Chilterns Conservation Board (‘we’ or ‘us’) is an independent body established by Parliamentary Order with statutory purposes to conserve, enhance and increase understanding and enjoyment of the Chilterns Area of Outstanding Natural Beauty.
What personal data do we collect?
Your personal data (any information which identifies you, or which can be identified as relating to you personally for example, name, address, phone number, email address) may be collected and used by us.
We collect personal data in connection with specific activities which include registration on events and courses, volunteering, conducting research and surveys, planning matters, ordering merchandise, making a donation, taking part in competitions, interest and involvement on projects we’re running, training, recruitment and employment.
You may give us your personal data by completing our website form, by registering to use our website, subscribing to take part in research, engaging with us on social media, participating in workshops, courses, projects or events, entering a competition, promotion or survey or by corresponding with us (by phone, letter or email.)
The personal data you give us may include your name, title, address, date of birth, age, gender, employment status, demographic information, email address, telephone numbers, personal description, photographs, interests, skills, opinions and preferences.
If you’re a volunteer, 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 and contractual reasons and for safeguarding purposes.
Sometimes we’ll also collect sensitive personal data for Equal Opportunities monitoring.
Personal data provided by you
The personal data provided by you includes information you give when interacting with us for specific activities as described above, for example:
- Personal information such as title, name and addresses, personal interests and skills;
- Professional details (including your job title, organisation details and areas of expertise) when interacting with us in a professional capacity;
- Financial information (payment information including bank details and credit or debit card information) if you contact us to book on a paid event, make a donation or any other type of purchase, or are a subcontractor to the organisation;
- Your opinions, attitudes and experiences about the Chilterns Conservation Board and the Chilterns Area of Outstanding Natural Beauty by taking part in surveys, events or other consultation exercises about the work we do in either a personal or professional capacity.
By using our website, we may automatically collect the following information about you:
- Technical information, including the Internet protocol (IP) address used to connect your computer to the Internet, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform and, if you access our website via your mobile device, we will collect your unique phone identifier;
- Information about your visit, including, but not limited to the full Uniform Resource Locators (URL) and query string, clickstream to, through and from our website (including date and time), products you viewed or searched for, page response times, download errors, length of visits to certain pages, page interaction information (such as but not limited to scrolling, clicks, and mouse-overs), methods used to browse away from the page, and any phone number used to call our customer service number;
- The terms you use to search our website.
Your activities and involvement with us will result in personal data being created. This could include details of how you’ve helped us, or would like to help us by volunteering or being involved with our activities. If you decide to donate to us we’ll keep records of when and how much you give to a particular project. If you work with us in a professional or volunteering capacity, we’ll keep records on your skills, expertise and interests and the projects you’ve been involved with.
What do we use your personal data for?
Your personal data will only be used on relevant lawful grounds as permitted by the EU General Data Protection Regulation (from 25 May 2018)/UK Data Protection Act and Privacy of Electronic Communication Regulation and will only ever be used in connection with our statutory purposes in relation to the Chilterns Area of Outstanding Natural Beauty.
Your personal data will be used for the purpose or purposes outlined in any fair processing notice in a transparent manner at the time of collection or registration, in accordance with any preferences you express.
We may use your data for the following purposes:
- Communication about our projects, activities and fundraising, including telling you about projects and asking for financial support for our activities through direct marketing;
- Volunteer administration – including advertising and recruiting volunteer opportunities and maintaining a record of volunteers, their skills and interests;
- Staff administration – including recruitment and all matters concerning employment;
- Mailings, by both email and letter, which can include but are not limited to notices of our meetings and events, training courses, sending our e-newsletter, sending our annual ‘Outstanding Chilterns’ magazine and Annual Report and specific information connected to our projects;
- Information about forthcoming events or activities relevant to our statutory purposes to conserve and enhance the Chilterns AONB, either by us or our partner organisations;
- Information relating to bookings and/or purchases.
The personal data collected and processed by us may be shared for administrative purposes with employees, volunteers and third parties working on behalf of the Chilterns Conservation Board. We do not sell or give away your personal information to others. Your data will not be transferred overseas.
You are able to choose which types of information you receive and, where possible, how you receive it. You can change your preferences at any time by contacting the Office Administrator at the address below.
We will keep the personal information we hold about you up to date. Please ensure you notify us of any changes by contacting us.
Storage and Retention of data
We use our own secure IT system and secure third-party cloud-based systems to store and manage data.
No sensitive payment card information is stored on our systems.
We will retain your personal information only for as long as is necessary and consistent with the law. If you have had no communication with the Chilterns Conservation Board for at least six years we will delete your personal information.
There is certain information that we are required by law to keep for set periods of time, for example, relating to staff records.
Your privacy when using our website
Cookies are small text files which are stored on your computer. No personal information is stored in the cookies set by the Chilterns AONB website.
Please note: third party cookies are set by other companies who have content on the Chilterns AONB site – for example YouTube or Flickr. These companies may set and control their own cookies.
You can opt out of being included in any statistics by setting your browser to send a ‘Do Not track’ header or by using AdBlock or similar.
Your rights in relation to the data we store
You have the right to ask us for a copy of all the personal data held about you (a Subject Access Request).
A copy will be sent to you as soon as possible but this will not be later than one month after we have received your request.
Where we need your consent to use your personal information for specific purposes we will ask for it. We will ensure that we act in accordance with your preferences, as permitted by the EU General Data Protection Regulation and other relevant legislation.
If you would like to access your personal data held by us, please contact us at the address below.
If you believe there has been a data breach and you are unhappy with our response, you may make a complaint for the attention of the Data Protection Officer at the address below, or by contacting the Information Commissioners Office:
Information Commissioner’s Office
If you have any queries about the way in which we collect, store and use your data, please contact the Chilterns Conservation Board:
- by email to email@example.com
- by post to Chilterns Conservation Board, The Lodge, 90 Station Road, Chinnor, OX39 4HA
- by phone: 01844 355500.