Privacy notice
This Privacy Notice explains our commitment to your privacy. It details how and why we collect information, how we store it and dispose of it, and your rights to control the data we hold about you. Any updates will be posted on this web page and where appropriate, may be notified to you by email.
Saving Scotland’s Red Squirrels is a partnership project that is working to ensure red squirrels continue to be a part of Scotland’s special native wildlife. With the help of partners, landowners and volunteers, the project is monitoring squirrel numbers across Scotland, managing the impact of squirrelpox and helping to combat the spread of grey squirrels in key areas.
Saving Scotland’s Red Squirrels is led by the Scottish Wildlife Trust in partnership with NatureScot, Scottish Forestry, Scottish Land & Estates, Red Squirrel Survival Trust and RSPB Scotland.
We are committed to the safekeeping of personal details of our volunteers, supporters and anyone else whose information we hold. This notice explains how and why we use your personal data, to ensure that you remain informed and in control of your information.
Any references to the Scottish Wildlife Trust, the Trust, or to ‘we’ or ‘us’ refer to The Scottish Wildlife Trust – a Scottish registered charity (charity number SC005792) and a company limited by guarantee and registered in Scotland (registered number SC040247).
We use three key definitions to describe people mentioned in this notice. 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. As the data subject, we respect your right to control your data.
- ‘Data controller’: this is us, the Scottish Wildlife Trust. We determine why and how your personal data is used (as outlined in this notice).
- ‘Data processor’: this is a person, or organisation, who processes your data on our behalf.
We will never sell your personal data.
We collect your personal data in order to process your submitted squirrel sightings, to keep in touch with you, or for some other legitimate purpose.
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.
a) To send you information about our work
We collect your personal data so that we can send you information about our work that we feel will be of interest to you. This may include general project updates, fundraising appeals, campaigning opportunities, services, products, newsletters, upgrade and reactivation campaigns, invitations to events, and competitions.
This information is defined as ‘direct marketing’ by the ICO.
We use a number of different lawful bases as defined by the ICO for processing your data for ‘direct marketing’ purposes:
i) 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).
ii) 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 post, email, text message (SMS) or telephone (if you are registered with the Telephone Preference Service)
iii) Contractual
This is where we have agreed to send you information in relation to contractual agreements such as when assisting with grant applications or trap loans.
We respect your right to update the way we get in touch with you about our work at any time.
b) To get to know you better
Your personal data also helps us get to know you better and to develop a ‘profile’ of you on our secure supporter database. This ‘profile’ enables us to send you the information listed above in a timely and relevant way, to suit you. For example, providing information on activities in which you have registered an interest.
We use the ICO’s definition of ‘legitimate interest’ for the lawful basis for processing your data for these purposes.
c) To enable you to volunteer with us
If you are a Saving Scotland’s Red Squirrels volunteer, we collect your personal data so that we can keep in touch with you about, for example:
- changes to planned volunteer work programmes that you may be taking part in
- the positive impact you have on our work, by sending you our newsletter
- volunteer workshop events
We will also collect personal data to facilitate your volunteering, for example:
- application, reference, skills and disclosure details
- role capacity
- declaration of interests
- attendance, training and performance management
- vehicle checks
- accident and near miss reports
Where you support our activities in other ways, we might collect, for example:
- squirrel records (where your name is a required component of the record)
- photographs
- information about your volunteering activities e.g. planning stalls at countryside events
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’ (as defined in section 3c).
We may also hold sensitive information about you (e.g. about any health issues that may impact your volunteering work).
d) To process your squirrel data
When you report a squirrel sighting on the Saving Scotland’s Red Squirrels website, we collect your personal data so that we can verify the sighting and add it to the Scottish Squirrel Database, which is an open access database managed by the Scottish Wildlife Trust and hosted by NBN Atlas.
Your name, as well as the date and location of your sighting is a required component of the species record and will be visible on the Scottish Squirrel Database. We may also contact you for more information that will help us verify the sighting, or to help us to take action more effectively in response to your sighting.
We also use your personal data to enable us to manage your trapping and survey contributions.
e) To enable you to use the Community Hub
If you are a registered user of the Saving Scotland’s Red Squirrels Community Hub, we collect your personal data for administration purposes, for example:
- To enable you to have a personal login and account
- To enable you to change your password
- To enable you to sign up to volunteer online
Your personal data stored on the hub may also be used to match you to volunteer roles and local groups based on the address and interests you have shared with us.
a) Basic information
We will usually collect basic information about you, including your name, postal address, telephone number, email address
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, or through the online Community Hub. Occasionally we obtain information, such as your telephone number or other contact details, from external sources (only where we have been assured that you have given permission for such information to be shared).
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 volunteering interests
- your preferences of how you would like us to contact you
- ways you’ve helped us through volunteering your time
- records of events you’ve attended, or campaigns or activities that you’ve been involved in
Sometimes we will 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. Occasionally the information we hold for you may be checked against data from external sources. For example, the Royal Mail’s National Change of Address database may be checked to ensure that the address we have listed for you is up to date. We know moving to a new house can be a busy time and appreciate that you don’t always have the chance to send us your new address. By undertaking this exercise, we can find out your new address if we consider it is in your interest to be given the opportunity to continue to be involved. It is also in our interest to do this as it saves money and resources.
Other ways in which we collect personal data to get to know you better include:
i) Our website
Our website uses ‘cookies’ to help provide you with the best experience possible. 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
- Track traffic levels on the website and on particular pages
ii) Third parties
From time to time we may obtain contact details from a third party for people who might be interested in hearing from us in the future. Before we process such contact information, we will always check that there is a lawful basis for us to do so – e.g. that each person has given sufficient permission for their data to be shared with us, or that the third party is acting in good faith and the Trust has a legitimate interest in processing the information.
If you have provided 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.
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 supporters and volunteers. 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 (e.g. dietary requirements for an event you are attending), and we will only do so with your specific consent and permission. In these situations, we will normally collect the data from you (or your parent/guardian) directly.
If you are a volunteer then we may collect extra information about you, for example:
- references
- criminal records checks
- details of emergency contacts
- medical conditions
We may also collect sensitive personal data if you have an accident whilst on Trust premises. This information will be retained for legal reasons, for safeguarding purposes and to protect us (including in the event of an insurance or legal claim). If this does occur, we’ll take extra care to ensure your privacy rights are protected.
d) Children and young people
In line with data protection law, we will not collect, store or process your personal details if you are under 13 years of age; unless we have the express permission from your parent or guardian to do so.
For further information, please see the Scottish Wildlife Trust’s Safeguarding Policy.
We work with a number of trusted third-party service providers who we may need to share your data with (for example NBN Atlas). We require them to have appropriate controls in place and to agree to act only in accordance with our written instructions to ensure your data is secure and appropriate controls are in place. All third parties that we work with in this way are subject to pre-contract scrutiny and we will always have a written contract in place with clear data protection clauses before we share any data with them.
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 only share your information with third parties in the following circumstances:
i) with your consent;
ii) to agencies engaged to administer fundraising and marketing activities on our behalf;
iii) we may provide our advertisers or marketing consultants with aggregate information about our users. We may make use of the personal information we have collected from you to enable us to comply with our advertisers’ wishes by displaying their advertisement to that target audience. We may also provide aggregated and statistical information to third parties involved in maintaining or developing our website. However, aggregated information is always anonymous;
iv) to any successor organisation carrying on our charitable activities following a reorganisation or merger; or
v) if we require to do so in order to comply with a legal or regulatory obligation; to enforce the legal terms applying to the use of this site, or to protect the rights of the Scottish Wildlife Trust or users of the site. This includes exchanging information with other organisations to help prevent the risk of fraud or credit risk.
a) Security
All the personal data we process is processed by our staff in Scotland. 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.
b) Payment security
Donations to Saving Scotland’s Red Squirrels can be made through the Scottish Wildlife Trust website (scottishwildlifetrust.org.uk). The following outlines the Trust’s payment security policy.
All electronic Scottish 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.
If you use a credit card to donate, purchase a membership or purchase something online, some of the information you provide to us (name/address/transaction amount) will be passed securely to our payment provider (WorldPay) who will then ask you to provide your credit card details. Once your credit card details have been processed, our payment provider will provide us with the payment status – i.e. if the transaction has been successful or not. Other payment methods (e.g. Paypal) are handled in a similar manner.
The Scottish Wildlife Trust website does not collect or process your credit card details. The payment method is recorded on our supporter database; but no credit card information is ever stored by the Trust.
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.
c) CCTV
Some of our premises have CCTV and you may be recorded when you visit them. CCTV is there to help provide security and to protect both you and the Scottish Wildlife Trust. CCTV will only be viewed when necessary (e.g. to detect or prevent crime) and footage is only stored temporarily. Unless it is flagged for review CCTV will be recorded over.
The Scottish Wildlife Trust complies with the Information Commissioner’s Office CCTV Code of Practice, and we put up notices, so you know when CCTV is in use.
d) Data retention policy
We will only use and store information for as long as it is 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 the Scottish Wildlife Trust’s Data Retention Policy.
We respect your right to control your data. Your rights include:
i) 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 notice, please contact us.
ii) 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.
iii) The right to rectification
If we have captured information about you that is inaccurate or incomplete, we will update it.
iv) The right to erase
You can ask us to remove your personal details from our records.
v) The right to restrict processing
You can ask us to stop using your personal data.
vi) The right to data portability
You can ask to obtain your personal data from us for your own purposes.
vii) The right to object
You can ask to be excluded from marketing activity.
viii) 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.
If you would like to exercise any of these rights, please contact:
Data Protection Officer
Harbourside House, 110 Commercial Street, Edinburgh EH6 6NF
The Scottish 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 the Scottish Wildlife Trust Chief Executive.
Information Commissioner’s Office
For further assistance with complaints regarding your data, please contact the Information Commissioner’s Office, whose remit covers the UK.
Wycliffe House, Water Lane, Wilmslow SK9 5AF
Telephone: 0303 123 1113
Email: casework@ico.org.uk
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.
Get in touch
Should you wish to find out more about the information we hold about you, or about our privacy notice, please contact us:
Telephone: 0131 312 7765
Email: squirrels@scottishwildlifetrust.org.uk
Harbourside House, 110 Commercial Street, Edinburgh EH6 6NF
Our office hours are Monday – Friday, 9am – 5pm.
Printed copies of this Privacy Notice are available on request.
We update this Privacy Notice periodically.
Last updated: May 2018