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.