The Railway Land Wildlife Trust (RLWT) is a Lewes-based charity which aims to inspire all members of the local community about the importance of nature, conservation and environmental sustainability by helping to manage the Railway Land Local Nature Reserve and running educational and community projects from its base at the Linklater Pavilion.
We are governed by a Board of Trustees, run and promote a ‘friends’ membership programme, co-ordinate a group of volunteers and employ staff. We collect and process personal data for each of these groups.
Personal data collected
We take our responsibilities about the processing of personal data very seriously.
We collect the name, address and other contact details such as the telephone numbers and e-mail addresses of our friends (members), trustees, employees and volunteers. In addition we collect and store additional data on our volunteers and employees (see below). We collect, store and process these data on the basis that it is a legitimate function of the organisation to know the identity of our friends, trustees, volunteers and employees, to know information about them relevant only to their relationship with the Trust and to be able communicate with them.
We also collect the names and contact details of people on our mailing list who are interested in our events and activities and/or otherwise support the Trust. We collect, store and process these data on the basis that they give us explicit consent so to do, by either filling out a hand-written form or subscribing via our website or e-mail.
Friends, trustees, employees and volunteers
Friends’, trustees’, employees’ and volunteers’ contact details are collected initially from their application form which includes a statement about the use to which the data are put. Applicants have to sign the application form.
On renewal of their membership, friends are contacted to remind them about the data we store, what we use it for and their rights to view it and amend it.
We collect additional information about employees. These include: emergency contact details; your salary and benefits; any performance and disciplinary records; any development and training needs; any sickness records; any Disclosure and Barring Service (DBS) checks, and photographs for the website and newsletter. We also collect DBS data about our volunteers.
Individual friends, trustees and volunteers have the right to see the personal data we keep about them, correct it and/or ask us to delete it. If we delete information about an active friend we will not be able to inform them about the Trust and related news and activities.
We contact friends, trustees and volunteers (by e-mail, or post depending on their preference) to inform them about the Trust and related activities.
We will never disclose, share or sell friends’, volunteers’, employees’ or trustees’ personal data without their consent, unless required to do so by law, other than in the following circumstances: volunteers’ data are shared with the ESCC DBS service; and, we share employees’ data with third parties to administer payroll, pensions and DBS checks.
We store personal data on friends and trustees for up to one year beyond the date an individual ceased to become a friend or a trustee in order to facilitate their re-membership. Volunteers’ personal data is kept for a year after they have ceased being actively involved with the Trust, unless they notify us otherwise. Employees’ data are kept for up to six years as required by the relevant legislation. Thereafter their contact information destroyed.
Individuals can subscribe to our mailing list. By subscribing we receive their explicit consent to be contacted to be informed about the Trust and related activities. Newsletters and e-mails have the facility to unsubscribe, if people no longer want to receive information.
Personal data relating to friends, trustees, volunteers and employees are stored securely in a locked office and on a password protected Google drive accessed through a password protected computer.
In addition, contact details or people on our mailing list are stored electronically on a Mailchimp database for the distribution of newsletters and other notices. DBS data are stored by the ESCC DBS Umbrella Service.
The following officers of the Trust are authorised to have access to personal data:
The Programme Co-ordinator, Helen Meade, to friends’, trustees’, volunteers’ and employees’ data
The Education Officers, Millie Hawkins , to volunteers’ data
The Admin Assistant, Ruth Collins, to friends’ data
We review our data protection procedures as part of our annual organisational risk assessment.
If there is a data breach we will inform the individuals affected and the relevant authorities immediately. In such circumstances we will do everything we can to mitigate the breach and prevent a subsequent reoccurrence.
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For any further information about this policy please contact our Data Protection Officer: Helen Meade (firstname.lastname@example.org).
Updated 24th May 2018.