Privacy and Data Protection Notice
At The Whitley Fund for Nature we rely on the generosity and support of individuals to carry out our vital work finding, funding and promoting conservation leaders around the world. That is why we want to be completely transparent about why we need the personal details we request when you engage with us and how we will use them.
We take protecting your privacy very seriously and will always take all reasonable steps within our power to make sure your information is safe.
Please read this policy carefully to understand how we collect, use and store your personal information.
We may update this policy from time to time without notice to you, so please check it regularly, particularly if you are sending personal information to us.
If you have any questions please contact us on 020 7221 9752, [email protected], or at 110 Princedale Rd, London, W11 4NH.
WHAT INFORMATION WE COLLECT, HOW WE COLLECT IT AND WHAT WE USE IT FOR
We collect information every time you interact with us. The type and quantity of information we collect and how we use it depends on why you are providing it.
For example, we may collect information when you:
- Make a donation to us
- Subscribe to our e-newsletters
- Request information from us
- Volunteer with us
- Buy tickets for one of our events
- Apply for a Whitley Award
- Apply for a job
The information we may collect from the above interactions may include, but is not limited to:
- Your name, address, telephone number, mobile number and/or email address, along with your preferences as to how we should contact you in the future
- Financial information which you give to us, including your gift aid status
- Records of your donation history and correspondence with us
- Images, photographs or video if you take part in an event with us
- Details of your visit to the website, including technical information such as the IP address you use to access the website, your browser type and version
- Other details relevant to your communications with us, such as your reasons for supporting us
We will mainly use the data we collect to:
- Provide you with the services or information you asked for
- Fundraise in accordance with our policies and procedures
- Administer your donation, including processing gift aid
- Keep a record of your relationship with us
- Manage your communication preferences, including marketing preferences
- Keep you up to date with the work you are supporting and to ask for financial and non-financial support
- Support and further our mission (for example we may with your consent use images, photographs or video in marketing or promotional materials)
- Carry out our obligations arising from any contracts entered into by you and us
- Process an application for funding
- Process a job application
We make it easy for you to tell us how you want us to communicate, in a way that suits you. Our communications have clear marketing preference questions and we include information on how to opt out when we send you marketing or fundraising materials. If you don’t want to hear from us, that’s fine. Just tell us so when you provide your data or contact us on 020 7221 9752 or email us at [email protected].
Where you have provided us with your telephone number, please note that we may use that telephone number to call you. If you have already told us you prefer not to receive telephone calls from us then we will not call you. If you would like to tell us now that you would prefer not to receive telephone calls from us then please contact us on 020 7221 9752 or email us at [email protected].
WHAT WE COMMUNICATE WITH YOU ABOUT
Along with news from our winners and updates on our work, we may also contact you about fundraising and events. We will always ask for your consent if we want to message you by email or text message, however we do not normally ask for consent to make telephone calls to you or write to you about fundraising and events. This is because, as a charity, both of these activities are fundamental to how we work, so we have a legitimate interest to contact you. When you give us your details we will tell you what we are going to do with them, and when you give us your telephone or address details you will always either have an option not to give us them, or to give us them in order for us to provide the service you have requested but to opt-out of receiving our marketing communications by telephone or post.
WHO WE SHARE YOUR DATA WITH
We do not sell or share personal details to third parties for the purposes of marketing.
In other cases we will not disclose any of your personal data except in accordance with this policy, or when we have your permission, or under special circumstances, such as when we believe in good faith that the law requires it or to protect the rights, property and safety of The Whitley Fund for Nature, or others. This includes disclosing your details if required to the police, regulatory bodies or legal advisors.
We may allow our suppliers to access and use your personal data to allow them to perform services on our behalf (e.g. payment processing). In these circumstances we will not give these organisations any rights to use your personal information except to provide services to us and in accordance with our instructions.
HOW WE KEEP YOUR DATA SAFE
We aim to ensure that there are appropriate physical, technical and managerial controls in place to protect your personal details; for example, our network is protected and routinely monitored and within our offices only those trained in handling data securely will have access to your information.
When we use external companies to collect or process personal data on our behalf we do comprehensive checks on these companies before we work with them, and put a contract in place that sets out our expectations and requirements. Where we engage with such organisations we will endeavour to ensure that the processing of your data is subject to appropriate security measures and by submitting your details in such circumstances you agree to this transfer.
Our website may from time to time contain links to third party websites. If you follow a link to any of these websites, please note that these websites will have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.
KEEPING YOUR INFORMATION UP TO DATE
We really appreciate it if you let us know if your contact details change so that we can update your details in our database.
HOW LONG WE STORE YOUR DATA FOR
We will hold your personal information on our systems for as long as is necessary for the relevant activity. If you request that we stop sending you communications, we will keep a record of your contact details and the appropriate information to enable us to comply with your request not to be contacted by us. We won’t store your credit/debit card details once we’ve processed your donation.
Legacy income is vital to the running of the charity. We may keep data you provide to us indefinitely to carry out legacy administration and communicate effectively with the families of people leaving us legacies. This also enables us to identify and analyse the source of legacy income we receive.
HOW TO FIND OUT WHAT INFORMATION WE HAVE ABOUT YOU
You can request the details of the personal information we hold about you under the UK’s Data Protection Act 2018.
If you want to access your information, send a description of the information you want to see and proof of your identity by post to The Whitley Fund for Nature, 110 Princedale Rd, London, W11 4NH. We do not accept these requests by email. We will aim to provide the information requested within 14 days of receiving your request.
If you just need to update your contact details you can email us at [email protected]
HOW TO CHANGE THE WAY WE CONTACT YOU
If at any time you’d like us to change the way we contact you, please contact us on 020 7221 9752 or [email protected]
We will only email or text you if we believe you have consented for us to, so if you receive anything you haven’t asked for please do let us know. In every e-letter we send there will be instructions on how to unsubscribe.
During any phone conversation you have with us please feel free to let us know how you prefer to be contacted.
If we’ve sent you something in the post that you don’t really want just drop us a line to let us know.
WHAT TO DO IF YOU DON’T WANT US TO COLLECT INFORMATION ABOUT YOU
If you don’t want us to hold any personal details about you, it’s best just not to give them to us. If you want us to stop collecting information about you or processing that information then please let us know.
CHANGES TO THIS POLICY
This policy was last updated in May 2018.
We may amend or update this policy at any time to take account of any changes to data protection law or other legislation. When further updates to the policy are made they will be posted on this page, but rest assured we won’t ever make any other changes to the way we use your data without asking you first. Your subsequent submission of personal information to The Whitley Fund for Nature will be deemed to signify your acceptance to the updates, so you may wish to check this policy each time you submit personal information to us.
The laws that dictate how your personal information can be used are:
UK Data Protection Act 2018
The Data Protection Act 1998
The Privacy and Electronic Communications Regulations 2003
You can also contact the Information Commissioner’s Office at ico.org.uk to find out more or report a concern. They are the UK’s independent authority set up to uphold information rights in the public interest, promoting openness by public bodies and data privacy for individuals.
Terms and conditions
Access to and use of this Website and the information and services available through this Website (collectively, the “Services”) are subject to the following terms, conditions and notices (the “Terms of Service”). By using the Services, you are agreeing to all of the Terms of Service, as may be updated by us from time to time. You should check this page regularly to take notice of any changes we may have made to the Terms of Service.
Access to this Website is permitted on a temporary basis, and we reserve the right to withdraw or amend the Services without notice. We will not be liable if for any reason this Website is unavailable at any time or for any period. From time to time, we may restrict access to some parts or this entire Website.
By using this Website, you consent to the processing described above and warrant that all data provided by you is accurate.
You must not misuse this Website. You will not: commit or encourage a criminal offence; transmit or distribute a virus, trojan, worm, logic bomb or post any other material which is malicious, technologically harmful, in breach of confidence or in any way offensive or obscene; hack into any aspect of the Service; corrupt data; cause annoyance to other users; infringe upon the rights of any other person’s proprietary rights; send any unsolicited advertising or promotional material, commonly referred to as “spam”; or attempt to affect the performance or functionality of any computer facilities of or accessed through this Website. Breaching this provision would constitute a criminal offence under the Computer Misuse Act 1990. The Whitley Fund for Nature will report any such breach to the relevant law enforcement authorities and disclose your identity to them.
We will not be liable for any loss or damage caused by a distributed denial-of-service attack, viruses or other technologically harmful material that may infect your computer equipment, computer programs, data or other proprietary material due to your use of this Website or to your downloading of any material posted on it, or on any website linked to it.
Intellectual Property, Software and Content
The intellectual property rights in all software and content made available to you on or through this Website remains the property of Whitley Fund for Nature or its licensors and are protected by copyright laws and treaties around the world. All such rights are reserved by the Whitley Fund for Nature and its licensors. You may store, print and display the content supplied solely for your own personal use. You are not permitted to publish, manipulate, distribute or otherwise reproduce, in any format, any of the content or copies of the content supplied to you or which appears on this Website nor may you use any such content in connection with any business or commercial enterprise. You shall not modify, translate, reverse engineer, decompile, disassemble or create derivative works based on any software or accompanying documentation supplied by Whitley Fund for Nature or its licensors.
Terms of payment
By making a donation or payment you are subject to the following terms and conditions. All ticket payments are subject to availability. The Whitley Fund for Nature retains the right to refuse any request made by you and reserves the right to return any donation received from an unethical or unsuitable source. When making a transaction you undertake that all details you provide to us are true and accurate, that you are an authorised user of the credit or debit card used to place your order and that there are sufficient funds to cover the cost of the donation or payment. When you make a payment, you will receive an acknowledgement e-mail confirming receipt of your pledge or order: This email will only be an acknowledgement and will not constitute acceptance of your pledge or order.
Disclaimer of Liability
The material displayed on this Website is provided without any guarantees, conditions or warranties as to its accuracy. Unless expressly stated to the contrary to the fullest extent permitted by law the Whitley Fund for Nature and its content providers hereby expressly exclude all conditions, warranties and other terms which might otherwise be implied by statute, common law or the law of equity and shall not be liable for any damages whatsoever, including but without limitation to any direct, indirect, special, consequential, punitive or incidental damages, or damages for loss of use, profits, data or other intangibles, damage to goodwill or reputation, or the cost of procurement of substitute goods and services, arising out of or related to the use, inability to use, performance or failures of this Website or the Linked Sites and any materials posted thereon, irrespective of whether such damages were foreseeable or arise in contract, tort, equity, restitution, by statute, at common law or otherwise. This does not affect the Whitley Fund for Nature liability for death or personal injury arising from its negligence, nor for fraudulent misrepresentation, misrepresentation as to a fundamental matter or any other liability which cannot be excluded or limited under applicable law.
Linking to this Website
You may link to our home page, provided you do so in a way that is fair and legal and does not damage our reputation or take advantage of it, but you must not establish a link in such a way as to suggest any form of association, approval or endorsement on our part where none exists. You must not establish a link from any website that is not owned by you. This Website must not be framed on any other site. We reserve the right to withdraw linking permission without notice.
Disclaimer as to ownership of photography, trademarks, images of personalities and third party copyright
All photography shown on this website unless expressly stated to the contrary is owned by the Whitley Fund for Nature and may not be used, duplicated, copied or leeched for use in/on any medium without prior written consent.
Except where expressly stated to the contrary all persons (including their names and images), third party trademarks and images of third party products, services and/or locations featured on this Website are in no way associated, linked or affiliated with the Whitley Fund for Nature and you should not rely on the existence of such a connection or affiliation. Any trademarks/names featured on this Website are owned by the respective trade mark owners. Where a trade mark or brand name is referred to it is used solely to describe or identify the products and services and is in no way an assertion that such products or services are endorsed by or connected to the Whitley Fund for Nature.
You agree to indemnify, defend and hold harmless the Whitley Fund for Nature, its directors, officers, employees, consultants, agents, and affiliates, from any and all third party claims, liability, damages and/or costs (including, but not limited to, legal fees) arising from your use this Website or your breach of the Terms of Service.
The Whitley Fund for Nature shall have the right in its absolute discretion at any time and without notice to amend, remove or vary the Services and/or any page of this Website.
If any part of the Terms of Service is unenforceable (including any provision in which we exclude our liability to you) the enforceability of any other part of the Terms of Service will not be affected all other clauses remaining in full force and effect. So far as possible where any clause/sub-clause or part of a clause/sub-clause can be severed to render the remaining part valid, the clause shall be interpreted accordingly. Alternatively, you agree that the clause shall be rectified and interpreted in such a way that closely resembles the original meaning of the clause /sub-clause as is permitted by law.
If you breach these conditions and we take no action, we will still be entitled to use our rights and remedies in any other situation where you breach these conditions.
Governing Law and Jurisdiction
These terms and conditions are to be construed in accordance with the laws of England and in the event of any dispute or claim associated with these terms and conditions, that dispute or claim shall be subject to the exclusive jurisdiction of the English courts.
The above Terms of Service constitute the entire agreement of the parties and supersede any and all preceding and contemporaneous agreements between you and the Whitley Fund for Nature. Any waiver of any provision of the Terms of Service will be effective only if in writing and signed by the Director of the Whitley Fund for Nature.