How do we collect information from you?
We collect information about you from our registration form when you become a volunteer or when you place an order for any of our products (eg wood fuel, charcoal) or when you ask to be put on our email list.
What type of information is collected from you?
The personal information we collect from volunteers may include an individual’s name, address, email address, date of birth, First Aid qualifications, chainsaw qualifications, emergency contacts and health issues relevant to outdoor work. If you make a purchase with LCW, details of the orders and products you have purchased will be stored. If you have asked simply to be kept in touch with events and activities, we shall only store name and email address.
How is your information used?
LCW may use your information to notify you of:
- details of the weekly work plan.
- ad hoc events and activities that LCW or one of its partners is organising
- matters of interest to those interested in woodland management, biodiversity and other environmental developments.
- details of deliveries of goods ordered
Who has access to your information?
LCW will never sell or rent your information to third parties. LCW will never share your information with third parties for marketing or other purposes.
Keeping your information secure
Your data will be stored on the private computers of the chairman and the secretary of LCW and in hard copy format in the care of the secretary and chairman. It may also be stored on the private computer of a trustee of the organisation who has ad hoc responsibility for an activity of the organisation for as long as the trustee in question retains the responsibility. A hard copy of a volunteer’s registration form will be kept at the current work place. (‘Computer’ includes any equipment that can store personal information.)
How to access, update and remove your information
LCW will always try to ensure your data is as accurate as possible. We therefore encourage you to advise LCW of any changes to email addresses or physical addresses.
You have the right to ask for a copy of the information LCW holds about you. There is no charge to have a copy of this information.
If you are a volunteer and you wish LCW to stop holding your personal data then you have the right to have this information removed from our systems.
If you are a customer (not a volunteer) LCW is required to store basic personal data securely for a minimum of six years, to comply with UK tax law.
If you wish to update or remove your personal information or request a copy of the information we hold about you, please email firstname.lastname@example.org.
Fulfilment and Financial Records: are kept for as long as required under financial regulations; after which time LCW may delete such records; typically after seven years.
Volunteer records: We reserve the right to delete your data if you have not taken part in a volunteer activity for two years.
If you have a complaint on how LCW has handled your personal data then please email email@example.com and the matter will be investigated. If you are not satisfied with our response, you can complain to the Information Commissioner’s Office (ICO).
This policy was last updated in May 2018.