Filey Bird Observatory and Wildlife Trust customer privacy notice

Registered name: Filey Bird Observatory and Wildlife Trust

We are the controller of your personal data.

This privacy notice tells you what to expect us to do with your personal information.

  • Contact details
  • What information we collect, use, and why
  • Lawful bases and data protection rights
  • Where we store and process your personal data
  • Where we get personal information from
  • How long we keep information
  • How to complain

Contact details: andrewjcottrell63@gmail.com

What information we collect, use, and why

We collect or use the following information to provide services and goods, including delivery:

  • Names and contact details
  • Addresses

We collect or use the following information to receive donations or funding and organise fundraising activities:

  • Names and contact details
  • Addresses
  • Tax payer information (for Gift Aid purposes)

We collect or use the following personal information to comply with legal requirements:

  • Name
  • Contact information

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are set out in brief below.

You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website.

  • Your right of access: You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for.
  • Your right to rectification: You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete.
  • Your right to erasure: You have the right to ask us to delete your personal information.
  • Your right to restriction of processing: You have the right to ask us to limit how we can use your personal information.
  • Your right to object to processing: You have the right to object to the processing of your personal data.
  • Your right to data portability: You have the right to ask that we transfer the personal information you gave us to another organisation, or to you.
  • Your right to withdraw consent: When we use consent as our lawful basis you have the right to withdraw your consent at any time.

If you make a request, we must respond to you without undue delay and in any event within one month. To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information to provide services and goods, including delivery are:

  • Consent: we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
  • Contract: we must collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

Our lawful bases for collecting or using personal information to receive donations or funding and organise fundraising activities are:

  • Consent: we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
  • Legal obligation: we must collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information to comply with legal requirements are:

  • Legal obligation: we must collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Where We Store and Process Your Personal Data (International Transfers)

As a UK-based charity, we process and store your information within the United Kingdom. The data you submit through our application forms is hosted and securely stored by our web service provider located in a UK datacentre (Datum: Farnborough).

How your data is protected:

  • Contractual Safeguards: We maintain strict data processing agreements with our provider to ensure they only process your information on our direct instructions, keep it confidential, and implement rigorous security measures.

Where we get personal information from

  • Directly from you
  • Family members or carers

How long we keep information

Membership Data: We retain your contact details for the duration of your active membership and for a further 12 months to enable reactivation if requested, after which they are securely deleted, unless a legal obligation requires us to keep them longer.

Gift Aid Records: Under UK tax law, we are legally required to securely retain your name, address, and Gift Aid history for at least 6 years from the end of the financial year in which the last claim was made. If you ask us to delete your data, we cannot delete your Gift Aid records until this statutory 6-year HMRC retention period has passed. We share your name, address, and membership fee history securely with HMRC to claim Gift Aid tax refunds. When information is no longer required, we will securely delete, destroy or anonymise it, as appropriate. For more information on how long we store your personal information or the criteria we use to determine this please contact us using the details provided above.

How to complain

If you have any concerns about our use of your personal information, you can make a data protection complaint to us: Email: andrewjcottrell63@gmail.com

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO. The ICO’s address:
ICO Head Office
4th Floor, No.3 Circle Square, 5 Hawkshaw Street, Manchester. M1 7BL
Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint