Privacy Policy

Last reviewed: 20/10/2019

Introduction

This website and web applications are operated by RECORD (“we”, “us” or “RECORD”) and we are a Controller for the purposes of the Data Protection Act 1998 and the EU General Data Protection Regulation 2016/679. This means that we are responsible for, and control the processing of, the personal information you provide to us when using this website in accordance with this privacy policy.

RECORD understands that our users care about the use and storage of their personal information and we value your trust in allowing us to do this in a careful and sensible manner. We have created this privacy policy statement in order to demonstrate our commitment to the privacy of our service users.

By using RECORD websites (including our web applications), our mobile app, our social media pages and any other RECORD service, you are acknowledging that we are processing your personal information and, where necessary consenting to such practices, as outlined in this statement.

Personal information which we collect

We collect personal information about you (and others if their personal information is provided by you) when you:

1. enter or alter wildlife records either personal records or on behalf of someone else;
2. register or alter details for your account;
3. request a wildlife data search;
4. sign up for our newsletter;
5. post material to our website or forum and / or social media page;
6. complete customer feedback or surveys as part of any event you may attend;
7. raise a complaint or dispute with us or are involved in a legally recordable incident at our premises (e.g. in relation to health and safety reporting);
8. speak to one of our representatives, including our volunteers who may be at events;
9. use our website and customer applications in any other way.

The personal information collected in the above manner may include the following about you (and others if their personal information is provided by you):

1. full name;
2. postal address;
3. email address;
4. telephone number;
5. payment details;
6. geo-location;
7. machine identifiers (such as IP addresses);
8. dispute resolution information;
9. disability and health information;
10. supplementary information (dietary and other preferences and special requirements);
11. image data;
12. behavioural data (tags and cookies – see Cookies and Tracking section below).

Personal information provided by third parties

We may receive information about you from other sources, which we will add to the information we already hold about you in order to help us provide our products and services in accordance with your requirements and to ensure that the quality of data we have on your account(s) is maintained properly. We may also obtain information about you from social media providers such as Twitter and Facebook or from third party websites where you have left commentary or feedback about us.

How we use your information

We will collect personal information:

1) in the process of creating information on wildlife records through RODIS, the website forum or the image gallery:

1. Wildlife records – provide communications to you about your wildlife records (and others if their personal information is provided by you);
2. Account updates – send details of new, amended or deleted account details and changes – usually via email;
3. External verification – contact you (and others if their personal information is provided by you) in the event of a change or a query that affects a wildlife record or any data or personal information you have provided us with;
4. Website service communication – provide notifications of any changes to our website or to our services that may affect you (and others if their personal information is provided by you);
5. Customer service communication – provide you with requested information or correspondence, such as a response from us to an enquiry made by you;
6. To provide assistance in recording, using the forum or gallery – e.g. send reminder emails to submit not completed records after a certain time; to contact you regarding your records; or to contact you regarding posts or gallery images;
7. Maintain your accounts – create a profile about you in relation to your records, forum and gallery, to update our records, create and maintain your account.

2) with your consent:

1. News communications – create a profile about you for communicating RECORD news and for the distribution of our RECORD newsletter. We may use automated processes to do this;
2. RECORD event communications – inform you about RECORD upcoming events that may be of interest. We may use automated processes to do this;
3. RECORD’s partner communications – inform you about RECORD partner news and upcoming events that may be of interest. We may use automated processes to do this;
4. Maintain records indicating your consent to status – to ensure we accurately reflect your wishes when communicating to you;

3) in our legitimate interest* improve our services:

1. Market research – to contact you (and others if their personal information is provided by you) to ask about the experience using our website and web applications as part of a continual programme of customer service improvement. This is not marketing communication. We may use third parties to provide such market research communications to you on our behalf;
2. Website customisation – to customise our website and its content to your particular preferences in accordance with the Cookies and Tracking section below;
3. Customer support – monitor calls and help train staff in relation to our customer support and helpdesk function;
4. Product and service improvement – to improve our product and services;
5. Service analysis – to conduct research, statistical analysis and behavioural analysis. This may include providing aggregate statistical information relating to customers, sales, traffic patterns and related site information to reputable third parties.

4) in our legitimate interest* to protect against fraud:

1. Website improvement and fraud prevention – improve our websites, prevent or detect fraud or abuses of our websites and enable third parties to carry out technical, logistical or other functions on our behalf;
2. Security – carry out security checks when allowing you access to our services and to block fraudulent or suspected fraudulent activity.

5) in order to meet our legal obligations:

1. Taxation – ensure we meet our tax and other regulatory obligations;
2. Registration – ensure local jurisdiction regulations are complied with (where registration is necessary in such jurisdictions).

* any reliance on legitimate interest shall not prejudice your interest or fundamental rights and freedoms

How long we will keep your personal information

We retain your information for a range of purposes which determine the period of time for which we need to keep such information. For example (list is not exclusive):

Data	Retention Period
Account information	3 years from the point of last contact with you, this may include use of our websites, web applications and forums or responses to communications with you
For compliance with legal obligations arising from contracts entered into with you, for example tax regulations	6 years

We will remove your data from our systems at the end of the applicable data retention periods, unless we are required by current or future law to retain your personal information for a longer period.

Our approach to information security

To protect your information, RECORD has policies and procedures in place to make sure that only authorised personnel can access the information, that information is handled and stored in a secure and sensible manner and all systems that can access the information have proportionate and reasonable security measures in place. To achieve this, employees, contractors, sub-contractors and third party suppliers have contracts, with defined roles and responsibilities.

While we take reasonable measures to ensure the safety and security of your data, due to the inherent risks with the Internet, we are unable to warranty the absolute security of your data when using our services.

Your rights

In order to process any of the requests listed below, we may need to verify your identity for your security. In such cases your response will be necessary for you to exercise this right.

The right to access information we hold about you

At any point you can contact us to request details concerning the information we hold about you, why we have that information, who has access to the information and where we got the information. In most cases you may be entitled to copies of the information we hold concerning you. Once we have received your request we will respond within 30 days.

The right to correct and update the information we hold about you

If the data we hold about you is out of date, incomplete or incorrect, you can inform us and we will ensure that it is updated.

The right to have your information erased

If you feel that we should no longer be using your data or that we are illegally using your data, you can request that we erase the data we hold. When we receive your request, we will confirm whether the data has been deleted or tell you the reason why it cannot be deleted.

The right to object to processing of your data

You have the right to request that RECORD stops processing your data. Upon receiving the request, we will contact you to tell you if we are able to comply or if we have legitimate grounds to continue. If data is no longer processed, we may continue to hold your data to comply with your other rights.

The right to ask us to stop contacting you with direct communications

You have the right to request that we stop contacting you with direct communications. On our emails we provide an ‘unsubscribe’ link at the bottom of the email which will unsubscribe you from that service. If you wish to opt out with respect to more than one email address, you must complete a separate request for each email address.

Please note it is not possible to ‘opt-out’ of receiving communication from us which relates to your wildlife records, forum and gallery or customer satisfaction surveys sent as part of an event (which are not considered marketing for these purposes). This ensures that we can always contact you as a result of circumstances that may affect your records with us and in order for us to improve our services going forward.

The right to data portability

You have the right to request that we transfer your data to another controller. Once we have received your request, we will comply where it is feasible to do so.

The right to object to automated decision making / profiling

You have the right to request that we stop profiling you in relation to our direct communications practice. You can inform us and we will deal with your request accordingly.

The right to complain

You can make a complaint to us by contacting us via info@RECORD-lrc.co.uk or to the data protection supervisory authority – in the UK, this is the Information Commissioner’s Office, at https://ico.org.uk/

Consent

In those cases where we need your consent to process your information, we will ask you to make a positive indication (e.g. to tick a box or insert your contact details on the relevant form or web page requiring consent). By actively providing us with your consent, you are stating that you have been informed as to the type of personal information that will be processed, the reasons for such processing, how it will be used, for how long it will be kept, who else will have access to it and what your rights are as a data subject and that you have read and understood this privacy policy.

Sharing your information

The information and data we collect is important for RECORD and we understand that you care about the use and storage of your personal information we value your trust in allowing us to do this. We would not want to share this with anyone else unless we have your express consent, we will never disclose, rent, trade or sell your personal information to any third parties for their marketing purposes.

We do disclose or transfer your data or personal information to other companies, data processors or agents employed by us to perform any necessary functions on our behalf (such as hosting and maintaining our website, providing us with data management systems, market research, customer satisfaction surveys and support services), but they are bound by similar terms to those set out in our privacy policy and may not use this information for their own purposes.

In the event that RECORD or any part of its business is sold to or integrated with another business, RECORD may disclose your personal information to the new owners (and their professional advisers on the transaction) to be used by the new owners and their group of companies in the same ways as set out in this privacy policy, including to continue providing you with the same services and marketing information services as are currently provided by RECORD.

We may also provide aggregate statistics about our customers, sales, traffic patterns and related site information to reputable third parties in order to better understand our services, website and overall customer satisfaction which may include personally identifying information.

Use of cookies

The RECORD websites and applications use cookies and tags. A cookie is a small text file that can be stored by your browser on the device you use to access internet and allows the browser to pass small amounts of information about user behaviour on the given website to a web server. Tags are pieces of code that exist on web pages and collect information about usage of the web pages.

At RECORD we use our own cookies and tags as well as those from third parties to enable the smooth operation of the websites, such as to automatically log you in when you visit (with your permission). We also use cookies/tags to monitor visits to our website and continuously look for places to improve your website experience. Our marketing partners also use cookies and tags to monitor the performance of our advertising and to serve appropriate RECORD advertisements to you on other websites. We will never share any personal information about you with these third parties and the cookies and tags used maintain your anonymity.

Cookie Consent

The first time you access a RECORD website, you will be informed about our use of cookies to improve your site experience. By continuing to browse our website you consent to our use of cookies.

Description of cookies

Cookie Type	Example	Details
Analytics	Google Analytics	These cookies give us critical information about various pages on the websites and how our users interact with them. We use this information to improve the performance of our website and the information presented to users
Authentication	RECORD	When you create an account with RECORD, these cookies allow the website to remember you in order present you with information that is directly relevant to you.
Functional	RECORD	A set of cookies designed to deliver a smooth wildlife recording and forum use for you. We use these cookies to remember so you do not have to enter information more than once. We also use these cookies to identify areas of improvement in the browsing experience.

How to reject and delete cookies

Should you wish to reject or block the use of cookies, you can do so at any time, usually by clicking ‘Help’ on your browser. Cookies are specific to individual browsers so if you use more than one browser, you will need to delete cookies on each browser. Please be aware though that by rejecting cookies you may not receive the optimum website experience.

To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.allaboutcookies.org

Contact details

If you have any queries about this policy, need further information or wish to lodge a complaint you can use the details below to contact us:

Data Protection Officer
Cedar House
Caughall Road,
Chester
CH2 1LH

info@RECORD-lrc.co.uk

Changes to this Privacy Policy

We may change this policy from time to time. You should check this policy occasionally to ensure that you are aware of the most recent version that will apply each time you access the website.

©RECORD 2024. View our privacy policy and terms of use. The information on this website has been provided as general information only and RECORD can not accept responsibility for loss occasioned after reliance placed on any of the contents of this website. RECORD makes no warranty as to the accuracy of site information or contents.

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