Name: Lt Col (Retd) Philip Holmes OBE (Data Controller and Data Protection Officer)
Address: Three Ways, Ledstone, Kingsbridge, Devon TQ7 2HQ United Kingdom
Phone: +44 (0)1548 852816
E-mail: philip@pipaltree.org.uk

This policy explains how we use any personal information we collect about you when you use our website www.pipaltree.org.uk, or when you contact us by phone, email, letter or attend any of our events.

We take your privacy seriously and are committed to protecting your personal information.

Where we ask you to provide us with any information by which you can be identified, we will only use that data in accordance with this privacy policy and in line with UK data protection law. This includes but may not be limited to the Data Protection Act 2018, the UK General Data Protection Regulations (UK GDPR) and the Privacy and Electronic Communications Regulation (PECR).

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:

(a) Your consent. You can remove your consent at any time. You can do this by contacting Philip Holmes at philip@pipaltree.org.uk or by unsubscribing through the Mailchimp option that appears on each mailing.
(b) Legitimate interest.

Most of the personal information we process is provided to us directly by you, for example when you:

• sign up for email updates with your name and email address

• contact us directly

• donate to our fundraising campaigns

• complete surveys or provide feedback

When you sign up for email updates, we add your name and email addresses to a secure Mailchimp database and we use this information to send you the regular email mailshots.

If you contact us by phone or letter, we may also store your phone number and/or postal address, in addition to your correspondence, solely for the purposes of communicating with you in regard to the purpose of your communication.

We do not collect any of the above information without your consent.

We use the data we have about you to communicate with you, to process any response you have made to our fundraising campaigns, and to improve the experience we provide to our online users. Information on the browsers and devices our website visitors use helps us provide useful and accessible information for all.

Our website is hosted in the UK and stored on a secure server.

We take great care to ensure that our websites operate at the highest security levels and that our suppliers, for example Mailchimp, are committed to best practice in digital security. All personal information and financial data is encrypted in transmission. However, the security of data transmission via the internet can never be 100% guaranteed, and data transmission is at your own risk.

Any comments you post on social media sites are stored on the relevant social media platforms.

5.1 What are cookies?

We also collect information via our website through the use of cookies, if your browser allows this. Cookies enable us to store information about the pages you visited on our website, your IP address, browser and type of device used, and we use this information solely for the purposes of tracking our website traffic and analysing how our website is performing.

Cookies help us greatly in being able to analyse response to our communications and improving the overall work we do.

If you refuse cookies, you will still be able to access the site. Different internet browsers allow different levels of control in terms of accepting certain types of cookies and rejecting others. If you refuse cookies, there may be some areas of our website that do not work as smoothly for you. You can delete the cookies stored on your computer at any time.

We use CookieBot to manage cookies on our website. When you first access the site you can set your preferences.

5.2 Third-party cookies

When you visit our website, it is helpful for us to know which website or social media platform you used to link to us. Third-party cookies provide this information and enable us to track how our website is used by:

• measuring how well our website is performing

• improving your experience of our website

• making it more relevant to you and easier to navigate

We use Google Analytics cookies to collect anonymous data, including:

• IP address and operating system

• browser type

• pages visited and links clicked

5.3 Email cookies

Our emails contain cookies to tell us whether emails are opened and which links are clicked. This helps us understand how an email or fundraising campaign has performed and what content best resonates with our audience. This helps ensure emails are relevant and improves the overall work we do.

More information: https://allaboutcookies.org/

Your information is securely stored on a password-protected Mailchimp database and a separate secure backup. We will delete your details after five years if we have had no contact from you during that period, including non-opening of messages. We will give one month’s notice of the impending deletion.

You have a right to stop us contacting you for marketing purposes at any time via:

• the unsubscribe links in all our marketing emails

• contacting us directly to request changes to your marketing preferences

You have the right to request a copy of the data that we hold about you. If you would like a copy of some or all of your personal information, contact the Data Controller using the contact details above.

If you change your contact information, or if you want us to delete your information or think we may hold inaccurate information, contact us.

We never sell your information to any other third party. We may share necessary information with third parties where we have a legal duty or to fulfil the purposes for which you gave us the information, for example processing donations or providing email updates. Any third parties used for these purposes are required to treat your data in compliance with data protection law.

Under data protection law you have rights including:

• Right of access – Request copies of your personal information.

• Right to rectification – Request correction or completion of your personal data.

• Right to erasure – Request deletion of personal information in certain circumstances.

• Right to restriction of processing – Request limits on processing in certain circumstances.

• Right to object to processing – Object to processing in certain circumstances.

• Right to data portability – Request transfer of your data to another organisation or to you.

You are not required to pay any charge for exercising your rights. We must respond within one month.

Contact: philip@pipaltree.org.uk

More info: https://ico.org.uk/for-organisations/uk-gdpr-guidance-and-resources/individual-rights/

If you have concerns about our use of your personal information, you can complain to us at philip@pipaltree.org.uk, by telephone, or via postal address.

You can also complain to the UK’s Information Commissioner (ICO):

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline: 0303 123 1113
Website: https://www.ico.org.uk