At The Exmoor Society we are committed to protecting and respecting your privacy. Please be assured that we will never sell your details. You can change how you hear from us or unsubscribe from our mailing list at any time, just let us know. This policy explains why we collect information from you, what information we need, how we use it and keep it safe.
Why We Collect Information
The Exmoor Society is a charity whose object is to promote the conservation and protection of Exmoor National Park for the benefit of all. As part of the fulfilment of this object, we promote an understanding of Exmoor and encourage activities beneficial to local communities and the wider public. We collect and hold personal data only in connection with specific activities, such as events, membership subscription, donation processing, or supplying purchased goods.
How We Collect Information
The Exmoor Society is the data controller. We collect information in the following ways:
- When you give it to us directly
You may give us your personal information in order to sign up as a member of The Exmoor Society, to make a donation, participate in an event, or make a purchase through our online shop. The personal information we collect might include your name, address, email address, or bank details.
- When you give it to us indirectly
We also collect non personal information when you access our website through cookies. A cookie is a small file, typically of letters and numbers, sent from our website to your computer to help us identify you quickly. They cannot be used to identify you personally. If you prefer not to accept cookies your browser will let you do so. For more information about cookies, please see https://www.allaboutcookies.org/
Whenever you visit our website, our host server automatically records each page you visit and the IP address from which you are connecting to us. It also records other information, including your operating system, your web browser, and the web site from which you followed a link to this website (if any).
Additionally, the Google Analytics reporting system may be active. This information is only gathered to establish general usage trends for the site, not to find out information about individual users.
To opt out of being tracked by Google Analytics across all websites visit: https://tools.google.com/dlpage/gaoptout
How This Information is Used, Who Has Access to It, Where It Is Stored and How Long We Keep It For
Any personal data relating to you will be used and recorded by us in accordance with current data protection legislation and this policy:
- The Exmoor Society holds membership data comprising names, addresses, telephone numbers and email addresses which you have provided on a membership application form or in response to a request at a later date. As a member, you are presumed to have given your consent to The Exmoor Society to use this information for the purposes of managing your membership, principally sending subscription renewal notices, the annual journal, Exmoor Review, a newsletter (either printed or electronic, depending upon your stated preference), and providing information on the actions and activities of the Society. The information is held in an electronic database, and in paper-based files, which are not shared with any third party and are only accessed by the Administrator and Assistant Administrator for the purposes of communication with subscribing members. The data is held with appropriate security measures, including restricted access to the paper files and database, computer security software and encrypted backup. Your details are erased from the database and paper files shredded when your membership ceases.
- The Exmoor Society holds personal data that is not related to members only for a period necessary to fulfil the purpose for which it is provided, after which time it is securely destroyed. We will never sell your information. The only third party which may ever see your data would be those who provide us with IT support, including in relation to managing our database, because they are able to access our server. The companies we use are fully compliant with current data protection legislation. If you have any questions regarding this, please contact us. The information that you submit to us is stored on a database in the UK. We do not transfer any data outside of the European Union.
Consent and Keeping Your Information Up-to-date
By giving us your personal information, or if you have already supported us in the past and have not chosen to ‘opt-out’ of any opportunities to change the way your information is managed, you give your consent to the collection, storage, processing and use of your personal information by us described in this policy.
Your Rights to Access, Make Changes or Asking Us to Stop Using Your Data
You have the right to view, amend and delete the data we hold on you. If you wish to do so, or have any concerns about how your data is stored and used, please contact the Administrator in writing at The Exmoor Society, 34 High Street, Dulverton, Somerset TA22 9DJ or firstname.lastname@example.org
Changes to This Policy and Further Information
The collection and use of personal information set out in the policy is in accordance with data protection legislation. Please visit the Information Commissioner’s Office for further information at: https://ico.org.uk/