- What is this all about?
- Who is handling my data?
- How can I contact Aim to Sustain?
- What is Aim to Sustain’s legal basis for processing data?
- What information do we collect?
- What about sensitive personal data?
- How do we use this information?
- Who do we share and disclose information with?
- What marketing do we do?
- How do we build profiles?
- How do we protect young people?
- How do we protect your data?
- Where do we store your data and for how long?
- What are your rights?
- How do I make a complaint?
- What about cookies and links to other websites?
- Who reviews this document and when?
1. What is this all about?
We are required to provide you with this information under the General Data Protection Regulation (GDPR). This policy explains how we handle your personal data (i.e. any information which identifies you, or which can be identified as relating to you personally) and what you can do if you have any concerns.
2. Who is handling my data?
For the purposes of data protection law, Aim to Sustain is the Data Controller. Our data controller number is ZB124405.
3. How can I contact Aim to Sustain?
Write: Aim to Sustain, c/o GWCT, Burgate Manor, Fordingbridge, Hampshire SP6 1EF.
Ring: 01425 652381
4. What is Aim to Sustain’s legal basis for processing data?
- It is in the legitimate interest of the data controller (Aim to Sustain). You can tell us you would like to opt out at any time. We may need to process personal data for our legitimate interests (such as the management and administration and the improvement of our services) and that doing so will not interfere with your privacy rights. We use people’s data in ways they would reasonably expect and which have minimal privacy impact. Safeguards have been put in place to ensure we achieve the correct balance between our interests and yours. Examples of when this applies include: when you contact us and provide us with your information.
- In line with the existing Privacy and Electronic Communications Regulations 2003, we will continue to seek your consent to electronic marketing. Examples of when this applies include: e-newsletters and online surveys.
5. What information do we collect?
We collect data you provide to us. This includes information you give when communicating with us. For example:
- Personal details (name, address, email etc.) when you participate in consultations.
- Details of your interests and preferences (such as campaigns or topics you are interested in).
- Your activities and involvement with Aim to Sustain 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 decide to donate to us then we will keep records of when and how much you give to a particular cause.
- As explained in Section 16 (What about cookies and links or other websites?), we may use third parties to help us conduct research and analysis on personal data (and this can result in new personal data being created).
- We may collect information from social media where you have given us permission to do so, or if you post on one of our social media pages.
- Occasionally, we may collect information about certain supporters (e.g. particularly well known or influential people) from public sources. This could include public databases (such as Companies House), news or other media. We don’t do this to everyone, and it is the exception not the rule.
6. What about 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 may occur (e.g. if you have an accident at one of our events). If this does occur, we’ll take extra care to ensure your privacy rights are protected.
- If an accident or incident occurs at one of our events, we’ll keep a record of this (which may include personal data and sensitive personal data).
- If you are a volunteer (whether for specifically Aim to Sustain, 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.
7. How do we use this information?
We use information:
- that you have given to us (e.g. your name, address, interests, event bookings, donations, , complaints) on paper or electronic format.
- provided via cookies on our website as explained in Section 16 (What about cookies and links to other websites?).
In order to:
- enter into, or perform, a contract with you (e.g. Aim to Sustain event tickets).
- comply with a legal duty (e.g. financial information).
- protect your vital interests.
- for our own (or a third party’s) lawful interests, provided your rights don’t override these.
We use personal data primarily to allow us to:
- perform our contract with you.*
- to enable us to comply with legal obligations.**
- pursue legitimate interests of our own or those of third parties***, provided your interests and fundamental rights do not override those interests.
- to provide you with information you have consented to.****
The situations in which we will process your personal information are listed below. We have indicated by asterisks the purpose or purposes for which we will process your personal information, as well as indicating which categories of data are involved.
- Sending you invitations to events by post.*
- Sending you invitations to events by email.****
- Collating names of people attending events.***
- Sending thank you letters by post.****
- Sending you newsletters by email.****
- Responding to queries emailed to our website.****
- Recording your interests in volunteering for Aim to Sustain.****
- Collating consultation returns.****
- Processing your donations.*
- Complying with health and safety obligations.**
- Recording your choices and preferences (e.g. if you ask not to receive marketing material, we’ll keep a record of this).****
Some of the above grounds for processing will overlap and there may be several grounds which justify our use of your personal information.
8. Who do we share and disclose information with?
We will never sell your personal data. We may contact you with information about our partners, or third-party products and services, but these communications will always come from Aim to Sustain and are usually incorporated into our own marketing materials.
We may share personal data with sub-contractors or suppliers who provide us with services. However, these activities will be carried out under a contract which imposes strict requirements on our supplier to keep your information confidential and secure.
9. What marketing do we do?
Our marketing includes news and information. Examples include:
- our advocacy, campaigns and conservation work.
- our role in educating the public in conservation of the natural environment.
- volunteering opportunities.
- our events and activities.
- taking part in projects.
When you receive a communication, we may collect information about how you respond to or interact with that communication, and this may affect how we communicate with you in future.
You can decide not to receive communications or change how we contact you at any time.
If you wish to do so please contact us by:
- emailing firstname.lastname@example.org
- Writing to the Aim to Sustain, c/o GWCT, Burgate Manor, Fordingbridge, Hampshire SP6 1EF.
- Telephoning 01425 651024.
10. How do we build profiles?
We do not use personal data to build profiles.
11. How do we protect young people?
We take great care to protect and respect the rights of individuals in relation to their personal data, especially in the case of children. If your child is under 13 we will require consent from a parent or guardian to process his or her personal data. This means that:
- if your child wants to have his or her name or picture featured in one of our publications, we’ll need you to confirm you’re happy for us to do so.
- we’ll need permission from you as their parent or guardian for them to enter one of our competitions or to share a picture, photo or story with us.
- if we publish your child’s picture, photo or story, we’ll usually include their first name and age with it. We’ll need you to confirm you’re happy for us to do so.
- if they write an article or story for us, we might also include their surname alongside it. We’ll need you to confirm you’re happy for us to do so.
12. How do we protect your data?
We employ a variety of physical and technical measures to keep your data safe and to prevent unauthorised access to, use or disclosure of your personal information. Electronic data and databases are stored on secure computer systems and we control who has access to information (using both physical and electronic means).
13. Where do we store your data and for how long?
Aim to Sustain’s operations are based in the UK and we store our data within the European Union. Some organisations which provide services to us may transfer personal data outside of the EEA, but we’ll only allow them to do so if your data is adequately protected. We check they are registered with Privacy Shield. Examples include:
- Our email distribution provider Mail Chimp.
- Our members survey provider Survey Monkey.
- Sometimes we store details on Google Drive.
- Occasionally we transfer details by Dropbox.
We will only use and store information for so long as it is required for the purposes it was collected for. How long information will be stored for depends on the information in question and what it is being used for. Examples include: supporter information is archived after five years of inactivity. Any personal data supplied as part of a survey may be stored in perpetuity to aid long-term analysis. However, findings will be aggregated when published to avoid any personal information being disclosed.
These are reviewed on a rolling annual basis by the Data Compliance Manager.
14. What are your rights?
We want to ensure you remain in control of your personal data. Part of this is making sure you understand your legal rights, which are as follows:
- the right to be informed about how we use your personal data.
- the right to access your personal data.
- the right to obtain a copy of the personal information we hold (this is known as subject access request).
- the right to have your data erased (though this will not apply where it is necessary for us to continue to use the data for a lawful reason).
- the right to have inaccurate data rectified.
- the right to restrict the processing of your personal data.
- the right to object to your data being used for marketing and or profiling.
- where technically feasible, you have the right to the data portability of the personal data you have provided to us which we processed.
To exercise these rights please contact the Data Compliance Manager:
- Write: Aim to Sustain, c/o GWCT, Burgate Manor, Fordingbridge, Hampshire SP6 1EF.
- Ring: 01425 652381
- Email: email@example.com
More information about your rights can be found on the Information Commissioner’s Office (ICO) website at www.ico.org.uk
15. How do I make a complaint?
If you wish to make a complaint you can do so by contacting the Data Compliance Manager. You have the right to make a complaint at any time to the Information Commissioner’s Office, the UK supervising authority for data protection issues. Details of how to do this can be found at www.ico.org.uk
16. What about cookies and links to other websites?
Our website uses local storage (such as cookies) to provide you with the best possible experience and to allow you to make use of certain functionality.
17. Policy review
This policy will be reviewed by the Aim to Sustain Data Compliance Manager at intervals of no more than two years to ensure it remains up to date and compliant with the law.
This document was last reviewed on 19th July 2021.
 Sensitive personal data (GDPR calls this Special Category Data) includes any of the following: data consisting of racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, genetic data, biometric data, data concerning health or data concerning a natural person’s sex life or sexual orientation.