Introduction

The Environment Trust is a nature and heritage conservation charity operating in Richmond, Kingston, Hounslow and Wandsworth (Registered charity 294869).  

We aim to connect with local people of all ages and backgrounds, to preserve and conserve open green spaces, wildlife and the best of the built environment and to enhance people’s lives through inclusion, volunteering and learning.

In the course of our work we sometimes collect and hold personal data. This Privacy policy tells you more about when and why we collect this kind of information, how we use it and how we keep it secure.

Our commitment

The Environment Trust is committed to protecting the personal data we hold in line with the requirements of the General Data Protection Regulation (GDPR) 2018.  We recognise that is it your data and we treat it with respect.

When, how and why we collect personal data

We collect personal data from members, volunteers, supporters and others involved or interested in our work. We use it to keep you informed about our events, projects and volunteering opportunities. 

We only ask you for the information we need to stay in touch with you, via the channels of your choice. We don’t ask for any additional personal information and we don't collect information about you in any other way.

Members

When you join the Environment Trust as a member you fill in a form to provide us with your contact details (name, email address, phone number and address). We hold these details so that we can keep you informed about our projects, events, fundraising, volunteering opportunities, and news or information. If you end your membership or your membership has lapsed, we will delete all your data after a 1 year period.

Volunteers

If you volunteer with us we will ask for your contact details (name, email address, phone number and bank details if claiming expenses) so that we can let you know about other volunteering opportunities in the future and can keep you informed about our projects, events and fundraising. There is an opportunity to unsubscribe on every notification you receive.

Event attendee

If you book an event, your booking details (name and email) will be kept so that we can let you know about other events and can keep you informed about projects, news and volunteering opportunities. There is an opportunity to unsubscribe on every notification you receive.

Under 16s

If you are under 16 and wish to volunteer with us, including those involved in the Duke of Edinburgh Award scheme, we need you to complete a form providing us with your name, email, address, mobile number, emergency contact number, your school or college and the DofE contact at your school or college. We need to collect data on your gender, age and if you have any disability or medical condition that you think we need to know about. We also need your parent or legal guardian to sign the form. This information is required for health and safety and safeguarding reasons. We will keep track of the volunteer sessions you attended so that we can complete the DofE log at the end of your volunteering period. The Trust keeps your contact details for 3 years so that we can contact you about further volunteering opportunities. We will also ask you if you would like us to keep you informed about our projects, events and fundraising.

Donors

If you make a donation to the Environment Trust, we are required to keep a record of your contact details so that we can claim Gift Aid when applicable. If you make no further donation, your contact details will be removed after a 6 year period.

Sharing your personal data

We never share your information with anyone else for marketing purposes. We may however share your details:

  • With carefully selected service providers who work on behalf of the Trust in the delivery of our services to you, for example: website hosting or email delivery services
  • Where required to do so by the police, a regulatory or government authority

Your data may also be available to our website provider to enable us and them to deliver their service to us, carry out analysis and research on demographics, interests and behavior of our users and supporters to help us gain a better understanding of them to enable us to improve our services.  This may include connecting data we receive from you on the website to data available from other sources.  Your personally identifiable data will only be used where it is necessary for the analysis required, and where your interests for privacy are not deemed to outweigh their legitimate interests in developing new services for us.  In the case of this activity the following will apply:

  1. Your data will be made available to our website provider
  2. The data that may be available to them include any of the data we collect as described in this privacy policy.
  3. Our website provider will not transfer your data to any other third party, or transfer your data outside of the EEA.
  4. They will store your data for a maximum of 7 years.
  5. This processing does not affect your rights as detailed in this privacy policy

Cookies

Internet cookies are small text files that are placed on your web browser or computer by web servers when you first visit a site that wants to store information. We use cookies which perform various tasks. Some of them are purely to ensure the proper functioning of our site. Other cookies are used by us to track the interaction of visitors with our site so that we can measure the success of our website. Cookies tell us the device used to view our site for example, but do not identify the user. You can delete cookies from your device if you choose to.

How you can check or update the personal data we hold about you

Every email we send to you includes the option to unsubscribe from future communications.

You can contact us at any time to check what personal data we hold for you or to make changes to it. Specifically you can:

  • ask to see a copy of the personal data we hold for you
  • ask us to change or update any or all of the details (for example change of address)
  • make changes to your contact preferences (the way we contact you)
  • tell us to stop contacting you altogether
  • ask us to delete your details unless we are required to keep for legal reasons

If you have any questions or concerns about the personal information we may have about you, please contact the Data Controller at [email protected] .

Depending on the information requested, for security purposes we may require additional identification from you before acting on the request.

It is your right to know what personal information we hold about you and if necessary, have it corrected. If having contacted us, you do not receive the service to which you feel that you are entitled, you have the right to lodge a complaint with the supervisory authority, The Information Commissioner’s Office – www.ico.org.uk

How we ensure the security of personal data

The Environment Trust is committed to protecting the personal information you entrust to us. We recognise that it is your decision whether or not to provide us with personal information. We treat it with respect and do everything we can to keep it safe and secure.

We use appropriate security and policies, so the information we have about you is protected from unauthorised access and improper use.

We keep your information only for as long as is necessary to fulfil our legal obligations or as set out in this privacy notice.

Policy review and updates

This Privacy policy will be reviewed regularly and updated as necessary to take account of any changes in our work or in the regulations.