Dorset Local Nature Partnership

Our Privacy & Cookies Policy

Who are we?

The Dorset Local Nature Partnership (LNP) brings together a wide range of partners in public, private and voluntary sectors across Bournemouth, Dorset and Poole.  It exists to maximise the benefits to be gained from protecting and enhancing the unique natural assets of the area for people, wildlife and businesses.

Our commitment to your privacy 

Dorset LNP is committed to keeping the personal details of our members and supporters safe. This policy explains how and why we use your personal data, to ensure that you remain informed and in control of your information.

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, one of our loyal members and supporters. As the data subject, we respect your right to control your data.
  • Data controller’: this is us, the Dorset LNP. 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 your 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, 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:

Dorset LNP Manager
Brooklands Farm
Dorchester
DT2 7AA

Why do we collect your personal data?

We use your personal data to keep in touch with you.

We will only ever collect, store and use your personal data when we have an identified purpose and reason to do so. The ICO refers to this as a ‘lawful basis’. Further information about why we collect your personal data is outlined below.

a) To send you information about our work and ask for your opinion

We also collect your personal data so that we can send you information about our work that we feel will be of interest to you. This includes Dorset LNP newsletters and invitations to events.  From time to time, we may also use your personal data to ask for your opinion about our work.

This information is in addition to that outlined in sections a) and b) and is defined as ‘direct marketing’ by the ICO.

Your personal data also helps us to get to know you better and to develop a ‘profile’ of you on our secure supporter database. This ‘profile’ enables us to send you the information listed above in a timely and relevant way, to suit you.

As defined by the ICO, we use two different lawful bases for processing your data for ‘direct marketing’ purposes:

  1. Legitimate interest

This is where we have identified a genuine and legitimate reason for contacting you, which crucially does not override your rights or interests

We use legitimate interest to send you the information listed above by email, post or telephone (if you are not registered with the Telephone Preference Service, and you have given us your telephone number).

  1. Opt-in consent

This is where you have given us express permission to contact you by particular communication channels.

We use opt-in consent to send you the information listed above by email.

We respect your right to update the way we get in touch with you about our work at any time.

b) To enable you to volunteer with us

If you are a Dorset LNP volunteer, you will be registered under the Dorset Wildlife Trust’s (DWT) volunteering programme (as host organisation for the LNP).  All data collected is covered under the DWT privacy policy: https://www.dorsetwildlifetrust.org.uk/privacy_cookies_policy.html

As defined by the ICO, the lawful basis for processing your data for these purposes is ‘contractual’ (where administering your volunteer record) and ‘legitimate interest’ (when sending you information about our work).

What kind of personal data do we collect? How do we collect it?

a) Basic information

We will usually collect basic information about you, including your name, organisation (if relevant) and email address. 

Most of the time, we collect this data from you directly. Sometimes this is in person; other times, it is over the telephone, in writing or through an email.

b) Getting to know you better

We collect personal data to get to know you better include:

Our website

Our website uses ‘cookies’ to help provide you with the best experience we can. Cookies are small text files that are placed on your computer or mobile phone when you browse websites.

Our cookies help us:

  • Make our website work as you'd expect
  • Remember your settings during and between visits
  • Improve the speed/security of the site
  • Allow you to share pages with social networks like Facebook
  • Continuously improve our website for you

c) 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.

When we do so, we will be very clear as to why we are collecting such information, and we will only do so with your specific consent and permission. In these situations, we collect the data from you directly.

d) Children and young people

In line with data protection law, we will not collect, store or process your personal details if you are under 13 years of age; unless we have the express permission from your parent or guardian to do so.

How do we store your data?

a) Security

All of the personal data we process is processed by our staff in the UK.  This 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.

b) Data retention policy

We will only use and store information for as long as it required for the purposes it was collected for. We continually review what information we hold, and delete what is no longer required.

6. Your rights

We respect your right to control your data. Your rights include:

  1. 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.
  2. 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.
  3. The right to rectification: If we have captured information about you that is inaccurate or incomplete, we will update it.
  4. The right to erase: You can ask us to remove or randomise your personal details from our records.
  5. The right to restrict processing: You can ask us to stop using your personal data.
  6. The right to data portability: You can ask to obtain your personal data from us for your own purposes.
  7. The right to object: You can ask to be excluded from marketing activity.
  8. 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.

Making a complaint

Dorset LNP want 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 Simon Cripps, Chair of Dorset LNP.

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:

Leaving our website

We are not responsible for the privacy practices or the content of any other websites linked to our website. If you have followed a link from this website to another website you may be supplying information to a third party.

Get in touch

Should you wish to find out more about the information we hold about you, or about our privacy policy, please contact us:

Dorset LNP Manager
Brooklands Farm
Dorchester
DT2 7AA

We update this policy periodically.

Last updated:  May 2018

 

Cookies

Our websites use cookies to collect information about how the site is used by its visitors. Cookies provide statistical information about visits to pages on the site, which may include the duration of individual page views, paths taken by visitors through the site, and other general information. None of this information is associated with you personally.

Dorset Local Nature Partnership website cookie

Our website uses a ‘session cookie’ to identify your browser ‘session’ as you move between pages on the website and perform activities.  The cookie is named c2dorsetwildlifetrust_dor4676jhf3 and will last for three months.

The website cookie allows our website to recognise each subsequent request from your browser as being the same browser that made the initial request to our website.  By knowing that each subsequent request is related to the first, our website can track your actions as you move around the website and to provide interactive features.

By analysing how our website is being used in general, we can improve the website experience for future visitors.  Should you experience any problems in using our website, our website developers may be able to use this information to track down your specific user-journey and investigate and fix any issues that might arise.

The cookie itself is a very small text file that is stored on your device (for example, your PC or your phone) by your web browser.  It contains a simple text code that your browser sends back to our website each time you browse to a new page.  This allows the website to look up your specific session and associate data for that session with your browser.  The data itself is not stored in your cookie but on the server(s) operating the website.

Each page on our website is generated by a sophisticated Content Management System (CMS).  This system provides several interactive features where your experience may be tailored according to your past activity on the website.  The ‘session cookie’ provides the means for:

  • You to log on to our website using your unique user name (or e-mail address) and password.
  • You to take part in votes (or polls) on the website.
  • To remember the products you have selected for purchase, to identify which stage you are at in the checkout process in our online shop, to associate the personal information you have entered with your order(s) and your last selected delivery address.
  • To remember whether you have ‘liked’ our Facebook page or ‘follow’ our Twitter page.

As we improve our website over time, similar and more advanced features may be added that also require a ‘session cookie’ to operate.

Online advertising and network cookies are used to track when you have clicked on an advert, to see what pages of the website are used and this provides insight as to how improvements can be made.  We also have relationships with carefully-selected advertising partners who may also set cookies during your visit to allow them to serve online advertising that we believe will be of interest to you based on information about your visit to this and other websites (this is called re-targeting).  This information is anonymous and does not include personal data.  For more information about this type of online behavioural advertising and about how to turn this feature off, please visit www.youronlinechoices.co.uk

Google analytics

Our websites use cookies to allow Google Analytics to function correctly.  Google Analytics is a free web analytics tool, which helps measure the usage of our site, show relevant advertising and track the results of our advertising on third party websites.  These cookies have names that begin with __utm such as __utma and __utmz.

Google analytic cookies are used to collect information about how visitors, like you, use our website.  This information is collected in an anonymous form and is used to inform us how the site can be improved.  It reports website trends without identifying individual visitors.  The cookies store information such as the number of visits to the website and what site referred the visitor to the web page.  We use the information to view reports about how visitors interact with the website and to help us improve the website.  A different set of cookies is used for each website, and visitors are not tracked across multiple sites.

Information about these cookies and how to reject or delete them:

http://www.google.co.uk/intl/en/analytics/privacyoverview.html and http://www.google.com/intl/en/policies/privacy/ads/#toc-analytics

To opt out of being tracked by Google Analytics across all websites visit http://tools.google.com/dlpage/gaoptout
Google’s privacy policy: http://www.google.com/intl/en/privacypolicy.html

How to control and delete cookies

You may restrict or block the cookies which are set by our websites, or any other website, by referring to the ‘Help’ option on the menu bar of your browser.  This will tell you how to prevent your browser from accepting new cookies, notify you when you receive new cookies and disable cookies altogether.

You can also find out more about cookies, and how to manage them, by visiting www.aboutcookies.org.

Please be aware that restricting cookies may impact on the functionality of the Dorset Wildlife Trust website.

Local shared objects (flash cookies)

Our websites also use Adobe Flash Player to provide video content.  Local Shared Objects (commonly known as Flash Cookies) may be used to improve user experience, for example to save your playback preferences.  Flash Cookies are similar to cookies; however, they are managed differently.

Information on how to disable and delete Flash Cookies is provided on the Adobe website at http://www.adobe.com/products/flashplayer/security

Your experience of the Dorset Local Nature Partnership website may be affected if you restrict the use of Flash Cookies.