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About FOLL

Privacy Statement

Dear friend

In compliance with the new General Data Protection Regulation (GDPR) 25th May 2018, F.O.L.L. would like to outline its privacy policy statement as below.

Privacy Policy

This privacy statement tells you who we are and what to expect when F.O.L.L. collects personal information from members. This is in light of the General Data Protection Regulation (GDPR) which was adopted by the European Parliament in April 2016 and will become enforceable in the United Kingdom on the 25th May 2018. GDPR regulates how organisations obtain, use, store, and destroy personal data.

We have reviewed, and will continue to assess, all our processes in the handling, processing and storage of all personal data that we collect to maintain your relationship with the charity. We are committed to maintaining the highest standards when collecting and using personal information, and we encourage people to bring it to our attention if they think our collection or use of information is unfair, misleading or inappropriate. We welcome any suggestions for improvement in our procedures.

Who are we

F.O.L.L. is a charity (297074) formed 6th June 1987. Its aims are to improve, protect and preserve for the benefit of the public the countryside and wildlife at Lavell’s Lake and surrounding area and to advance public education in the conservation of the countryside and wildlife. With nearly 400 members the charity and area is very popular among wildlife enthusiasts across Berkshire, not least due to the 3 public and one restricted access bird watching hides and well managed mixture of wetland habitats.

 Why we collect personal information

We collect personal information so we can communicate in an effective way on matters that are important to you, with the aim of adding further value to your membership. We use this to send out our AGM newsletter and also offer a membership area on our website to enhance your own information gathering tastes and experience.

What personal information we collect

Membership –The types of personal information that we collect derive primarily from the two ways new members apply for membership. These are the physical paper-based form and online form through our website.

F.O.L.L. gathers the following;

Personal details: These are title, name, address, postcode, email address and telephone. These are needed to maintain your membership and are stored on a secure database hosted on servers based on committee members computers

Contribution: Individual, Family, F.O.L.L. Bird News (via WhatsApp), annual donation, individual donation.

Payment details: Your usual method of annual subscription, cash, cheque, PayPal, Standing Order, Monthly Direct Debit.

Gift Aid: This applies to UK members only and is optional. Note: If you decide to pay by Standing Order or Direct Debit, your bank information is not stored anywhere.

Security of data

F.O.L.L. does not provide personal data to anyone who does not have a legitimate reason for accessing it. No personal data is ever provided to third parties without the explicit permission of the individuals involved.

All F.O.L.L. officers who hold personal data ensure that it is kept securely. They take sensible and proportionate precautions to ensure that personal data (both electronic and on paper) is adequately protected, including using and regularly updating anti-virus software, keeping equipment and paperwork safe, and regularly backing up data.

In the unlikely event of a data breach, the officer concerned will immediately report it to the rest of the F.O.L.L. committee who will take appropriate action. The nature of the data held means that any risk from a breach to individual members is low.

Any officer who leaves their post must pass all the personal data they hold to the person taking over from them and no data will be retained by the retiring officer.

Legitimate interests & assessment

All the information above is collected to maintain your membership of F.O.L.L. and so the legal basis for collection of this information is “legitimate interests”.

Your website login profile is not accessible to other members and members can update their personal details here, which updates the database held by F.O.L.L.

We will not share any personal data with third party organisations for marketing purposes and will not pass on your data to any other third party organisation. We will always ensure that stringent protection applies to any personal information that is transferred outside the European Economic Area.

You also have the right to view, edit and ask us to delete all the information that we hold on you. However if you ask us to delete all of your information, F.O.L.L. will not be able to maintain your membership as it will not be able to honour its obligation to you as a member.

FOLL has carried out a legitimate interests assessment, which is reviewed regularly (at least once a year) and revised when necessary.

How members will be contacted by the charity

We strive to make sure that F.O.L.L. members are kept up-to-date with the news, events and improvements happening at the Lavell’s and Lea Farm G.P. To this end, there are a number of ways we normally stay in contact.

Via Post: (only for those not on email)

Annual AGM newsletter, is sent out in December, includes the Annual Review

Via Email:

Annual AGM newsletter, is sent out in December, includes the Annual Review

In future we plan to use a web based email tool called MailChimp, which is GDPR compliant.

It will help us to tailor emails to individual tastes and areas of interest;

  • What areas of wildlife you like
  • Guided Walks
  • Volunteer work
  • Events
  • Surveys – To improve our services we want to ask for your input
  • Event invites – Occasionally we have events, or Extraordinary General Meetings that we require membership quorum to move forward on decisions, therefore we sometimes send out whole membership, these are very infrequent

Your data’s journey through F.O.L.L.

F.O.L.L. is a registered charity and is required to further process your personal data for archiving activities and maintenance of the charity’s historical records. It is sincerely hoped that you will agree for your personal data to be further processed in this way. This however does not mean that your “right to be forgotten” is taken away. Under the terms of the GDPR you have a right to request at any time a copy of the data we hold about you by using a subject access request to the Data Protection Officer.

If a member leaves, their contact details are stored (but not processed) for a maximum of seven years, for financial probity and in case they return as members. During this time, the data is not processed (unless required for outstanding Gift Aid claims) or provided to anyone.

Please note that some personal information from deceased members will be securely stored for historical and archive purposes in line with our charitable purpose.

If you want to discuss any aspects of F.O.L.L.’s Privacy Policy, or have suggestions for improvement of our procedures, please contact the charity’s membership secretary in writing to F.O.L.L. C/O Dinton Pastures Countryside Service, Davis Street, Hurst, RG10 0TH or by email foll.new@gmail.com