Wild Trout Trust Privacy Policy

Privacy Policy

This privacy policy sets out how the Wild Trout Trust (WTT) uses and protects any information that you provide to us.

The WTT is committed to ensuring that your right to privacy and confidentiality is protected. Any personal identifiable information (PII) by which you can be identified is regulated by the Data Protection Act (and from 25 May 2018, by the General Data Protection Regulation). You can be assured that the WTT will only use your information in compliance with these laws and accordance with this privacy policy.

The WTT may change the privacy policy from time to time and will always endeavour to let you know that changes have been made. But you should check the WTT’s website www.wildtrout.org from time to time to review this policy to ensure that you are still happy with how the WTT manages and protects your information. This privacy policy is effective from March 2018.

Key details

The Wild Trout Trust is an independent registered charity in England and Wales (1162478) and Scotland (SCO46354) as well as a registered charitable company (03345901) in England and Wales.

The WTT is committed to the advancement of public education and the conservation of wild trout and their habitats, ecosystems, environment, river and water conservation and the management and creation of wild trout habitats for the public benefit.

The Data Protection Act requires every organisation that processes personal information to register with the Information Commissioner’s Office (ICO). The WTT is registered with the ICO as a Data Controller (ZA164604) as the WTT determines the purpose and manner in which your personal data is processed.

Any personal information provided or obtained by the WTT is used and processed only for the legitimate purposes of the WTT.

If you have any questions or concerns relating to how the WTT may use your personal information please contact:
Christina Bryant (Trust & Data Manager) at the WTT Office:
Email: Office@wildtrout.org Telephone: 023 9257 0985
By post to: Freepost WILD TROUT TRUST (this is a complete address and does not require a stamp).
(Registered address, 13 – 17 Paradise Square, Sheffield S1 2DE).

Personal information collected about you

We will collect the following information about you that will be held securely on a central database:

Name
Contact information including email address and telephone number
Demographic information such as postcode, communications & preferences
Donation types, amount, frequency, and supporter information
Membership information, subscription fees and gift aid
Banking details relating to regular donations or membership subscriptions
Project and conservation work
Donated items for auction/raffle/competition prizes, event attendance, products bought on our website

The information we collect is necessary for us to be able to provide you with the service you require, for the effective management of WTT and to fulfil our conservation work. Refer to the section below ‘What we do with your information’ for further details.

Where we collect your information from

The following are the different sources we may collect personal data about you from:

Directly from you. This is information you provide to us when you become a member, make a donation, sign up for one of our events, purchase products from our online shop, register to take part in our Annual Spring Auction which is hosted via a sub-domain of www.wildtrout.org — www.auction.wildtrout.org.
Indirectly from you. You may give us your information indirectly when you contribute to WTT via fundraising sites like Just Giving or Virgin Money Giving. These independent third parties will pass your data to WTT where you have indicated that you wish to support WTT and have given your consent or it is a necessary part of completing a contract with you.
From an agent/third party acting on your behalf. We may obtain information about you from a third party in relation to conservation projects and other interest of WTT.
When you access WTT’s social media. We might also obtain your personal data through your use of social media such as Facebook, WhatsApp, Twitter or LinkedIn, depending on your settings or the privacy policies of these social media and messaging services. To change your settings on these services, please refer to their privacy notices, which will tell you how to do this.

https://www.facebook.com/policy.php
https://twitter.com/en/privacy
https://www.whatsapp.com/legal/#privacy-policy
https://www.linkedin.com/legal/privacy-policy

Through publicly available sources. We may use the following public sources:

Newspaper or other media coverage, open postings on social media sites such as LinkedIn, and data from Companies House.

By Reference or word of mouth. For example, you may be recommended to us by a friend or a family member may purchase a product or donate to WTT on your behalf.

What we do with your information

Project and Conservation work: We collect information about individuals who request our support with project or conservation work relating to the habitats and ecosystems of wild trout. This is collected for the purposes of understanding your needs and requirements better, so that we can communicate with you and others involved with the project and where we are able to, to provide the service and support that you require.

Supporters of the Wild Trout Trust: As a charitable organisation we rely on a range of financial and non-financial support to help further our conservation work. This support can come in many forms from individuals making personal donations of money, goods and time through to organisations donating goods or services that we can use to further our conservation efforts. The information we collect on our supporters helps the WTT to further its objectives through raising awareness of our charitable nature, conservation work and fundraising initiatives.

Members of the Wild Trout Trust: Individuals are invited to become a member of the Wild Trout Trust in support of our work. Membership is through annual, monthly or one-off life subscription that brings with it many benefits, from the annual magazine, Salmo Trutta, regular newsletters and invitations to WTT events. Information is collected on our members for the purposes of managing membership subscriptions.

What we do with the information we gather:

Internal record keeping, accurate accounting and financial reporting and compliance purposes
Processing of donations, payments, membership fees
Reporting on conservation projects and support provided
To contact you in response to a specific enquiry, compliment or complaint
Promotional awareness and fundraising
We may use the information to improve our products and services that we provide
We will use your information, where you have consented for WTT to do so, to send SMS Text alerts to you to remind you that our annual Spring Auction in live.
We may periodically send promotional and fundraising emails about new products, special offers or other information which we think you may find interesting. However you will need to have given consent to the WTT for this purpose.
We may use your email address to contact you for non-fundraising purposes that relates to your membership, to respond to your questions or queries or to discuss conservation projects with you.
We respect your right not to receive fundraising postal communications. If you do not wish to receive these please contact Christina Bryant at office@wildtrout.org or 023 9257 0985.
We may use your information for statistical reporting purposes, archiving for historical purposes.
We are obliged to process our information in compliance with any lawful request made by order or the court or under police warrant.

Our legal basis for processing your information

For anyone using our service, support, advice or guidance (e.g. our publications, events and support with project or conservation work), our processing is necessary for our legitimate interests in that we need the information in order to provide these services to you (e.g. to administer your membership benefits).

WTT will only contact you for marketing purposes — for example keep you up to date on our work, or let you know of ways in which you can support that work — where we have your consent or we are otherwise allowed to do so. Refer to the section below ‘Fundraising Communications’.

If you notify us of any health or disability requirements then this may involve the processing of more detailed personal data including sensitive data such as health information that you or others provide about you. In that case we always ask for your consent before undertaking such processing.

Consequences of not providing your information

If you do not provide the personal data necessary, or withdraw your consent for the processing of your personal data, it will be very difficult for the WTT to provide you with the service, support, advice or guidance or to work collaboratively with you for the conservation of wild trout and their habitats.

For our members and those who donate to further our work it is very important to us that we have access to their information so that we can thank them accordingly, show our appreciation of their valuable support and keep them up to date with how their support is helping the WTT’s conservation efforts.

The WTT must also have access to some of your information in order to operate and to comply with legal obligations.

How long we keep your information for

How long we keep your information will depend on the purpose or purposes for which we use it. While you are a member of WTT, a donor, or support through online auctions and other activity, a visitor to our website or engaged with WTT for conservation and project work, we will only retain your information for as long as is necessary for those purposes and to comply with statutory or regulatory retention periods. For example, we will keep a record of donations subject to gift aid for at least seven years to comply with HMRC rules.

If you request that we stop sending you marketing materials we will keep a record of your contact details and appropriate information to enable us to comply with your request not to be contacted by us.

Fundraising communications

It is in the Wild Trout Trust’s legitimate interest to, from time to time, send postal communications to supporters, members and others on the database with information about our conservation efforts for wild trout and their habitats and to raise awareness of our charitable nature (unless those individuals tell us not to).

These communications we hope will be of interest to you and may include details of our fundraising events, information about how to become a member of the WTT or to ask for donations and support for particular projects or appeals.

To comply with additional regulations that govern electronic fundraising communications we will need your consent to send you certain communications by email. We may request these from you to enable more cost effective and quicker communications to occur. All emails of a fundraising nature will carry an unsubscribe link or a way that you can use to stop emails.

We respect that some individuals may prefer not to receive communications of a fundraising nature. Therefore anyone who informs the WTT that they would prefer not to receive communications of a fundraising nature, or who do not consent to fundraising communications by email will be removed from our mailing list. You can start or stop these communications at any time by emailing the WTT Trust & Data Manager, Christina Bryant, at office@wildtrout.org or by calling 023 9257 0985.

It is important to note that rules and regulations, as described above, only relate to fundraising communications. This means that that we may still communicate with you by post, telephone or email for non-fundraising requirements where there is a need to contact you with regard to a specific issue and to respond to you appropriately. For example to manage your membership details, to provide you with information that you have requested or to communicate with you about a project that you are involved with or have an interest in.

The WTT works closely with a print and mailing house for the purposes of cost effective communications. They support the work of the WTT and provide their services under contract and pursuant to a non-disclosure agreement that protects your privacy and information security.

What we will not do with your information

The WTT respects your rights under data protection laws and takes our obligations seriously. Any information provided to the WTT is used and protected by the WTT for the WTT’s own legitimate purposes. Your rights to privacy, confidentiality and information security are highly important to us and upheld by us. Your support is extremely important to the WTT so we do not and will not share, swap, or sell your personal information with any other organisation for their own purposes.

We will not use your information for a different and non-compatible purpose to those described above or those that you would not reasonably expect. We will always let you know at the time of capturing your information if our intended purpose is different to those described above.

We do not carry out automated decision making or automated profiling.

Information sharing

The WTT will share your information for its own purposes and only where necessary, with:

Conservation Officers for project and conservation work
Print and mailing houses for cost-effective communications
Organisations that support our conservation activity like the Environment Agency
Service providers and associated organisations
Trust agents and employees

Any sharing will be carried out under formal non-disclosure agreements and only after due diligence processes have been followed to ensure that those we work with support our aims and objectives.

Non-disclosure agreements are designed to protect information security, your confidentiality and set strict obligations as to the control and use of your information. Any information that is shared is secured through security protocols such as encryption and secure file transfer portals.

We never have and never will share, swap or sell your personal details to any organisation for their own marketing purposes. Your privacy and confidentiality is paramount to us and we will only use the information that you provide for the WTT’s own purposes.

Information security and how we store your information

We are committed to ensuring that your information is secure and that your right to privacy and confidentiality are protected. We take information governance and security seriously and have technical and organisational measures in place that include ensuring all antivirus, antispam and software packages are up-to-date, correctly configured firewalls, encryption, secure file transfer protocols, Trust policies, processes and staff training to manage and protect your personal information in order to prevent unauthorised access, unlawful processing, accidental loss, damage, destruction or disclosure.

All information you provide to us is stored securely by WTT and governed by IT Security Policy and Procedures. Your information remains under the control of WTT at all times. You have the right to access your information at any time. Refer to section below ‘Your legal rights’.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to us online; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access, loss or damage.

Where possible, we try to only process your information within the UK and European Economic Area (EEA). If we or our service providers transfer personal data outside of the UK or EEA, we always require that appropriate safeguards are in place to protect the information when it is processed. You can obtain a copy of these safeguards by contacting us.

Website cookies

A cookie is a small file which asks permission to be placed on your computer’s hard drive, smart phone, tablet or other device and are used to improve your online experience by almost every website including ours. This is why it is important to understand how cookies work, what they are for and when they are being used.

Once you agree, the cookie file is added to your computer and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

At the WTT we use cookies for a variety of reasons, such as to monitor how many people have visited our website and tracking items in the WTT shopping system. More information about cookies can be found at www.allaboutcookies.org

We use traffic log cookies to identify which pages are being used. This helps us analyse data about webpage traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.

Overall, cookies help us provide you with a better website by enabling us to monitor which pages you find useful and which you do not. The cookies we use in no way give us access to your computer or any information about you, other than the data you choose to share with us.