Privacy Notice
Version 1.0; last updated October 2020
This privacy notice sets out the
basis on which we will process any personal data we collect from you, or that
you provide to us.
1.
Who we are
Bugs Matter is a mobile application
for recording insect abundance. It is run and funded by Kent Wildlife Trust. Kent
Wildlife Trust is a conservation charity working with communities,
organisations and individuals to protect the future of Kent’s habitats and
wildlife. We inspire people to connect with nature and take action to protect
it. Nature is in trouble, but with our 20-year plan and the help of our
supporters, together we can protect wildlife now and into the future.
Kent Wildlife Trust is the
controller for all processing of personal data for the purposes of Bugs Matter.
2.
Our commitment to your privacy
We are committed to keeping the
personal details of Bugs Matter surveyors safe. This policy explains how and
why we use your personal data, to ensure that you remain informed and in
control of your information.
Any references to Kent Wildlife
Trust or the Trust, or to ‘we’ or ‘us’ refer to:
· Kent Wildlife Trust. We are a registered charity in England and
Wales, and our registered charity number is 239992.
We use three key definitions to
describe people mentioned in this policy. 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, a participant in the Bugs Matter survey. As the data subject, we respect
your right to control your data.
· Data controller: this is us,
Kent Wildlife Trust. With your permission, we determine why and how your
personal data is used (as outlined in this policy).
· Data processor: this is a
person, or organisation, who processes your data on our behalf, with your
permission. For example, this might be a mailing house who sends a membership
magazine to you, on our behalf (due to the size of our organisation, it’s more
cost-effective to outsource ad-hoc and large-scale tasks like this).
When
we work with other organisations or individuals in this way, we always set up a
written contract with them to protect your data. 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 if
applicable, to minimise the risk of it being intercepted by unknown individuals
and/or organisations. We will never sell your personal data.
Should you wish to find out more
about the information we hold about you, or about our privacy policy, please
contact us:
Telephone:
01622 662012
Email: data.protection@kentwildlife.org.uk
Tyland Barn,
Sandling Maidstone. Kent. ME14 3BD
Our
office hours are Monday – Friday, 9am – 5.30pm.
3.
Why are we collecting your information?
We will only ever collect, store
and use your personal data when we have an identified purpose and reason to do
so. The Information Commissioner’s Office refers to this as a ‘lawful basis’. Kent
Wildlife Trust is collecting your personal data to administer and run this
survey, and to analyse and share results of Bugs Matter. When you submit
records to Bugs Matter, the following information about you will be included
alongside the survey information (bug count):
|
Your
name |
We
will use this in any correspondence with you. We will also generate a unique
user ID which will be stored with the data you submit to identify your data
to your vehicle(s). |
|
Your
address |
We
use a third-party address look-up API (Application Programming Interface)
service to access your address using the postcode you provide (see appendix
for privacy policy). We will use this to send you the ‘splatometer’
counting grid in the post. |
|
Your
email address |
We
will use this for correspondence with you in relation to Bugs Matter and any
updates you consent to. |
|
Journey
track |
Start
and end point, and track of each journey you submit. |
|
Journey
date and time |
The
date, start, and end time of each journey you submit. |
|
Information
about your vehicle. |
We
use a third-party vehicle registration look-up API (Application Programming
Interface) service to collect information about your vehicle that will be
used in data analysis of insect populations (see appendix for privacy policy).
The information we collect includes details of the make, model, age,
size/dimensions, weight, shape and design of your vehicle. Full
list of data collected: Dimensions:
"UnladenWeight", "RigidArtic", "BodyShape", "PayloadVolume",
"PayloadWeight", "Height", "NumberOfDoors”,
"NumberOfSeats", "KerbWeight",
"GrossTrainWeight", "LoadLength", "WheelBase",
"CarLength", "Width", "NumberOfAxles", "GrossVehicleWeight", "GrossCombinedWeight", General:
"Make", "DrivingAxle",
"Bhp", “Make", "ModelCode",
"MakeCode", "Trim",
"Range", DVLA:
"Model", "Make", “Colour", "VehicleClass",
"YearOfManufacture", "WheelPlan", "DateFirstRegisteredUk",
"Model", "GrossWeight", "DoorPlanLiteral", "DateFirstRegistered",
"YearMonthFirstRegistered",
"Make", "MakeModel", "SmmtDetails", "ModelVariant",
"BodyStyle", "NumberOfDoors",
"DriveType" |
In data protection terms we are
using the ‘legal basis’ of ‘public task’ for
collecting, processing and sharing your personal data.
4.
How are we storing your information and
will we share it?
All of the personal data we collect
is processed by our staff in the UK. All of the data is also currently stored
within the European Economic Area (EEA). However, for the purposes of IT
hosting and maintaining your information it may, in the future, be situated
outside of the EEA. If this is the case, it 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.
All of your personal data that we
collect in relation to Bugs Matter will be stored securely in a database for as
long as you are signed up with Bugs Matter. If you no longer wish to be
registered with Bugs Matter, please contact data.protection@kentwildlife.org.uk to let us know. The component of your personal data that forms
part of the survey data (i.e. user ID, vehicle make, model, year of
registration and body style, the track and time of the record and average
journey speed) will be kept permanently as part of the scientific dataset.
Sharing your email address with
others
We will not openly publish or
share your email address. Staff or trained volunteers working with us, will
have access to your email address in order verify details about the data you
submit as necessary. Where you have opted in to receive regular updates via
email from the Wildlife Trusts, including your local Trust, your email address
will be forwarded to them using a secure system and once you start receiving
updates you can unsubscribe at any time.
Sharing your name
We will not share your name publicly
unless prior consent has been received from you. Other than as set out above,
and except where we have a legal obligation to so do, we will not share your
personal data with anyone else, nor will we transfer your data outside the
European Union.
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 our Data Retention Policy
5.
Your rights
We respect your right to control
your data. Your rights include:
a) 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 policy, please
contact us.
b) 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.
c) The right
to rectification: If we have captured information about you that is inaccurate
or incomplete, we will update it.
d) The right
to erase: You can ask us to remove or randomise your personal details from our
records.
e) The right
to restrict processing: You can ask us to stop using your personal data.
f) The right
to data portability: You can ask to obtain your personal data from us for your
own purposes.
g) The right
to object: You can ask to be excluded from marketing activity.
h) 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.
You
are entitled to access any of your personal data that we hold. You can view most
of the personal data we hold of yours within the Bugs Mater app and websites. Alternatively, and for specific enquiries please contact data.protection@kentwildlife.org.uk with as much detail as
possible on the information you would like us to provide and we will aim to
respond within one month.
You have the right to object to
the processing of your personal data where we have relied on public task as the
lawful basis for processing. You also have the right to request that we
restrict or stop processing, rectify or delete your personal data.
Please contact data.protection@kentwildlife.org.uk if you wish to progress any of these rights.
6.
Making a complaint
Kent Wildlife Trust wants 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 Chief
Executive.
For further information on how to
make a complaint, please click here.
Information Commissioner’s Office
For further assistance with
complaints regarding your data, please contact the Information Commissioner’s
Office, whose remit covers the UK.
Information
Commissioner’s Office
Wycliffe
House
Water Lane
Wilmslow
SK9 5AF
Telephone:
0303 123 1113
Email:
casework@ico.org.uk
If you have any concerns about how
your personal data is being used, we will try to answer any questions you have.
You have the right to lodge a complaint with the Information Commissioner’s
Office. You also have the right to an effective judicial remedy against
decisions of the Information Commissioner’s Office.
7.
Changes to the privacy policy for Bugs Matter
This Privacy Policy may be updated
from time to time. The latest version will always be available within the app
and on the Bugs Matter website.
Consent
· I consent to my data being stored as set out in the terms of this
policy [TICK BOX]
· I consent to receive regular updates via email from The Wildlife
Trusts, and my local Trust, and that my email address will be forwarded to them
using a secure system and understand that once I start receiving updates I can
unsubscribe at any time [TICK BOX]
Appendix
– third party privacy policies
Database: https://coreo.io/privacy-policy/
Address lookup API: https://ideal-postcodes.co.uk/privacy_policy
DVLA
lookup API: https://ukvehicledata.co.uk/policies/GDPR-Privacy-Policy