H&G Ecology Ltd t/a Exploring The Wild (registered company no. 10239993) gathers and uses personal information from customers, suppliers, business contacts, sub-contractors and other people the organisation has a relationship with or may need to contact.
This policy describes how we protect your privacy and how you can control how we use your personal information, how it is collected, handled and stored to comply with the law.
We will never sell your personal data, and will only ever share it with organisations we work with where necessary and if its privacy and security are guaranteed.
2. ABOUT US
Registered Office Contact Details:
H&G Ecology Ltd
43 Friends Road
3. WHAT INFORMATION WE COLLECT
Personal data you provide
We collect data you provide to us. This includes information you give when joining or registering, placing an order or communicating with us. For example:
- personal details (name, date of birth, email, address, telephone etc.) when you book onto a wildlife holiday or tour;
Information from third parties
We do NOT receive personal data about individuals from third parties. For example, if we are partnering with another organisation (e.g. you provide your information to another company we’re collaborating with on a tour).
Sensitive personal data
We do collect and store sensitive personal data (specifically information relating to health, dietary requirements & medical history) about participants. On these occasions extra care is taken to ensure your privacy rights are protected.
Accidents or incidents
If an accident or incident occurs during an event or involving one of our staff then we will keep a record of this (which may include personal data and sensitive personal data).
3. HOW WE USE INFORMATION
We only ever use your personal data with your consent, or where it is necessary in order to:
- enter into, or perform, a contract with you;
- comply with a legal duty;
- protect your vital interests;
- for our own (or a third party’s) lawful interests, provided your rights don’t override these.
In general, you can browse the websites without disclosing any information about yourself at all.
When you provide your information to us directly via our website, by email, over the phone or face to face, we only ask you to supply information that we need in order to provide the service you have requested. We will normally ask you to provide us with your name, address, email address, phone number and criteria specific to your enquiry. However, if you do business with us we may also ask for further information about you or your company including finance details.
You may also provide your information to us via another website for example Facebook or Twitter.
The data collected is only used by H&G Ecology Ltd to manage bookings, to keep you informed and updated, and for the safe operation of the Company.
The information is NOT shared, sold or in any way provided to any third parties.
In any event, we’ll only use your information for the purpose or purposes it was collected for (or else for closely related purposes):
We use personal data to communicate with people, keep you up to date with our news, updates, and work. For further information on this please see Section 5 (Marketing).
We use personal data for administrative purposes (i.e. to carry on our charity and conservation work). This includes:
- maintaining databases of our participants, & local guides;
- helping us respect your choices and preferences (e.g. if you ask not to receive marketing material, we’ll keep a record of this).
4. DISCLOSING AND SHARING DATA
We will never sell your personal data.
We may share personal data with subcontractors or suppliers who provide us with services. For example, if you book onto a tour, your name and dietary requirements will be shared with the accommodation. However, these activities will be carried out under a contract which imposes strict requirements on our supplier to keep your information confidential and secure.
You have the choice as to whether you want to receive newsletters and update messages, and be able to select how you want to receive them (post, phone, email, text).
You can decide not to receive communications or change how we contact you at any time. If you wish to do so please contact H&G Ecology Ltd by emailing email@example.com or firstname.lastname@example.org, writing to H&G Ecology Ltd, 11 The Laurels, Maidstone, Kent, ME16 8PW.
What does ‘marketing’ mean?
Marketing includes news and information about:
- our conservation work and trip reports;
- our role in educating the public in conservation of the natural environment;
- special offers;
- volunteering opportunities and how you can help save nature;
- our events and activities;
- products, services and offers (our own, and those of third parties which may interest you);
When you receive a communication, we may collect information about your response or how you interact with that communication, and this may affect how we communicate with you in future.
Newsletters and e-Newsletters
We send these out to all our contacts (unless you specifically ask us not to) and you can choose to unsubscribe.
6. RESEARCH AND PROFILING
This section explains how and why we use personal data to build profiles which enable us to understand our supporters, improve our relationship with them, and provide a better supporter experience.
Analysis and grouping
We analyse our supporters to determine common characteristics and preferences. We do this by assessing various types of information including behaviour (e.g. previous responses) or demographic information (e.g. age or location).
By grouping people together on the basis of common characteristics, we can ensure that group is provided with communications, products, and information which is most important to them. This helps prevent your inbox from filling up, and also means we aren’t wasting resources on contacting people with information which isn’t relevant to them.
7. YOUNG PEOPLE
Photographs, pictures, and stories in our publications
We want young people to join in saving nature, and there are opportunities on our website or on social media for participants to share their photos, stories and pictures. If we publish your child’s picture, photo or story, we’ll usually include their first name and age with it. If they write an article or story for us, we might also include their surname alongside it.
If your child enters a competition and is one of the lucky winners or runners-up, we’ll publish their name and winning entry alongside the other winners.
Parental permission: If your child is under 18 then we’ll need permission from you as their parent or guardian for them to enter one of our competitions or to share a picture, photo or story with us.
Information for parents
We take great care to protect and respect the rights of individuals in relation to their personal data, especially in the case of children. If your child is under 18, we’ll only use his or her personal data with your consent. This means that, for example, if your child wants to have his or her name or picture featured, we’ll need you to confirm you’re happy for us to do so.
Marketing and fundraising
We won’t send marketing emails, letters, calls or messages to under 18 year-olds and, in order to donate to RSPB or order things from us online, you need to be an adult.
Our youth magazines sometimes include competitions or ideas about how to raise money (e.g. sponsored activities), but they are mostly just about wildlife and conservation, the RSPB, and ideas for things to do.
Young people’s information
We do NOT use young people’s personal data for marketing purposes and we won’t profile it.
8. HOW WE PROTECT DATA
We employ a variety of physical and technical measures to keep your data safe and to prevent unauthorised access to, or use or disclosure of your personal information.
Electronic data and databases are stored on secure computer systems and we control who has access to information (using both physical and electronic means). We have a set of detailed data protection procedures which personnel are required to follow when handling personal data.
We cannot guarantee the security of postal delivery services, and your home computer or the internet, and any online communications (e.g. information provided by email or our website) are at the user’s own risk.
We take our obligations to keep your personal data safe and secure very seriously, we have strict procedures governing the storage and disclosure of personal details to prevent unauthorised access and misuse.
Bookings are removed from the online database within 2 weeks of the booking date and are then held in a secure database for a further year before being deleted or anonymised.
Business and safety contacts are available to Directors and sub-contractors in a secure online database.
In certain circumstances we have a statutory obligation to keep personal data for a set period of time for example financial information (normally 6-7 years) for financial auditing purposes.
Where we store information
Our operations are based in the UK and we store our data within the European Union. Some land agents and accommodations which provide services to us may be outside of the EEA, but we will only allow data sharing to happen if your data is adequately protected.
We continually review what information we hold and delete what is no longer required. We never store payment card information.
10. KEEPING YOU IN CONTROL
We want to ensure you remain in control of your personal data. Part of this is making sure you understand your legal rights, which are as follows:
- the right to confirmation as to whether or not we have your personal data and, if we do, to obtain a copy of the personal information we hold (this is known as subject access request);
- the right to have your data erased (though this will not apply where it is necessary for us to continue to use the data for a lawful reason);
- the right to have inaccurate data rectified;
- the right to object to your data being used for marketing or profiling; and
- where technically feasible, you have the right to personal data you have provided to us which we process automatically on the basis of your consent or the performance of a contract. This information will be provided in a common electronic format.
You have the right to request a copy of the personal information held about you and to have any inaccuracies corrected. (We charge £10 for information requests.) Please address any requests to email@example.com, or firstname.lastname@example.org.
Please keep in mind that there are exceptions to the rights above and, though we will always try to respond to your satisfaction, there may be situations where we are unable to do so.
Under certain circumstances we may be required to legally disclose or share your information without your consent, for example if we are required to by the police, the courts or for other legal reasons.
11. COOKIES AND LINKS TO OTHER SITES
Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site. http://www.simonginnaw.com uses “tracking cookies” for statistical data only, no personal details are captured.
To have your data erased (provided the booking is expired or cancelled) please email email@example.com with your request.