Earth Trust is an environmental charity and 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 members, volunteers, donors and supporters, and in order to maintain those relationships, Earth Trust runs a constituent relationship management (CRM) database.
Earth Trust is registered with the Information Commissioner in accordance with the Data Protection Act (1998), and with the Fundraising Regulator. Our Registered Charity number is 1095057.
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, member 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 your privacy is paramount.
We may also collect information about you that is publicly available from Companies House, Linked In, Twitter, Facebook, articles, newspapers, and other blog sites. Some of this information you may have made available yourself on these platforms. You can check the relevant organisation’s Privacy Notice to check that you are happy with how they manage your personal data.
We sometimes gather information indirectly from third parties if you have given them your consent – for example, event organisers or sites like Just Giving when you engage in fundraising for Earth Trust. You can check their privacy notices to see how they take care of your personal data.
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 United Kingdom (UK). Earth Trust has entered into a Data Processing Agreement with MailChimp to ensure that the fundamental rights of UK 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 Notice.
Legal basis for processing your data and how your information will be used
We will always ensure that we have the correct legal basis for collecting and processing your personal data.
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 (membership, green gifts and commemorative products, event bookings, educational visits, venue hire, 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. 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.
We may rely on using the legal basis of legitimate interest to process your data and for contacting you. We will only do this after assessing how it may impact on you and your rights, balanced against our need to process your data and our contact with you.
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. To do so, please contact our data protection officer via email.
Updating or changing the information that we collect
You have the right to see your own record and change the fact of, extent of, or use of your personal data. To do so, please contact our data protection officer 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 in accordance with our Retention Policy, whether as an active donor, member, 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 unless there are statutory regulations that require us to keep it for a longer time. 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 our please contact our data protection officer via email.
Making a complaint
If you have any reason to be worried about anything in this privacy notice you can make a complaint. Email or write to us at Earth Trust, Little Wittenham, Abingdon, Oxfordshire, OX14 4QZ
You also have the right to lodge a complaint with the Information Commissioner’s Office, the UK data protection regulator. For details, visit Information Commissioner’s Office.
Last updated 04/30/2020
What are cookies?
Cookies are small data files that are placed on your computer or mobile device when you visit a website. Cookies are widely used by website owners in order to make their websites work, or to work more efficiently, as well as to provide reporting information.
Cookies set by the website owner (in this case, Earth Trust) are called “first party cookies”. Cookies set by parties other than the website owner are called “third party cookies”. Third party cookies enable third party features or functionality to be provided on or through the website (e.g. like advertising, interactive content and analytics). The parties that set these third party cookies can recognize your computer both when it visits the website in question and also when it visits certain other websites.
We use first and third party cookies for several reasons. Some cookies are required for technical reasons in order for our Websites to operate, and we refer to these as “essential” or “strictly necessary” cookies. Other cookies also enable us to track and target the interests of our users to enhance the experience on our Online Properties. Third parties serve cookies through our Websites for advertising, analytics and other purposes. This is described in more detail below.
The specific types of first and third party cookies served through our Websites and the purposes they perform are described below (please note that the specific cookies served may vary depending on the specific Online Properties you visit):
How can I control cookies?
You have the right to decide whether to accept or reject cookies. You can exercise your cookie rights by setting your preferences in the Cookie Consent Manager. The Cookie Consent Manager allows you to select which categories of cookies you accept or reject. Essential cookies cannot be rejected as they are strictly necessary to provide you with services.
In addition, most advertising networks offer you a way to opt out of targeted advertising. If you would like to find out more information, please visit http://www.aboutads.info/choices/ or http://www.youronlinechoices.com.
The specific types of first and third party cookies served through our Websites and the purposes they perform are described in the table below (please note that the specific cookies served may vary depending on the specific Online Properties you visit):
Essential website cookies:
These cookies are strictly necessary to provide you with services available through our Websites and to use some of its features, such as access to secure areas.
|Purpose:||Used by Cloudflare to identify individual clients behind a shared IP address, and apply security settings on a per-client basis. This is a HTTP type cookie that expires after 1 year.|
|Expires in:||30 days|
Analytics and customization cookies:
These cookies collect information that is used either in aggregate form to help us understand how our Websites are being used or how effective our marketing campaigns are, or to help us customize our Websites for you.
|Purpose:||Keeps an entry of unique ID which is then used to come up with statistical data on website usage by visitors. It is a HTTP cookie type and expires after a browsing session.|
|Expires in:||1 day|
|Purpose:||It records a particular ID used to come up with data about website usage by the user. It is a HTTP cookie that expires after 2 years.|
|Expires in:||1 year 11 months 29 days|
|Purpose:||Enables Google Analytics regulate the rate of requesting. It is a HTTP cookie type that lasts for a session.|
|Expires in:||1 minute|
What about other tracking technologies, like web beacons?
Cookies are not the only way to recognize or track visitors to a website. We may use other, similar technologies from time to time, like web beacons (sometimes called “tracking pixels” or “clear gifs”). These are tiny graphics files that contain a unique identifier that enable us to recognize when someone has visited our Websites or opened an e-mail including them. This allows us, for example, to monitor the traffic patterns of users from one page within a website to another, to deliver or communicate with cookies, to understand whether you have come to the website from an online advertisement displayed on a third-party website, to improve site performance, and to measure the success of e-mail marketing campaigns. In many instances, these technologies are reliant on cookies to function properly, and so declining cookies will impair their functioning.
Do you use Flash cookies or Local Shared Objects?
Websites may also use so-called “Flash Cookies” (also known as Local Shared Objects or “LSOs”) to, among other things, collect and store information about your use of our services, fraud prevention and for other site operations.
If you do not want Flash Cookies stored on your computer, you can adjust the settings of your Flash player to block Flash Cookies storage using the tools contained in the Website Storage Settings Panel. You can also control Flash Cookies by going to the Global Storage Settings Panel and following the instructions (which may include instructions that explain, for example, how to delete existing Flash Cookies (referred to “information” on the Macromedia site), how to prevent Flash LSOs from being placed on your computer without your being asked, and (for Flash Player 8 and later) how to block Flash Cookies that are not being delivered by the operator of the page you are on at the time).
Please note that setting the Flash Player to restrict or limit acceptance of Flash Cookies may reduce or impede the functionality of some Flash applications, including, potentially, Flash applications used in connection with our services or online content.
Do you serve targeted advertising?
Third parties may serve cookies on your computer or mobile device to serve advertising through our Websites. These companies may use information about your visits to this and other websites in order to provide relevant advertisements about goods and services that you may be interested in. They may also employ technology that is used to measure the effectiveness of advertisements. This can be accomplished by them using cookies or web beacons to collect information about your visits to this and other sites in order to provide relevant advertisements about goods and services of potential interest to you. The information collected through this process does not enable us or them to identify your name, contact details or other details that directly identify you unless you choose to provide these.
Where can I get further information?
For further information about Earth Trust’s communications, activities and your rights as a supporter, please see our Fundraising Code of Practice.