HART Privacy and Data Protection Policy
Preservation of your privacy is important to HART; we are committed to letting you know how we use your personal information and to making responsible use of your data. HART (‘we’ in this document) is a local volunteer wildlife group.
How we collect your data
We collect personal information from you when you join HART, sign up for our newsletter, volunteer with us, attend one of our courses or events or when you contact us by email, by post or in person.
What data we hold
The data we hold may include any or all of the following:
Name and title
if you are a member of HART we will also hold details of your subscription and renewal date. We hold details of invoices we have issued and received for customers and suppliers. We are required to keep details of medical conditions and emergency contact numbers for our volunteers. These are kept securely (see Security below). No one else has access to this information.
Security: How we hold your data
Your electronic data is held by an authorised committee member on a secure PC on a secured home network. Hard copies are held securely at an authorised committee member’s home, including any details of medical conditions and emergency contact numbers. These are handed to the paramedic or first aider only in case of an emergency.
For backup, the data is also held at a second authorised committee’s member’s home under similar secure conditions.
We don’t share your information with any other individuals or organisations without your express permission. We will take reasonable precautions to prevent the loss, misuse or alteration of information you give us.
The basis on which we hold your data
We hold individuals’ data on the basis of consent. We must make clear to you how we are going to use your data and we cannot use it for any other reason than the ones you have agreed to. HART will remove an individual’s data within a year of that individual leaving HART.
We hold data belonging to companies and other organisations on the basis of legitimate interest. This enables us to carry out our administration, and to raise and pay invoices and maintain financial records.
How we use your data
We use your data for the purpose for which it was originally collected e.g. to send you our newsletter, to notify you of upcoming events, to respond to your requests, or to carry out our administrative functions with companies and other organisations.
Everyone has the right to see what data we hold for them. An access request must be acknowledged as soon as possible and complied with free of charge within one month. This time may very occasionally be extended in exceptional circumstances, but in this case you must be notified of the extension and the reason for it within the initial one month window.
We can be contacted:
by email at firstname.lastname@example.org