Earth Trust is an environmental learning charity (Registered Charity number 1095057). We are committed to working to the highest standards; ensuring your privacy, respecting your wishes and treating all supporters with fairness and transparency. We greatly value the support shown by our Friends, volunteers, donors and supporters, and in order to maintain those relationships, Earth Trust runs a constituent relationship management database. Earth Trust is registered with the Information Commissioner in accordance with the Data Protection Act (1998), and with the Fundraising Regulator.

How we gather information:

Data is gathered and processed from the information supplied by you during each transaction with the Trust, whether that is a donation, Friends subscription, event booking etc.; we will always ask for and process the minimum amount of data possible for that transaction. We may occasionally seek to collect additional data in order to provide greater insight into issues important to Earth Trust supporters. However, any additional data collection will always be optional, and services will not be constrained if you choose not to share your personal information. A record is kept of all correspondence between you and Earth Trust in order to provide the best possible service for our supporters and fully recognise your relationship with the Trust. Whenever data is gathered, whether online or in paper form, we will state for what purpose. Additional data may be gathered from relevant external public sources such as the Charities Commission and trust fundraising websites. In every instance, respecting the individual’s privacy will be paramount.

Where we store your personal data:

Earth Trust operates a CRM database, which is held securely by our provider, AccessGroup. In addition Earth Trust uses web based e-mail software provided by MailChimp, which is based in the USA. As such, email contact details are transferred to, and stored at, a destination outside the European Economic Area (“EEA”). In light of the implementation of the EU-US Privacy Shield, Earth Trust has entered into a Data Processing Agreement with MailChimp to ensure that the fundamental rights of EU citizens and their data are upheld. In addition, we will take all reasonable steps to ensure that your data is treated securely and in accordance with this privacy policy.

Legal basis for processing your data and how your information will be used:

When you make contact with us, we aim to capture your consent preferences (how we may contact you, and what we may contact you about). We will process your data to fulfil a contract with you (Friends, green gifts and commemorative products, event bookings including birthday parties, educational visits, HR) or when you have consented for us to do so (appeals and donations, volunteering, subscriptions to marketing mailing lists). In addition, we will offer information or services relating to Earth Trust’s activities that you request from us or which we feel may interest you (if you have consented for us to do so). In order to identify new supporters, Earth Trust will undertake some basic analysis of the data we hold to determine whether an invitation to engage further with the Trust would be welcome. However, all analyses will be carried out by a human being (not an automated decision making protocol) in conjunction with your stated preferences and consents, and will be relevant and respectful.

Communication preferences:

We want to ensure that we communicate with you in accordance with your wishes, including what you’d like to hear about and by which channel. Earth Trust will include contact preference and consent options on all data gathering documentation and you can update or change your preferences and consents at any time online or by email.

Updating or changing the information that we collect:

Constituents have the right to see their own record and change the fact of, extent of, or use of their personal data. To do so, please contact the Fundraising Team on 01865 407792 or via email.

Third parties and other organisations:

Earth Trust will not sell your personal information to any outside organisation. Your information may however be shared with agents or contractors of Earth Trust when they provide services to the Trust, only if necessary and with confidentiality assured. Earth Trust may disclose personal information if required to do so by law or in the good-faith belief that such action is necessary to a) conform with the law; b) protect and defend the rights or property of Earth Trust or c) act in circumstances where it is necessary to protect the personal safety of members of the Earth Trust team.

How long we hold your data:

Earth Trust will hold your data for the duration of your relationship with the Trust, whether as an active donor, friend, volunteer, supporter, event attendee or mailing list subscriber. You can opt out at any time and in this instance, we will delete your contact information, saving only your postcode for data matching purposes and cease contact with you. We will retain a record of our interactions with you and any donations (financial or in kind) you have made to the Trust. Should you wish to reinitiate your relationship with the Trust, we would be delighted to hear from you!

Opting out of contact with the Earth Trust:

Should you no longer wish to receive any or all of Earth Trust’s communications, please contact the Fundraising Team on 01865 407792 or via email. Should you wish to do so, it is your right to lodge a complaint with the Information Commissioner’s Office.

Further information:

For further information about Earth Trust’s communications, activities and your rights as a supporter, please see our Fundraising Code of Practice. If you would like to discuss any aspect of Earth Trust’s Privacy Policy or other matters concerning communication and marketing activity at Earth Trust, please contact Naomi Douglas, Head of Communications: 01865 407792 or email.

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