Privacy & security

This statement applies to Plantlife and its activities throughout the UK.

We are a registered charity number in England and Wales, 1059559; registered charity number in Scotland SCO38951, at the following addresses:

Plantlife in England and Wales:
Plantlife International
Brewery House,
36 Milford Street
Salisbury
Wiltshire SP1 2AP

Plantlife in Scotland:
Plantlife Scotland
Balallan House
Allan Park
Stirling FK8 2QG

Registered charity number in England and Wales, 1059559; registered charity number in Scotland SCO38951

Plantlife is committed to protecting your privacy.This policy sets out how Plantlife collects and processes personal data which we collect from you or which you provide to us. This applies to the entire website and to data you provide by post, email, phone or any other means. Any changes to this policy will be posted on this page.We are committed to protecting your privacy and security. Whenever you provide personal information, we will treat that information in accordance with this policy, with current legislation on protection and use of data and with best practice guidance from organisations such as the Charity Commission and Fundraising Regulator.We will always comply with any preferences you express on how you would like us to communicate with you.

If you indicate that you wish to receive regular information and news about plant conservation and Plantlife’s activities, we will send you communications by post, email for phone.These will include details of how you can help plant conservation, for example by volunteering, donating or becoming a member.

If you have already supplied us with personal information, you can change your preferences for how we keep in touch or opt out of communications at any time by contacting the Individual Giving Manager, Plantlife, Brewery House, 36 Milford Street, Salisbury, SP1 2AP, 01722 342730 or emailing membership@plantlife.org.uk

The data we collect

Website

You can use most of the features of our website without disclosing any personal information. A few optional features of this site, such as donating, membership forms, joining specific activities and campaigns, and ordering from our shop ask you to provide some personal information (eg. e-mail address, name and postal address).

When you are on the website and are asked for personal information, you are sharing that information with Plantlife alone, unless a service provider requires your data.Examples of service providers are the companies which process credit card payments and direct debit set up. Plantlife will not disclose any of your personal information, except under special circumstances, such as when we believe the law requires it.

Personal data you provide

We collect data you provide to us. This includes information you give when you become a supporter or volunteer, register an interest in our campaigns, activities or news, place an order or communicate with us. For example:

  • personal details (name, date of birth, email, address, telephone etc.) when you join as a member or supporter;
  • financial information (payment information such as credit/debit card or direct debit / bank account details, and whether donations are gift-aided;
  • details of your interests and preferences (such as campaigns, the ways you support us or types of wildlife you enjoy).


If you purchase Plantlife membership as a gift for someone, join as a family or are the parent of one of our young supporters, your details will be recorded (as will the recipient’s details) and your relationship to that person.

If you allow us to use photographs you have taken, we may store your name and the fact that you have given us permission to use them.If you are pictured in a photograph and have given us permission to use it, we will record this.

Some data may be passed to us via a third party, such as an on-line donation site like JustGiving, if you have given them permission.

Information created by your involvement with Plantlife

Your activities and involvement with Plantlife will result in personal data being created. This could include details of how you’ve helped us by volunteering or being involved with our campaigns and activities. If you donate, we will keep records of when and how much you give and whether it is for a particular activity.

Information from third parties

Occasionally, we may collect information about individuals who support us (e.g. particularly well known or influential people) from public sources. This could include noting what we see in the news or other media and information on public databases (such as Companies House). We don’t do this for everyone.It is the exception not the rule.

Sensitive personal data

We do not normally collect or store sensitive personal data (such as information relating to health, beliefs or political affiliation) about supporters and members. However there are some situations where this will occur (e.g. if you volunteer with us or if you have an accident on one of our reserves). If this does occur, we’ll take care to ensure your privacy rights are protected.

Accidents or incidents

If an accident or incident occurs on our property, at one of our events or involving one of our staff (including volunteers) then we’ll keep a record of this (which may include personal data and sensitive personal data, such as information relating to health).

Volunteering

If you are a volunteer (either specifically for Plantlife or if you are helping us for other reasons - for example you work for another organisation which is running an event with us) then we may collect extra information about you (e.g. references, criminal records checks, details of emergency contacts, medical conditions etc.). This information will be retained for legal reasons, to protect us (including in the event of an insurance or legal claim) and for safeguarding purposes.We may also process your bank account details, if you claim expenses.

How we use your personal data

We may process your personal information for carefully considered and specific purposes which are permitted by regulations and enable us to carry out our charitable work or the services we provide to our supporters.

Plantlife will use your details for:

  • Thanking you for the help you have given plant conservation
  • Administration of your membership
  • Communications about our plant and fungi conservation work and campaigns, about threats to nature, how we’re addressing them and what you can do to help
  • Volunteer activities you undertake, in a personal or work capacity, including processing any biological data you collect and share, and paying expenses, if you are entitled to claim them.
  • Plantlife’s fundraising and marketing
  • Fulfilment of orders for goods and services or details of events you are coming to
  • Administration of donations and legacies
  • Claiming Gift Aid
  • Membership surveys
  • Fraud prevention
  • In-house analysis to understand the interests of our supporters and the effectiveness of our fundraising
  • Improving the services we provide and our efficiency, so we can do more plant and fungi conservation
  • Processing any payments due to you or handling any contract we have entered into with you
  • Administration of externally organised events you have chosen to participate in to support Plantlife, such as the London Marathon, in which case we may need to pass on your personal contact details to the relevant organisation.
  • Mapping supporter locations for internal use

You have the right to stop us processing your data if you wish, except where there is a legal requirement to do so.You can express your preferences by contacting the Individual Giving Manager, Plantlife, Brewery House, 36 Milford Street, Salisbury, SP1 2AP, 01722 342730 or membership@plantlife.org.uk

Plantlife:

Contractors of Plantlife may be given access to data for specific tasks, for example when we use a mailing company which can cut the cost of posting magazines. They are not free to use it for any other purpose.Email addresses may be stored with a company based outside the EU, which can make sending emails more efficient,Where other companies are used to capture data or undertake fulfilment services on our behalf, these activities are carried out under contract in compliance with all legal requirements.

Your preferences

By providing personal data you consent to its processing as described in this Policy.

If you do not wish to receive information in any or all of following ways - mail, telephone, e-mail, SMS – or wish to express other preferences, please notify the Individual Giving Manager, Plantlife, Brewery House, 36 Milford Street, Salisbury, SP1 2AP, 01722 342730 or membership@plantlife.org.uk

Disclosure of data

Where other companies are used to capture data or undertake fulfilment services on our behalf (for example when we use a mailing company which can cut the cost of posting magazines), these activities are carried out under contract in compliance with all legal requirements. We never pass on your details for another company or charity to use for their own purposes.We will only disclose information if we are legally obliged to do so.

If you carry out botanical recording and share data with us, your name as the recorder (but not any contact details) may be passed to other organisations as part of the data. If you ask us not to include your name, we will remove it.

Users aged under 18

If you are aged under 18, you must obtain your parent/guardian's consent before sending any personal information to this website. Please note that Plantlife will not accept online donations or orders for goods or services from persons aged under 18 years.

Parents and guardians

We encourage you to be aware of the activities in which your children are participating both offline and online, particularly with regard to third party websites. If your children voluntarily disclose information, this may encourage unsolicited messages. We suggest that you discourage your child from providing any information without your consent.

Access to your own information

You can contact us anytime by letter, email or telephone to change or update your details, or obtain a copy of your record.

If you have any problems or queries about your data, please contact the Individual Giving Manager, Plantlife, Brewery House, 36 Milford Street, Salisbury, SP1 2AP, 01722 342730 or membership@plantlife.org.uk.

Cookies and tracking

A cookie is a piece of data about a website that is stored in your web browser. Cookies are often used to store choices about how you use the site to improve your user experience. The Plantlife website makes use of cookies in this way, and also to helps us get a feel for what it is you are looking at. They're anonymous, they only give us information about the number of visitors to our site, so we don't know what you personally are looking at, just that someone has looked at what you've looked at.

Some parts of our site rely on cookies, but we will tell you where and when. Most browsers will allow you to control how cookies are handled, whether they are accepted and how long they are stored for. All browsers do this differently, but if you're concerned about privacy and security then please have a look in the 'help' documentation for your particular browser.

Financial security

All Plantlife forms which request credit card or bank details use the SSL (Secure Sockets Layer) protocol for encryption. Most browsers (Microsoft Explorer, Chrome, Mozilla Firefox, Safari, etc) support SSL. The link between your browser and the server is secure if your browser displays a small padlock or key symbol somewhere in the frame, or the address bar shows a web address beginning https:// (rather than http://).

Links to third party websites

The Plantlife website contains hyperlinks to other websites. This information is supplied in good faith, in case it is of interest, or use, to Plantlife website users. Plantlife is not responsible for the content or functionality of any of these external websites and this Policy does not apply to them.

Complaints

You can complain to Plantlife by contacting the Individual Giving Manager, Plantlife, Brewery House, 36 Milford Street, Salisbury, SP1 2AP, 01722 342730 or membership@plantlife.org.uk. We review all comments and complaints and consider changing our practices.

Notification of change of Privacy Policy

If you have any queries regarding this policy please contact us at the address above.

Plantlife reserves the right to amend this Privacy Policy at any time. Ay change will be posted on our website and will take effect on publication. Your continued use of our website after changes are posted constitutes your acceptance of these Terms and Conditions.

Processing personal data

“Legitimate Interests” means the interests of the charity in conducting and managing our operations to enable us to give you and our other supporters the best service, information and products and the best and most secure experience – as we deliver Plantlife’s charitable purposes, saving wild plants and fungi and helping people enjoy them.For example, we have an interest in updating you on work your support has made possible, letting you know about projects you are or maybe interested in, making sure information on our conservation projects and fundraising is relevant for you.We may process your information to send you information that is tailored to your interests.

It can also apply to processing that is in your interests as well. For example, we may process your information to protect you against fraud when transacting on our website, and to ensure our websites and systems are secure.

When we process your personal information for our legitimate interests, we make sure we consider and balance any potential impact on you (both positive and negative) and your rights under data protection laws. Our legitimate charity interests do not automatically override your interests - we will not use your Personal Data for activities where our interests are overridden by the impact on you (unless we are otherwise required or permitted to by law).

Q&A

  1. What personal data do Plantlife collect and process­­­?
  2. With whom are your data shared?
  3. Where do these data come from?
  4. How are your data stored?
  5. Who has access to your data?
  6. What is the reason for collecting data?
  7. How you can check what data we have about you?
  8. How can you ask for data to be removed, limited or corrected?
  9. What happens if a supporter dies?
  10. How do I make a complaint?


1. What personal data does Plantlife collect and process?

The data we routinely collect and process includes supporters’ contact dedtails, records of donations, Gift Aid declarations and Gift Aid claims, details of merchandise purchases, volunteering activities, communications preferences and other specific interests you have expressed.

For some of our supporters we may have additional information such as qualifications, criminal records checks done with the volunteer’s knowledge and permission, or specific roles volunteers undertake.

We may store your name against botanical data and records you have collected and shared with us.If you allow us to use photographs you have taken, we may store your name and the fact that you have given us permission to use them.If you are seen in a photograph and have given us permission to use it, we will record this.


2. With whom are your data shared?

We will not share your personal data with any other organisation.Plantlife’s contractors may be given access to data for specific tasks, such as sending mailings. They cannot use it for any other purpose.


3. Where does this data come from?

All the data we hold has been provided by you when you become a supporter or when you communicate, volunteer or donate. It may have been passed to us via a third party, such as an on-line giving site like Just Giving, if you have them given your permission.


4. How is your data stored?

This information is mainly stored in digital form on computers and partly in written documents stored at Plantlife offices and other locations. Electronic data and databases are stored on secure computer systems and we control who has access to the data stored on them.


5. Who has access to your data?

Relevant Plantlife staff and volunteers have access to your data. They are trained to be aware of and comply with our data policies. Contractors of may be given access to data for specific tasks, such as sending mailings. They are not free to use it for any other purpose.


6. What is the reason for holding and processing data?

Plantlife holds and processes personal data that is necessary to run a charity which depends on its members and supporters and exists to carry out the charitable purposes its members and supporters wish to see achieved.

For some data, such as that relating to financial matters, the basis for its collection and retention is to comply with our legal obligations. We may process your personal information for carefully considered and specific purposes which are in legitimate charity interests, enable us to carry out our charitable work or the services we provide to you and all our supporters, but which we believe, also benefit our supporters.

Plantlife will use your details for:

  • Thanking you for the help you have given plant conservation
  • Administration of your membership
  • Communications about our plant and fungi conservation work and campaigns, about threats to nature, how we’re addressing them and what you can do to help
  • Volunteer activities you undertake, in a personal or work capacity, including processing any biological data you collect and share, and paying expenses, if you are entitled to claim them.
  • Plantlife’s fundraising and marketing
  • Fulfilment of orders for goods and services or details of events you are coming to
  • Administration of donations and legacies
  • Claiming Gift Aid
  • Membership surveys
  • Fraud prevention
  • In-house analysis to understand the interests of our supporters and the effectiveness of our fundraising
  • Improving the services we provide and our efficiency, so we can do more plant and fungi conservation
  • Processing any payments due to you or handling any contract we have entered into with you
  • Administration of externally organised events you have chosen to participate in to support Plantlife, such as the London Marathon, in which case we may need to pass on your personal contact details to the relevant organisation.
  • Mapping supporter locations for internal use


7. How you can check what data we have about you?

If you want to ask about the contact details we hold about you, you should contact Individual Giving Manager, Plantlife, Brewery House, 36 Milford Street, Salisbury, SP1 2AP or emai membership@plantlife.org.uk.

If you want to ask us to provide you with any other information we hold about you (known as a subject access request), you can do so using the same contacts details. If you are interested in any particular aspects, specifying them will help us to provide you with what you need quickly and efficiently. We are required to provide this to you within one month of receiving your request.We can charge a reasonable fee based on the administrative cost of providing the information if a request is manifestly unfounded or excessive,or for requests for further copies of the same information.


8. How can you ask for data to be removed, limited or corrected?

We keep data on supporters, so that we have a record if they choose to support Plantlife again.We will delete any former supporter’s contact details on request, retaining any data we have a legal requirement to keep.

You can contact the Individual Giving Manager, Plantlife, Brewery House, 36 Milford Street, Salisbury, SP1 2AP or emailing membership@plantlife.org.uk.


9. What happens if a supporter dies?

We normally keep supporter’s information after they die, so we have a record of when we were informed and have details of how the supporter helped plant conservation.It means we also have records in case we need to check back, for example on Gift Aid claims. If requested by their next-of-kin to delete it we will do so.


10. How do I make a complaint?

You can complain to Plantlife by contacting: the Individual Giving Manager, Plantlife, Brewery House, 36 Milford Street, Salisbury, SP1 2AP, 01722 342730 or membership@plantlife.org.uk. We review all comments and complaints and consider changing our practices.

Last modified: 1 May 2018