Data Protection and Retention Policy

This policy applies to: The Barn Owl Trust, Waterleat, Ashburton, Devon TQ13 7HU. Registered Charity No. 299 835. All information is collected and processed in accordance with current UK Data Protection legislation. You can review Data Protection Principles at www.ico.gov.uk

Why we keep personal data
We record all communications and keep contact details so we can recognise people, contact people, and respond appropriately to enquiries. Such information is kept securely, solely for the purposes of wildlife conservation and research and the pursuit of the Trust’s aims. Under Data Protection Regulation, our legal basis for doing so is Legitimate Interests.

How we contact you
We prefer email but also use postal services. Circumstances may arise when your telephone number is extremely useful. To restrict how we can contact you, or indicate a preference, please contact us.

Accessing the information we hold
To see, correct, or update the personal information we hold about you please contact us.

Removal of data
If you ask us to delete your personal information, we will anonymise your contact details, and delete all personal information from records of past communication. If you want your personal information deleted please contact us.

Security
The database containing your personal data (your name and contact details) is password protected, not connected to the internet, and can only be accessed by the Barn Owl Trust. We do not share personal data with third parties without permission, except where necessary for crime prevention and detection, or if required to do so by law. We do not trade personal data and we do not use it for profiling, screening, or personal research.

Our purpose in keeping such information, how we use it, and how long we keep it, varies as follows:

Supporters

Purpose & use – So we can send you (as applicable), our thanks, your welcome pack, newsletters, owl update, and invitations to continue supporting us; by email or post. We will only phone you if necessary.

Retention

  • with Gift Aid: Your details will be kept for eight years after your last payment.
  • without Gift Aid: Your details will be kept for up to two years after your last payment.

Additional Legal Basis – Completion of the ‘service’ you have signed-up to. Investigation of queries arising from the preparation of annual accounts.

Shop customers

Purpose & use – So we can contact you in connection with issues arising with the transaction or the product (e.g. a product recall) by email, post, or phone.

Retention –  Your details will be kept for up to two years from the time of your last purchase.

Additional Legal Basis – Completion of the transaction. Investigation of queries arising from the preparation of annual accounts.

Conservation and general enquirers

Purpose & use – We will keep a record of your enquiry and your contact details so that (should you enquire again) any of our staff will be able to provide continuity of advice. In response to your enquiry, we will contact you by email, post, or phone.

Retention – Your details will be kept for up to two years from the time of your last enquiry.

Reporters of owl sites and sightings

Use – When further owl information is required we will contact you by email, post, or phone.  Where there is a clearly identifiable conservation need, your contact details may be passed on to trusted contacts.

Purpose –  Wildlife conservation. Scientific, statistical, and historical research (e.g. Environmental Impact Assessment).

Retention  – Your details will be kept permanently.

Conservation contacts (people with an interest in wildlife conservation who we refer enquirers to [or are likely to] such as Local Contacts, Owl Carers, Consultants)

Uses – We will contact you in connection with wildlife conservation (e.g. passing on an enquiry originating from your area) by email, post, or phone. We will pass your contact details to enquirers according to the procedure you have agreed with us.

Purpose – Networking. Wildlife conservation. Scientific, statistical, and historical research.

Retention  – Your details will be kept permanently.

Site owners/tenants/agents of land in which we have a conservation interest (e.g. sites: with nestboxes or habitat, where access permission has been granted or may be needed)

Uses – We will contact you in connection with wildlife conservation (e.g. site access, updating you) by email, post, or phone.

Purpose – Wildlife conservation. Scientific, statistical, and historical research. To provide continuity of advice/action. Trespass avoidance.

Retention  – Your details will be kept permanently.

Additional Legal Basis – Compliance with licence condition: Wildlife and Countryside Act 1981 – Schedule One

Suppliers, businesses, traders, grant-giving Trusts, other NGO’s

Purpose & use – We will keep your contact details so that we can seek support, provide a quote, service, or product to you, enquire, obtain a quote from you, or order goods/services from you online, by email, post, or phone.

Retention – Your details will be kept permanently.