Privacy Policy

1. Our Commitment to your Privacy

The privacy and security of your personal Data is extremely important to us. This notice explains how and why we use your personal data, to ensure you remain informed and in control of your information. We regularly review this document (Minimum of every 12 months) to ensure it remains accurate and up-to-date, and incorporates any changes required by amendments to the General Data Protection Regulation (GDPR) and other legislation. Any updates replace previous versions of this Notice. This Notice was last updated in March 2024

We will never sell your personal data.

You can decide not to receive communications or change how we contact you at any time. If you wish to do so, please contact Plantlife by emailing hello@biodiversitypro.co.uk

or writing to:

Plantlife Trading Ltd
Brewery House
36 Milford Street
Salisbury, SP1 2AP

Any questions you have in relation to this notice or how we use your personal data should be sent to hello@biodiversitypro.co.uk or addressed to The Data Protection Officer, Plantlife International, Brewery House, 36 Milford Street, Salisbury, SP1 2AP.

2. Who are we?

Your personal data (i.e. any information which identifies you, or which can be identified as relating to you personally) will be collected and used by Plantlife Trading Limited, a private limited company with registration number 02742265 and data controller number ZA835551.

Plantlife Trading Limited, is based at Brewery House, 36 Milford Street, Salisbury, SP1 2AP. For the purposes of data protection law, Plantlife International will be the controller.

3. What personal date do we collect and how? 

Personal data you provide:

We collect data and information you give when enquiring about our services, downloading our gated materials or commissioning work from us, for example:

  • personal details such as name, email, postal address, telephone and mobile numbers when you enquire about our services or download our materials
  • financial information such as credit/debit card or direct debit details, details about the purchases Please see Section 8 for more information on payment security
  • details of your interests and preferences
  • relationships you have to other donors and organisations.

Information created by your involvement with Plantlife Trading Ltd.

Your activities or involvement with Plantlife Trading Ltd will result in personal data being created. This could include details about landholdings and the work we recommend and support.

Information from third parties

We sometimes receive personal data about individuals from third parties, for example, when working with Partners and you provide your information to another organisation we’re collaborating with on a conservation project.

Also, as explained in Section 12 (Cookies and links to other sites), we may use third parties to help us conduct research and analysis on personal data and this can result in new personal data being created.

Occasionally, we may collect information about certain clients (e.g. particularly well known or influential people) from public sources. This could include public databases such as Companies House, news or other media. (see Section 7).

Sensitive personal data

We do not normally collect or store sensitive personal data such as information relating to health, beliefs or political affiliation about clients. However, there are some situations where this may occur, for example where we need health or disability information to ensure that we make necessary adjustments.If this does occur, we’ll take extra care to ensure your privacy rights are protected.

If you apply for a job at Plantlife Trading Ltd, in support of our Equality, Diversity and Inclusion Policy Statement, we may collect special category data such as ethnicity or data concerning disabilities. This information will be used for monitoring the diversity of applicants to ensure our processes are fairly applied.

Accidents or incidents

If an accident or incident occurs on our property, at one of our events or involving one of our staff or volunteers then we will keep a record of this which may include personal data and sensitive personal data (as defined above).

4. Legal basis for processing data

We only ever use your personal data where we have a valid legal basis to do so as defined by UK GDPR and other data protection legislation in the ways below:

  • enter into, or perform, a contract with you such as when you order an item from us or provide a service you have requested (EG send you membership magazines)
  • comply with a legal duty such as processing and retaining Gift Aid records
  • protect your vital interests such as dealing with an accident on one of our nature reserves
  • pursue our own or a third party’s legitimate interests, provided your rights don’t override these such as updating you with information about our latest Conservation work

Where you have given consent to receive marketing communications by email, text and phone (where you are registered with the Telephone Preference Service)

We will only use your information for the purpose and any closely related purposes it was collected for.

5. Why do we collect your personal data?

Communication

We use personal data to communicate with you, to promote Plantlife and to help with fundraising. This includes keeping you up to date with our news, updates, campaigns, events appeals and fundraising information. EG This could be sending you the Plantlife magazine if you are a member or inviting you to one of our events. For further information please see Section 6- Marketing. At Plantlife we carry out marketing activities under legitimate interest, consent or for contractual purposes .

Administration

We use personal data for administrative purposes to carry out works that you have commissioned from us, this may include:

  • Prevention and detection of fraud
  • Performance of our contract with you
  • Checks on our customer and identity verification
  • Gathering information for audits
  • Commercially sensitive information
  • These uses are either contractual or under legitimate interest.
  • Internal research and analysis

We carry out research and analysis on our clients to determine the success of marketing campaigns and to better understand client needs.

Recruitment and employment

If you work for us, or apply for a job with us, we will process your personal data, including sensitive personal data, to comply with our contractual, statutory and management obligations and responsibilities. This data includes, but is not limited to, information relating to your health, racial or ethnic origin, and criminal convictions. In certain circumstances, we may process personal data or sensitive personal data without explicit consent.

Our contractual responsibilities include those arising from a contract of employment. This includes, but is not limited to, data relating to: payroll, bank account, postal address, sick pay, leave, maternity pay, pension and emergency contacts.

Our statutory responsibilities are those imposed by law on us as an employer. This includes, but is not limited to, data relating to: tax, national insurance, statutory sick pay, statutory maternity pay, family leave, work permits and equal opportunities monitoring.

Our management responsibilities are those necessary for the way the organisation functions. This includes, but is not limited to, data relating to: recruitment and employment, training and development, absence, disciplinary matters and contact details.

6. How do we use your data?

Marketing

We use two legal basis for direct marketing activities including membership and fundraising.

Legitimate Interest

 We have identified a legitimate reason to use your information in supporting Plantlife’s mission which does not over-ride your personal rights and interests.   For example, if you have made a donation to Plantlife, it would be reasonable to assume you would be happy to receive further information through the post or by telephone about our work.   You can change your preferences at any time by contacting us.

Consent 

We will only contact you with marketing content by email, SMS or by telephone (if you are registered with the Telephone Preference Service), if you have consented to receiving marketing communications through these channels.

7. How do we store your data? 

We employ a variety of physical and technical measures to keep your data safe and to prevent unauthorised access, use or disclosure of your personal information.

Electronic data and databases are stored on secure computer systems and we control who has access to information using both physical and electronic means.

Only staff with authorisation have access to data and receive training in data protection and how to handle data appropriately and securely.  Data is only accessed for the duration of a task or purpose and we do not use data for anything not covered in this privacy notice.

Payment Security

All electronic Plantlife forms that request financial data will use the Secure Sockets Layer (SSL) protocol to encrypt the data between your browser and our servers.

If you use a credit card to pay we will pass your credit card details securely to our payment provider Worldpay, Paypal or Stripe. Plantlife complies with the payment card industry data security standard (PCI-DSS) published by the PCI Security Standards Council, and will never store card details.   If you sign up to a direct debit on our website then we collect details securely through our payment provider Go Cardless.

We cannot guarantee the security of your own computer, mobile device or the internet and any online communications are at the user’s own risk.

Data Storage

Plantlife Trading Ltd’s operations are based in the UK, and we store our data within the European Union. Some organisations which provide services to us may transfer personal data outside of the EEA, but we’ll only allow them to do so if your data is adequately protected.

For example, some of our systems use Microsoft products. As a US company, it may be that using their products result in personal data being transferred to or accessible from the US. However, we allow this as we are certain personal data will still be adequately protected according to the Information Commissioners Office requirements under the EU-US Data Privacy Framework.

How long we store information

We will only use and store information for so long as it is required for the purposes it was collected for. How long information will be stored depends on the information in question and its use. For example, if you ask us not to send you marketing emails we keep a record of your preference not to be contacted.

8. Do we share your data?

We will never sell your personal data.

We may share personal data with subcontractors or suppliers who provide us with services. However, these activities will be carried out under a contract which imposes strict requirements on our supplier to keep your information confidential and secure.

We may contact you with information about our partners, or third-party products and services, but these communications will always come from Plantlife Trading Ltd and are usually incorporated into our own marketing materials (e.g. advertisements in magazines or newsletters).

Sharing employee personal data

In order to carry out our contractual and management responsibilities, we may, from time to time, need to share an employee’s personal data with one or more third party supplier. To meet an employment contract, we are required to transfer an employee’s personal data to third parties, for example, to pension providers and HM Revenue & Customs.

In order to fulfil our statutory responsibilities, we’re required to provide certain aspects of an employee’s personal data to government departments or agencies in order to provide salary and tax data to HM Revenue & Customs

9. Your Rights

You have the following legal rights to aid the control of your personal data:

the right to confirm that we have your personal data and, if we do, to obtain a copy of the personal information we hold (this is known as subject access request);  This Privacy Notice outlines how we collect, store and use your personal data.

the right to have your data erased unless we must continue to use the data for a lawful reason

the right to have inaccurate data rectified;the right to restrict processing of your personal data

The right to obtain your personal data from us for your own purposes

the right to object to your data being used for marketing or profiling

The right not to be the subject of automated decision making and profiling

There are legislative exceptions to the rights above, but we will endeavour to satisfy any reasonable personal data request.    We will respond to a Subject Access Request within one month.

If you would like further information on your rights or wish to exercise them, please write to The Data Protection Officer, Plantlife International, Brewery House, 36 Milford Street, Salisbury, SP1 2AP.

10. Making a complaint

We hope that you never have a reason to make a complaint to Plantlife Trading Ltd about how we have used your personal data and work to maintain high standards.  However if you have a concern then we want to hear about it so we can take the necessary action to resolve the situation.

You can make a complaint to Plantlife Trading Ltd directly by emailing hello@biodiversitypro.co.uk or by  contacting our Data Protection Officer using the details set out above.   We have a complaints policy and procedure which we publish on our website.

If you are not satisfied with our response, or you believe that your data protection or privacy rights have been infringed, you can make a complaint to the UK Information Commissioner’s Office which regulates and enforces data protection law in the UK. Details of how to do this can be found at www.ico.org.uk.

11. Cookies and links to other sites

Cookies

A cookie is a piece of data about a website that is stored in your web browser. Cookies are often used to store choices about how you use the site to improve your user experience. The Plantlife website makes use of cookies in this way, and to help us get a feel for what it is you are looking at. They’re anonymous, they only give us information about the number of visitors to our site, so we don’t know what you personally are looking at, just that someone has looked at what you’ve looked at.

Read more about how we use Cookies in our Cookie Policy.

Some parts of our site rely on cookies, but we will tell you where and when. Most browsers will allow you to control how cookies are handled, whether they are accepted and how long they are stored for. All browsers do this differently, but if you’re concerned about privacy and security then please have a look in the ‘help’ documentation for your particular browser.

Links to other sites

Our website may contain hyperlinks to other websites. We are not responsible for the content or functionality of any of those external websites.

If an external website requests personal information the information you provide will not be covered by Plantlife’s Privacy Notice. We suggest you read the privacy policy of any other organisation before providing your personal information.

When purchasing goods or services from any of the businesses that our site links to, you will be entering into a contract with a different organisation and therefore their terms and conditions will prevail and not those of Plantlife.

12. Changes to this Privacy Notice

We will review this Privacy Policy from time to time to ensure it remains up-to-date and accurate.

This Privacy Policy was last updated in March 2024.