Privacy Policy 2018-05-24T19:24:02+00:00

Logs for All – Surrey Wildlife Trust Privacy Policy 

  1. Who are we?

Surrey Wildlife Trust (SWT) manages almost 8000 hectares of land in Surrey (5% of the county) with wildlife in mind and for the enjoyment of local people.

We speak up for wildlife by advising decision makers and ensuring wildlife has a voice and share our knowledge of wildlife at every opportunity, through our education services to schools, adult learning courses and events.

Our hands-on approach of caring for nature reserves and advising other landowners on managing land for nature has transformed the fortunes of some of Surrey’s most threatened species.

Logs for All – Surrey Wildlife Trust are a commercial enterprise as part of Surrey Entreprises Limited, the charitable trading company wholly owned by SWT.  Logs for All – SWT are working to provide customers with excellent quality firewood, which has been harvested in a sustainable and responsible way from UK woodlands.  Sensitive management of woodlands maintains a diversity of habitats with trees of different species and ages, as well as open spaces to let in light and warmth.

  1. Our commitment to your privacy 

We are committed to keeping the personal details of our members and supporters safe. This policy explains how and why we use your personal data, to ensure that you remain informed and in control of your information.

Any references to Surrey Wildlife Trust, Logs for All, the Trust, or to ‘we’ or ‘us’ refer to:

  • Surrey Wildlife Trust. We are a registered charity in England and Wales, and our registered charity number is 208123.
  • Surrey Enterprises Limited, our charitable trading company; (registered company number ). The company is a wholly owned subsidiary of Surrey Wildlife Trust, which trades only to raise funds for our charitable organisation.

We use three key definitions to describe people mentioned in this policy. These are definitions used by the Information Commissioner’s Office (ICO), the UK’s independent body set up to uphold information rights (www.ico.org.uk)

  • Data subject’: this is you, one of our loyal members and supporters. As the data subject, we respect your right to control your data.
  • Data controller’: this is us, the Surrey Wildlife Trust. With your permission, we determine why and how your personal data is used (as outlined in this policy).
  • ‘Data processor’: this is a person, or organisation, which processes your data on our behalf, with your permission. For example, this might be a mailing house who sends your membership magazine to you, on our behalf (due to the size of our organisation, it’s more cost-effective to outsource ad-hoc and large-scale tasks like this).

When we work with other organisations or individuals in this way, we always set up a written contract with them to protect your data. The third parties we work with at no point ‘own’ your data, so you will never hear from them independently and they will always delete your data from their systems when they have completed the task in hand. We always send your data to partner organisations securely, to minimise the risk of it being intercepted by unknown individuals and/or organisations.

We will never sell your personal data.

Should you wish to find out more about the information we hold about you, or about our privacy policy, please contact us:

Business Enterprise Dept – Surrey Wildlife Trust

Telephone: 01483 795445

Email: swt@logsforall.co.uk

School Lane,Pirbright,Woking, GU24 0JN

Our office hours are Monday – Friday, 9am – 5pm.

  1. Why do we collect your personal data? 

We use your personal data to keep in touch with you.

We will only ever collect, store and use your personal data when we have an identified purpose and reason to do so. The ICO refers to this as a ‘lawful basis’. Further information about why we collect your personal data is outlined below.

  1. a) To deliver your logs or other products purchased from our online shop 

We collect your personal data to administer your membership, which may involve:

  • Confirming your order and arranging delivery timing
  • Processing your payments
  • Getting in touch should there ever be any issues processing your payment

The ICO define the lawful basis for processing your data for these purposes as ‘contractual’.

  1. b) To send you information about our products and work and ask for your opinion 

We also collect your personal data so that we can send you information about our products or work that we feel will be of interest to you. This includes special offers on firewood products, information about SWT membership and events, services, products, newsletter requests, feedback, competitions and other activities, as well as information about other carefully selected organisations that we work in partnership with.  From time to time, we may also use your personal data to ask for your opinion about our work.

This information is in addition to that outlined in sections a) and is defined as ‘direct marketing’ by the ICO.

Your personal data also helps us to get to know you better and to develop a ‘profile’ of you on our secure customer database. This ‘profile’ enables us to send you the information listed above in a timely and relevant way, to suit you. For example, keeping track of the orders you have placed helps us to send you information about special offers or products that we feel you would like to hear about.

As defined by the ICO, we use two different lawful bases for processing your data for ‘direct marketing’ purposes:

  1. Legitimate interest

This is where we have identified a genuine and legitimate reason for contacting you, which crucially does not override your rights or interests

We use legitimate interest to send you the information listed above by post or telephone (if you are not registered with the Telephone Preference Service, and you have given us your telephone number).

  1. Opt-in consent

This is where you have given us express permission to contact you by particular communication channels.

We use opt-in consent to send you the information listed above by email, text message (SMS) or telephone (if you are registered with the Telephone Preference Service)

We respect your right to update the way we get in touch with you about our work at any time.

As defined by the ICO, the lawful basis for processing your data for these purposes is ‘contractual’ (where administering your volunteer record) and ‘legitimate interest’ (when sending you information about our work).

  1. What kind of personal data do we collect? How do we collect it? 
  1. a) Basic information

We will usually collect basic information about you, including your name, postal address, telephone number, email address and your credit card or bank details if you are purchasing products from us.

Most of the time, we collect this data from you directly. Sometimes this is in person; other times, it is over the telephone, in writing or through an email.

  1. b) Getting to know you better

We also collect information about you that helps us to get to know you better. This may include:

  • information about your wildlife interests
  • your preferences of how you would like us to contact you
  • records of SWT events you’ve attended, or campaigns or activities that you’ve been involved in

Sometimes we may collect other information about you such as your date of birth and gender. When we do so, we will be very clear as to why we are collecting such information, and we will only do so with your specific consent and permission.

Once again, most of the time we collect this data from you directly. 

Other ways in which we collect personal data to get to know you better include: 

  1. Our website

Our website uses ‘cookies’ to help provide you with the best experience we can. Cookies are small text files that are placed on your computer or mobile phone when you browse websites.

Our cookies help us:

  • Make our website work as you’d expect
  • Remember your settings during and between visits
  • Improve the speed/security of the site
  • Allow you to share pages with social networks like Facebook
  • Continuously improve our website for you

For more information on our Cookies Policy, please click here (see annex 1).

  1. Third parties

From time to time we may pay for the contact details of people who might be interested in hearing from us in future. Before we purchase contact information, we always check the wording used when your information was originally collected, to make sure that we only contact people who have actively expressed an interest in receiving information from third parties.

When providing permission for third party organisations to share your data you should check their Privacy Policies carefully to understand fully how they will process your data. 

  1. c) Sensitive personal data

We do not normally collect or store sensitive personal data (such as information relating to health, beliefs or political affiliation) about customers.  However, there are some situations where this will occur.

When we do so, we will be very clear as to why we are collecting such information, and we will only do so with your specific consent and permission. In these situations, we collect the data from you directly.

  1. How do we store your data?
  1. a) Security

All of the personal data we process is processed by our staff in the UK. However, for the purposes of IT hosting and maintenance your information may be situated outside of the European Economic Area (EEA). This will be done in accordance with guidance issued by the Information Commissioner’s Office.

Electronic data and databases are stored on secure computer systems and we control who has access to information (using both physical and electronic means). Our staff receive data protection training and we have a set of detailed data protection procedures which personnel are required to follow when handling personal data. 

  1. b) Payment security

All electronic Logs for All – Surrey Wildlife Trust forms that request financial data will use the Secure Sockets Layer (SSL) protocol to encrypt the data between your browser and our servers.

Of course, we cannot guarantee the security of your home computer or the internet, and any online communications (e.g. information provided by email or our website) are at the user’s own risk.

  1. d) Data retention policy

We will only use and store information for as long as it required for the purposes it was collected for. We continually review what information we hold, and delete what is no longer required.

For further information, please see our Data Retention Policy.

  1. Your rights

We respect your right to control your data. Your rights include:

  1. The right to be informed

This privacy notice outlines how we capture, store and use your data. If you have any questions about any elements of this policy, please contact us.

  1. The right of access

If you wish to obtain a record of the personal data we hold about you, through a Subject Access Request, we will respond within one month. 

  1. The right to rectification

If we have captured information about you that is inaccurate or incomplete, we will update it.

  1. The right to erase

You can ask us to remove or randomise your personal details from our records.

  1. The right to restrict processing

You can ask us to stop using your personal data.

  1. The right to data portability

You can ask to obtain your personal data from us for your own purposes. 

  1. The right to object

You can ask to be excluded from marketing activity.

  1. Rights in relation to automated decision making and profiling

We respect your right not to be subject to a decision that is based on automated processing.  

For more information on your individual rights, please see the Information Commissioner’s Office. 

 

  1. Making a complaint

Logs for All – Surrey Wildlife Trust want to exceed your expectation in everything we do. However, we know that there may be times when we do not meet our own high standards. When this happens, we want to hear about it, in order to deal with the situation as quickly as possible and put measures in place to stop it happening again.

We take complaints very seriously and we treat them as an opportunity to develop our approach. This is why we are always very grateful to hear from people who are willing to take the time to help us improve. 

Our policy is:

  • To provide a fair complaints procedure that is clear and easy to use for anyone wishing to make a complaint.
  • To publicise the existence of our complaints procedure so that people know how to contact us to make a complaint.
  • To make sure everyone in our organisation knows what to do if a complaint is received.
  • To make sure all complaints are investigated fairly and in a timely way.
  • To make sure that complaints are, wherever possible, resolved and that relationships are repaired.
  • To learn from complaints and feedback to help us to improve what we do.

Confidentiality
All complaint information will be handled sensitively, in line with relevant data protection requirements.

Responsibility
Overall responsibility for this policy and its implementation lies with Mark Pearson, Commercial Director

For further information on how to make a complaint, please see click here.

Information Commissioner’s Office

For further assistance with complaints regarding your data, please contact the Information Commissioner’s Office, whose remit covers the UK.

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
SK9 5AF
Telephone: 0303 123 1113
Email: casework@ico.org.uk 

  1. Leaving our website 

We are not responsible for the privacy practices or the content of any other websites linked to our website. If you have followed a link from this website to another website you may be supplying information to a third party. 

  1. Get in touch 

Should you wish to find out more about the information we hold about you, or about our privacy policy, please contact us:

Business Enterprise Department

Logs for All – Surrey Wildlife Trust

School Lane, Pirbright, Surrey GU24 0JN

Tel: 01483 795440

Email: swt@logsforall.co.uk

Our office hours are Monday – Friday, 9am – 5pm.

  

We update this policy periodically.

Last updated: May 2018