At the Greensand Trust we are committed to protecting your privacy. This policy details the information we collect about you, and how we use it. 

What is collected

Personal information provided to the Greensand Trust via website, Greensand Pass & booking forms, fundraising, surveys, e-mails and telephone calls. Such as details relating to:

  • General administration
  • Applications or bookings that require personal information to be given;
  • Orders or services requested
  • Registration for an event or activity
  • General enquiries / contact us forms for us to respond to
  • Communications about our activities, events, fundraising or other activities
  • Community consultation, environmental planning and engagement
  • To administer donations or legacies
  • To administer staff & volunteers


What we will do with your information

Your personal details will be used solely for the purpose for which they were given. Whenever you provide such personal information we will treat that information in accordance with this policy.

We never pass details to any third party without your prior consent, nor would we ever sell or rent out any databases or personal information.  Your details are stored for the purpose for which they are given and will not be stored for longer than is necessary, some information may be archived for either a fixed or indefinite period beyond that where required for auditing, legal or statistical purposes.

We may disclose your personal data to our insurers and/or professional advisers insofar as reasonably necessary for the purposes of obtaining and maintaining insurance coverage, managing risks, obtaining professional advice and managing legal disputes.

In addition to the specific disclosures of personal data set out, we may also disclose your personal data where such disclosure is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.

Financial transactions relating to our website and services may be handled by our payment services providers, Barclaycard Services, Stripe and Optomany. We will share transaction data with our payment services providers only to the extent necessary for the purposes of processing your payments, refunding such payments and dealing with complaints and queries relating to such payments and refunds. You can find information about the payment services providers' privacy policies and practices on their websites.

Paypal (URL https://www.paypal.com/ie/webapps/mpp/ua/privacy-full)

Stripe (URL https://stripe.com/gb/privacy)

Barclaycard (URL https://www.barclays.co.uk/important-information/privacy-policy)

Optomany(URL http://www.optomany.com/privacy.html)

 

How we will process your information

We may process your account data ("account data"). The account data may include your name and email address. The source of the account data is you. The account data may be processed for the purposes of operating our website, providing our services, ensuring the security of our website and services, maintaining back-ups of our databases and communicating with you.  The legal basis for this processing is consent, OR our legitimate interests, namely the proper administration of our website and business OR the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract.

We may process your information included in your personal profile on our website ("profile data").  The profile data may include your name, address, telephone number, email address. The profile data may be processed for the purposes of enabling and monitoring your use of our website and services. The legal basis for this processing is consent OR our legitimate interests, namely the proper administration of our website and business OR the performance of a contract between you and us and/or taking steps, at you request, to enter into such a contract

We may process your personal data that are provided in the course of the use of our services ("service data"). The service data may include your name, address, telephone number, email address, vehicle registration, age if appropriate.  The source of the service data is you.  The service data may be processed for the purposes of operating our website, providing our services, ensuring the security of our website and services, maintaining back-ups of our databases and communicating with you. The legal basis for this processing is consent OR our legitimate interests, namely the proper administration of our website and business OR the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract.

We may process information contained in any enquiry you submit to us regarding products and/or services ("enquiry data"). The enquiry data may be processed for the purposes of offering, marketing and selling relevant products and/or services to you. The legal basis for this processing is consent.

We may process information relating to transactions, including donations or purchases of goods and services, that you enter into with us and/or through our website ("transaction data"). The transaction data may include your contact details, your card details and the transaction details. The transaction data may be processed for the purpose of supplying the purchased goods and services and keeping proper records of those transactions. The legal basis for this processing is the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract and our legitimate interests, namely our interest in the proper administration of our website and business.

We may process information that you provide to us for the purpose of subscribing to our email notifications and/or newsletters ("notification data"). The notification data may be processed for the purposes of sending you the relevant notifications and/or newsletters. The legal basis for this processing is consent OR the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract

We may process information contained in or relating to any communication that you send to us ("correspondence data"). The correspondence data may include the communication content and metadata associated with the communication. Our website will generate the metadata associated with communications made using the website contact forms. The correspondence data may be processed for the purposes of communicating with you and record-keeping. The legal basis for this processing is our legitimate interests, namely the proper administration of our website and business and communications with users

Please do not supply any other person's personal data to us, unless we prompt you to do so.

Personal data of children

Our website and services are targeted at persons over the age of 16.

If we have reason to believe that we hold personal data of a person under that age in our databases, we will delete that personal data.

Updating information

Please let us know if the personal information that we hold about you needs to be corrected or updated.

Security

In order to prevent unauthorised access or disclosure we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect.

We are committed to ensuring that your information is secure, in accordance with the Data Protection Act 1998, and General Data Protection Regulation 2016 (GDPR).

Cookies (Web Site Only)

When you visit the Greensand Trust website pages, we will ask you to consent to our use of cookies in accordance with the terms of this policy when you first visit our website. 

A small text files called a 'cookie', may be downloaded onto your computer.  This is called a session cookie. This will only remain on your computer until you close your browser.  This cookie is not used to identify you personally in any way.  However, “usage data” may include your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths, as well as information about the timing, frequency and pattern of your service use. We will use this type of cookie to collect aggregated website statistics that allow us to understand how visitors use the site.  The legal basis for this processing is our legitimate interests, namely monitoring and improving our website and services. All of the information collected will be anonymous and only used to help us improve the website and report to funders on usage.

A persistent cookie may be downloaded when you first visit the site. These remain in your browsers cookie store between sessions. This type of cookie will allow us to identify repeat visitors to the site. Persistent cookies are also used to allow registered users to use the site without logging in on every visit.

You may opt to view the site without cookies by adjusting your browser's settings. If you do disable cookies some functions of the site may no longer work correctly.

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 behaviour 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 follow 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 section 3 above.
  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 under sections 10 or 16 of this privacy policy


Data Retention

Personal data that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.

We will retain and delete your personal data as follows:

personal data will generally be retained for seven years following date received, at the end of which period it will be deleted from our systems. More details on the specific the period of time for each type of data can be found in our data retention policy.

Notwithstanding the other provisions, we may retain your personal data where such retention is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.

 

Your Rights

Your principal rights under data protection law are:

(a)    the right to access;

(b)    the right to rectification;

(c)    the right to erasure;

(d)    the right to restrict processing;

(e)    the right to object to processing;

(f)    the right to data portability;

(g)    the right to complain to a supervisory authority; and

(h)    the right to withdraw consent.

 

You have the right to confirmation as to whether or not we process your personal data and, where we do, access to the personal data, together with certain additional information. That additional information includes details of the purposes of the processing, the categories of personal data concerned and the recipients of the personal data. Providing the rights and freedoms of others are not affected, we will supply to you a copy of your personal data. The first copy will be provided free of charge, but additional copies may be subject to a reasonable fee. You can access your profile data and adjust your privacy settings by visiting  www.greensandtrust.org/my-details when logged into the website.

You have the right to have any inaccurate personal data about you rectified and, taking into account the purposes of the processing, to have any incomplete personal data about you completed.

In some circumstances you have the right to the erasure of your personal data without undue delay. Those circumstances include: the personal data are no longer necessary in relation to the purposes for which they were collected or otherwise processed; you withdraw consent to consent-based processing; the processing is for direct marketing purposes; and the personal data have been unlawfully processed]. However, there are certain general exclusions of the right to erasure. Those general exclusions include where processing is necessary: for exercising the right of freedom of expression and information; for compliance with a legal obligation; or for the establishment, exercise or defence of legal claims.

In some circumstances you have the right to restrict the processing of your personal data. Those circumstances are: you contest the accuracy of the personal data; processing is unlawful but you oppose erasure; we no longer need the personal data for the purposes of our processing, but you require personal data for the establishment, exercise or defence of legal claims; and you have objected to processing, pending the verification of that objection. Where processing has been restricted on this basis, we may continue to store your personal data. However, we will only otherwise process it: with your consent; for the establishment, exercise or defence of legal claims; for the protection of the rights of another natural or legal person; or for reasons of important public interest.

You have the right to object to our processing of your personal data on grounds relating to your particular situation, but only to the extent that the legal basis for the processing is that the processing is necessary for: the performance of a task carried out in the public interest or in the exercise of any official authority vested in us; or the purposes of the legitimate interests pursued by us or by a third party. If you make such an objection, we will cease to process the personal information unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms, or the processing is for the establishment, exercise or defence of legal claims.

You have the right to object to our processing of your personal data for direct marketing purposes (including profiling for direct marketing purposes). If you make such an objection, we will cease to process your personal data for this purpose.

You have the right to object to our processing of your personal data for scientific or historical research purposes or statistical purposes on grounds relating to your particular situation, unless the processing is necessary for the performance of a task carried out for reasons of public interest.

To the extent that the legal basis for our processing of your personal data is consent, and such processing is carried out by automated means, you have the right to receive your personal data from us in a structured, commonly used and machine-readable format. However, this right does not apply where it would adversely affect the rights and freedoms of others.

If you consider that our processing of your personal information infringes data protection laws, you have a legal right to lodge a complaint with a supervisory authority responsible for data protection. You may do so in the EU member state of your habitual residence, your place of work or the place of the alleged infringement.

To the extent that the legal basis for our processing of your personal information is consent, you have the right to withdraw that consent at any time. Withdrawal will not affect the lawfulness of processing before the withdrawal.

You may exercise any of your rights in relation to your personal data by written notice to us.

Our details

This website is owned and operated by the Greensand Trust.

We are registered in [England and Wales] under registration number 3702419 and our registered office is at The Working Woodlands Centre, Maulden Wood, Haynes West End, Bedfordshire MK45 3UZ.

You can contact us:

(a)    by post, using the postal address given above;

(b)    using our website contact form;

(c)    by telephone, on the contact number published on our website from time to time; or

(d)    by email, using [email protected]

 

Data protection registration

We are registered as a data controller with the UK Information Commissioner's Office.

Our data protection registration number is A8316196

 

Complaints

If you have a complaint about us, or the treatment of your data, you can contact the Charity Commission. The Charity Commission is the independent watchdog for charities.  You can make a complaint about a charity on their website at www.charity-commission.gov.uk.

If you've got a complaint about our fundraising activities you can also complain to the Fundraising Regulator.  To find out how to go about making a complaint, go to the Fundraising Regulator website at https://www.fundraisingregulator.org.uk/make-a-complaint/complaints/]

 

We may update this policy from time to time by publishing a new version on our website.

The Greensand Trust Privacy Policy V2018