperlinks to other websites. We are not responsible for the  content or functionality of any of those external websites. If an external website requests personal information the information you provide will not be covered by Plantlife's Privacy Policy. We suggest you read the privacy policy of any other  organisation before providing your personal information. 

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. 

12. CHANGES TO THIS PRIVACY POLICY 

We will review this Privacy Policy from time to time to ensure it remains up to date and  accurate. 
This Privacy Policy was last updated in July 2021.