Privacy notice - please read carefully
Last updated on 09/06/2020
The General Data Protection Regulation (GDPR) is a Europe-wide law that replaced the Data Protection Act 1998 in the UK. It is part of the wider package of reform to data protection that includes the Data Protection Act (DPA) 2018. The GDPR and DPA 2018 set out requirements for how organisations will need to process personal data from 25 May 2018.
The Silverdale District Woodbank ('the Woodbank') is a volunteer community group that carries out woodland management work to benefit local wildlife habitiats. This privacy notice tells you what to expect when Silverdale District Woodbank collects your personal information in the course of running the Woodbank.
This privacy notice will be revised as required; you are encouraged to revisit the privacy notice regularly to read the latest version.
Please read the following carefully to understand our views and practices regarding your personal data and how we will process it. By visiting https://www.sdwoodbank.co.uk and affiliated websites you are accepting and consenting to the practices described in this policy.
Our name and contact details
Silverdale District Woodbank Limited ('the Woodbank'). It is a private company limited by guarantee without share capital. Company number is 9809028.
Processing of personal data
This section of the privacy notice provides information on:
the purpose of the data processing
the lawful basis for the processing
further information where the lawful basis is legitimate interests for the processing
the categories of personal data obtained (if the personal data is not obtained from the individual it relates to).
We may use the following lawful grounds for processing personal information to support our work:
Legitimate interests: the reason for the processing is clearly defined, is necessary, is reasonable and has minimal privacy impact
Consent: cases in which you provide us with personal information in order to receive a service such as downloading data or subscribing to our news mailing list
Contract: where it is necessary for the performance of an agreement, contract or licence to which you are a party or for processes related to entering into an agreement, contract or licence
Legal obligation: if the law requires us to, we may need to collect and process your data.
Personal data we may collect from you
The personal information we may collect from you differs depending on how you interact with us, as explained here.
1. When you visit this website
Lawful basis: Legitimate interest
What personal information do we process? This varies from cookie to cookie. Please see the section on Cookies for details
Retention period: This varies from cookie to cookie. Please see the section on Cookies for details
2. When you complete the Contact form or the Membership Enquiry form, you contact a Woodbank committee member or task leader via email, phone or letter, or when we contact you
In these instances, we may collect personal information that you provide us. Simply by sending us an email is a transfer of personal information (typically email address and name). The two website forms are the Contact form and the Membership Enquiry form.
Lawful basis: Consent
What personal information do we process? Your name; your email address; any other personal information that you may include to us that it is deemed necessary to record
Retention period: We will retain any information necessary for us to contact you and/or to process your enquiry only for as long as it is needed. However, in some cases we are obliged to keep some information for 6 years for litigation purposes in case a claim is made against us. We will review the personal information we hold annually and delete any information that we deem to be no longer required.
3. Woodbank members
Membership of the Woodbank is on the understanding that you accept our policies and are willing to abide by them. The information which you provided when joining the Woodbank or renewing your membership is held by the Membership Secretary on a spreadsheet stored on a personal computer. The file is secured with a password. That spreadsheet may be shared with Committee Members and Task leaders (who may not be Committee Members). Paper copies of membership application or renewal forms are held by the Membership Secretary (currently Leslie Edkins).
In order to access the Members section of the Woodbank website, you must have a user account. In setting this up, we ask you to provide your email address. This is processed by the website, which operates on the Wix platform (see Wix.com). The web managers (currently Andrew Sier and Paul Bullimore) can view these email addresses via the Wix website editor and the Wix website phone app.
Your information will be used by the Woodbank only in connection with the running of the Woodbank, which includes communicating with Members by email (or where necessary by phone or post). It will never be disclosed for marketing purposes. It will not be shared with third parties without your consent.
Lawful basis: Consent
What personal information do we process? Your name; your email address; your address; phone numbers (including any emergency phone numbers you may provide)
Retention period: We will retain the information necessary for us to service your membership only for long as it is needed. Upon an individual leaving the Woodbank, their contact details will be kept for 6 years for litigation purposes in case a claim is made against us, but other personal information will be deleted 1 year after membership ends. We will also review the personal information we hold annually and delete any information that we deem to be no longer required.
4. When you attend a Woodbank event
When you attend an event such as a work party we may ask you to fill in a sheet with details in case of an emergency. This is done for your own safety.
Lawful basis: Consent
What personal information do we process? Your name; emergency phone number(s)
Retention period: We are obliged to keep attendance sheets for 6 years for litigation purposes in case a claim is made against us.
Photographs of members
We will assume that all members are happy for us to use photographs taken on tasks (including those of children) on our website unless you put in writing your opposition to this to the Membership Secretary (currently Leslie Edkins).
Committee papers, minutes, accounts and correspondence
As we need to keep some records for HMRC and other legal purposes for 6 years, details such as minutes, accounts and correspondence will be kept for 6 years then destroyed.
The details of transfers of personal data to third parties or organisations outside the UK and EEA
Your personal information will not be shared with third parties without your consent and will never be disclosed for marketing purposes. Unless otherwise indicated, your information is processed in the UK and European Economic Area (EEA). Currently the only transfers of personal data to third parties of which we are aware may take place are when:
You visit our website and a cookie collects personal information. The lawful basis for this is Legitimate interest
We are required by law to pass information to a third party. The lawful basis for this is Legal obligation.
The rights available to individuals in respect of the processing
The GDPR provides the following rights for individuals:
The right to be informed
The right of access
The right to rectification
The right to erasure
The right to restrict processing
The right to data portability
The right to object
Rights in relation to automated decision making and profiling.
Your rights to view, alter or delete personal information we hold about you
If you wish to view, alter or delete any information we hold about you within the above requirements, please get in touch with the Membership Secretary (currently Leslie Edkins).
The right to withdraw consent (if applicable)
Where your personal data is processed using consent as the lawful basis, you have the right to withdraw consent at any time. You will be informed about the ways you can withdraw your consent.
The right to lodge a complaint with a supervisory authority
Initially, please raise your concern with the Woodbank via email (email@example.com) or via the Contact form on our website. If you feel that we have not resolved your information rights concern satisfactorily you can raise the matter with the Information Commissioner’s Office via live chat or by phoning 0303 123 1113.
How we provide privacy information
We provide privacy information via this privacy notice.
Changes to privacy information
We reserve the right to amend this privacy notice and you are advised to check it at regular intervals. We will endeavour to indicate what changes we make and the dates those changes are made.