1. Who we are
We Are Pollinator Pioneers is a sub-brand and subsidiary of We Are FoodPioneers is a Worthing based community interest company. We are registered at Companies House with the company number 9677284. Our supporters are important to us, and we’re committed to keeping your data safe, making it clear what information we collect from you, and how we use it. This policy sets out how we use and protect your data.
This policy applies to any visitors to this web address or users of our Services provided at this web address, including volunteering, donating and supporting. You can change how we contact you at anytime by simply contacting us at firstname.lastname@example.org.
3. How we use your information
Any personal data provided by you to We Are PollinatorPioneers through any means (verbal, written, in electronic form, or by your use of our website) will be held and processed in accordance with the data protection principles set out in the Data Protection Act 1998 and the General Data Protection Regulation 2018 for the purposes for which you have given consent, to provide the services you have requested from us, and to meet the legitimate interests of our business. This policy only applies to data collected by us and our team members, and via our own forms and website. Any third party agents, and websites which are linked to ours, are not covered by this policy. When you provide your personal details to us, you will be asked to consent to our processing of your data under the terms of this policy. We Are PollinatorPioneers may change this policy from time to time by updating this page. If we make any substantial changes we will notify you by posting a prominent announcement on our website. This policy is effective from 21 May 2018. Unless we are required to share your data for legal or regulatory reasons, to help with a complaint, we will never share your data with other organisations.
4. What information do we collect?
The type and quantity of data we collect and use depends on why you have provided it. We will only collect, use and otherwise handle your personal data:
- where you have consented to this for specified, explicit and legitimate purposes
- where this is necessary to fulfil legal obligations that apply to us
- where it is necessary for our legitimate interests relating to running our daily operations, as long as, in each case, these interests are in line with applicable law and your legal rights and freedoms.
In carrying out our day to day activities we process and store personal information relating to our supporters and we are therefore required to adhere to the requirements of the Data Protection Act 1998. We take our responsibilities under this act very seriously and we ensure the personal information we obtain is held, used, transferred and otherwise processed in accordance with that Act and all other applicable data protection laws and regulations including, but not limited to, the Privacy and Electronic Communication Regulations.
If you volunteer with us, or enquire about our volunteering opportunities, we will usually collect your name, contact details, emergency contact details, bank details if required, contact preferences, ethnicity, gender, availability to volunteer, disability (including physical and mental conditions) and criminal convictions. We collect this data so that we can contact you about volunteering opportunities that come up; so that we ensure the safety of our volunteers, staff and customers; can pay expenses; and to help us anonymously measure our inclusion and accessibility across our volunteering programmes. We will keep this data for two years after you stop volunteering for us.
If you support us, for example by signing up to an event or donating, we will usually collect your name, contact details, and whether you would like to be contacted, and how we would do so. If appropriate, we may also ask to collect your date of birth and reasons for support. We collect this data so we can keep you up to date with the information you have requested, or may be interested in, and to ask for more support, in the way that you have chosen to run our events and to fulfil our legal responsibilities for financial reporting. We will keep your data only for as long as necessary. If you have kindly donated to us, we are required to keep this data for seven years. If you have not donated to us, we will only keep your data for three years.
Our supporters, volunteers and customers kindly let us use photography (permission is always requested) and images of them to help our campaigns and activity come to life. We keep these images stored in a secure location and will only use them with the subject’s permission. We keep these images for five years after we have been given them, unless you ask otherwise.
Part of the work we do involves carrying out research and evaluation. If you agree to take part, we will record responses to questions that you give us, and your personal details. Your data will remain anonymous unless you consent to it being disclosed. The data we collect will be kept for five years.
9. Email Newsletters
If you choose to join email newsletters for our projects, this will be sent using Google Mail and your details will be added to our main contacts database or via MailChimp to send out information. In this instance, the email address that you submit to us may be forwarded to MailChimp. If we are using MailChimp, your email address will remain within MailChimp’s database for as long as we continue to use MailChimp’s services for email marketing or until you specifically request removal from the list. You can do this by unsubscribing using the unsubscribe links contained in any email newsletters that we send you or by requesting removal via email. When requesting removal via email, please send your email to us using the email account that is subscribed to the mailing list. If you are under 16 years of age you MUST obtain parental consent before joining our email newsletter.
10. Keeping your data safe and up to date
At We Are PollinatorPioneers we ensure that the most appropriate technical controls are in place to keep your data safely. Access to your data is regularly reviewed and only accessible to us. All information you provide to us is stored as securely as possible. All paper forms and correspondence are kept under lock and key. All electronic records are stored on our own computer(s), all access to which requires password-protected authentication, or by reputable UK-based service providers using secure internet ‘cloud’ technology which abides by the GDPR. Unfortunately, the transmission of information via the internet is never completely secure. Although we will do our best to protect your information using industry-standard protocols and encryption, we cannot guarantee the security of your data transmitted to us via email, including forms completed on our website which are transmitted by email; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access. We use third parties to process personal data on our behalf i.e. Google and Mailchimp. These third parties have been carefully chosen and all of them comply with the legislation. These third parties are based in the USA and are EU-U.S Privacy Shield compliant. For email correspondence with you we use encrypted email from password-protected computers. Text messaging is done from password-protected mobiles and your contact details on our mobiles are limited to first name, surname initial and your phone number.
11. Data Breaches
In the event of a breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, personal data, We Are PollinatorPioneers shall promptly assess the risk to people’s rights and freedoms and if appropriate report this breach to the ICO (more information on the ICO website)
12. Website and Cookies
We use a third-party service, Google Analytics, to collect standard internet log information of visitor behaviour patterns. We do this to find out information, such as the number of visitors to the various parts of the site.
By using this website you are agreeing that we can place cookies on your device. You can manage or delete cookies in your browser settings. Microsoft offers further information on how to do this. Please be aware that disabling cookies on your computer can adversely affect your user experience across many websites. We use Google Analytics to collect anonymous data relating to user behaviour and ‘web traffic’ statistics. The collection and use of this data by Google Inc. is subject to their own Privacy Policies.
13. Social Media
We might also obtain your personal data through your use of social media such as Facebook, WhatsApp, Twitter or LinkedIn, depending on your settings or the privacy policies of these social media and messaging services. To change your settings on these services, please refer to their privacy notices, which will tell you how to do this.
You have the right to:
- request a copy of the information we hold about you;
- update or amend the information we hold about you if it is wrong;
- change your communication preferences at any time;
- ask us to remove your personal information from our records;
- object to the processing of your information for marketing purposes; or
- raise a concern or complaint about the way in which your information is being used.
If you would like to see the information that we have about you please email email@example.com. You may withdraw your consent for us to hold and process your data at any time.