Data Policy and Consent Form

The Barn Owl Trust records all communications and would like to keep a record of your contact details so we can recognise you, contact you, and respond appropriately to your enquiries. Your information is kept securely, solely for the purposes of wildlife conservation and research. We do not trade personal data with third parties.

Barn Owl Trust Consent Form

  • Please select below to let us know how you'd like to be contacted. We prefer email but also use post. Occasionally your phone number may be very useful, but will only be used when necessary.

Please read the section(s) below that applies to you.

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 the Data Protection Principles at www.ico.gov.uk

We keep data for:

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 7 years after your last payment (as required by Inland Revenue).
–  without Gift Aid: Your details will be kept for 2 years after your last payment.

Legal Basis – Necessary for the purposes of legitimate interests pursued by the Trust. Your Consent. Keeping information up to date.

 

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 twelve months from the time of your last purchase and then removed.

Legal Basis – Your Consent . Recalls. 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 twelve months from the time of your last enquiry.

Legal Basis – Your Consent.

 

Reporters of Barn 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 unless no longer required.

Legal Basis – Your Consent. Necessary for the purposes of legitimate interests pursued by the Trust. Keeping information up to date.

 

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.

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

Retention  – Your details will be kept permanently unless no longer required.

Legal Basis – Necessary for the purposes of legitimate interests pursued by the Trust. Your Consent. Keeping information up to date.

 

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.

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

Retention  – Your details will be kept permanently unless no longer required.

Legal Basis – Necessary for the purposes of legitimate interests pursued by the Trust. Your Consent. Keeping information up to date. Compliance with licence condition: Wildlife and Countryside Act – 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 unless no longer required.

Legal Basis – Contact details non-personal and in the public domain.

 

How we contact you

Please indicate how you prefer to be contacted by ticking the appropriate boxes in the Consent Form (above). We prefer email but also use postal services. Circumstances may arise when your telephone number is extremely useful.

 Accessing the information we hold

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

 Withdrawing your consent

We will not contact you if you have asked us not to. However, we will retain your details on a Suppression List to ensure that we do not contact you in future.

Removal of data

If you ask us to delete your personal information, we will render your details unusable, 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.

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