Privacy & Data Protection

Privacy and Data Protection Policy

New legislation known as GDPR (General Data Protection Regulations) comes into force on 25 May 2018.

The legislation includes the key right for you to be informed, clearly and transparently, about the way in which we gather, use and store your personal data (any information which identifies you or which can be identified as relating to you personally).  We are required to provide you with information on the handling of your personal data and what you can do if you have any concerns.

This policy therefore sets out the ways in which The Portland Bird Observatory & Field Centre, Charitable Incorporated Organisation No. 1164156 (formerly Registered Charity No. 211630) (“PBO”) uses, stores and protects your data

We only store information given to us by you in person or via email, post or telephone.  This is used for the purposes of:

·         maintaining accurate membership records;

·         sending membership information to you including the annual report;

·         contacting you regarding upcoming bookings;

·         sending you merchandise that you have ordered from us;

·         making Gift Aid claims in relation to any donations made by you; or

·         to meet any legal or compliance requirements.  

We will only process your personal information for these purposes, or otherwise as notified and agreed to by you, or as we are permitted to do in accordance with data protection laws.

We do not normally collect or store sensitive personal data (such as information relating to health, religion, political affiliation or ethnicity) about our visitors and members. However there are some situations where this may occur, such as if you have an accident at our premises and we are required to record this for legal and insurance purposes. If this does occur we will take extra care to ensure your privacy rights are protected.

We will never sell your personal data to third parties.  Your information is only available to staff and trustees who specifically require access to it in order to carry out the tasks listed above, for example the Warden, Assistant Warden, Membership Secretary and Treasurer. In each case that person will only have access to the data directly required to carry out that specific task.

We will only use and store information for so long as it is required for the purposes it was collected for.

This privacy policy only applies to the collection of your personal data by us and the use of that data by us. It does not cover third-party websites or social media services to which we provide links. We encourage you to review third-party policies if available when you visit those sites.

You have the right to have your information amended or deleted by writing to us at The Old Lower Light, Portland Bill, Dorset DT5 2JT or emailing and detailing the changes you want.  Please also contact us by the above means if you wish to exercise any of your other rights under GDPR such as to obtain a copy of the personal data we hold about you, or if you have any other concerns.