The Queen’s Green Canopy needs to gather and use certain information about individuals. These can include donors, customers, suppliers, business contacts, employees and other people the organisation has a relationship with or may need to contact.
Personal information means information which relates to a living individual who can be identified from that information such as names, e-mail addresses, personal home addresses, personal phone numbers, personal bank account details, personal description and photograph, etc. (“personal information”).
This policy describes how this personal data must be collected, handled and stored to meet the company’s data protection standards — and to comply with the law.The Queen’s Green Canopy (“we”, “our”, “us”) are committed to protecting and respecting personal information. We will treat personal information securely.
As we are not a charitable entity in our own right, we are hosted by Cool Earth, a company limited by guarantee registered in England and Wales (number 06053314) and a UK registered charity (number 1117978). As such, any personal information submitted to us will also be submitted to Cool Earth and will be collected, stored and handled in accordance with this policy.
We do not collect any special categories of personal data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.
We are the data controller for the purpose of the Data Protection Act 2018 and the General Data Protection Regulation (GDPR).
Where we need to collect personal data by law, or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with goods from the online shop).
If you have any questions, comments and requests regarding your personal information (including how to object to us processing your personal information) please contact: [email protected]
If you are unhappy with how we handle your personal information, you can notify the Information Commissioner’s Office (ICO) by calling their helpline on: 0303 123 1113.
This data protection policy ensures The Queen’s Green Canopy:
The Data Protection Act 2018 & GDPR describe how organisations must collect, handle and store personal information.
These rules apply regardless of whether data is stored electronically, on paper or on other materials.
To comply with the law, personal information must be collected and used fairly, stored safely and not disclosed unlawfully. The Data Protection Act is underpinned by eight important principles. These say that personal data must:
We will only use your personal data for the purpose which we collected it unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us. If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so. Please note that we may process your personal data without your knowledge or consent where this is required or permitted by law.
The following sections detail the various ways that you can share your data with The Queen’s Green Canopy and the personal data collected, the purpose(s) we use the data for and the legal basis for processing your data for the intended purpose(s).
In some cases legitimate interest is used as the legal basis and if you would like to know more about how we came to this conclusion please contact [email protected].
This section sets out the personal information we collect about our donors, the purpose(s) we use your personal information for and the legal basis for processing your data.
Card and bank account details are collected and passed to our payment processors (note that for security reasons and payment card industry (PCI) compliance; card and bank details are not stored in our systems).
The amount, date, method, postal address and country of your donation.
Your title, first name, last name and email address.
Should you wish to claim gift aid on your donation we process your name, email, address, and declaration of eligibility.
This data is used to process your donation. Note that for security reasons & PCI Compliance; card and bank details are not stored in our systems.
This information is used as a record of your donation and to enable us to provide receipts and certificates of your donations. We also want to send the most effective messages that we can in the most efficient way possible, so in order to work out who to contact, what to say and when to get in touch, we analyse your donation information. We may also append generalised information from other sources; this information will not be specific to you. Analysing your information as just described is called “segmentation” or “profiling” and it helps us to provide people with the most relevant information in order to identify additional opportunities for them to get involved. We may also use the information provided in aggregate (so that no individuals are identified) for marketing and strategic purposes.
This data is used to claim gift aid on your donation(s).
Necessary for the performance of a contract.
Legitimate Interest: We believe based on our assessments that it is in our legitimate interests to process your donation information for the purposes outlined and that your fundamental rights are not harmed in doing so.
2a. Legitimate Interest: We believe based on our assessments that it is in our legitimate interests to process your contact information for the purposes outlined and that your fundamental rights are not harmed in doing so.
In accordance with HMRC’s Gift Aid rules.
This section sets out the personal information we collect about our subscribers, the purpose(s) we use your personal information for and the legal basis for processing your data.
2a. Legitimate Interest: We believe based on our assessments that it is in our legitimate interests to process your contact details for the purposes outlined and that your fundamental rights are not harmed in doing so.
This section sets out the personal information we collect when you submit a ‘Contact Us’ form to The Queen’s Green Canopy, the purpose(s) we use your personal information for and the legal basis for processing your data.
2a.If you have provided your consent, your contact details are also used to provide you with updates on our projects and fundraising activities.
2a. Consent: Your email address will only be used to send you marketing emails if you have given your consent.
Depending on the context we may share your personal information with the following organisations:
Appropriate contractual agreements are in place to ensure all personal information is stored and processed securely.
The Queen’s Green Canopy is hosted by Cool Earth. Cool Earth is an international charity and on occasion, your personal data may be transferred outside of the EEA. Such transfers will only occur where strictly necessary and either contractual clauses or data sharing agreements will ensure that your data will be processed with the same protections in place as in the EEA.
When donating to the The Queen’s Green Canopy website the following payment processors may transfer and process your data outside of the EEA:
Stripe – Legal Basis: Necessary for the performance of a contract between you, the subject, and Stripe. Stripe is an active participant in the US Privacy Shield Scheme.
PayPal – Legal Basis: Necessary for the performance of a contract between you, the subject, and PayPal. Please see PayPal’s User Corporate Rules for information on where data may be transferred and processed and the Principles and Policies that are in place to ensure personal data is adequately protected.
We only want to send emails to supporters who want to receive them. In order to do this, we may track the open and click through rates on a campaign-by-campaign basis. This allows us to gauge whether our email content is relevant for our supporters and make decisions about who we should or should not contact via email.
Legitimate Interest: We believe based on our assessments that it is in our legitimate interests to process transactional data relating to how our supporters interact with our emails for the purposes outlined and that your fundamental rights are not harmed in doing so.
The Queen’s Green Canopy is committed to not retaining data longer than is reasonably necessary for our purposes, as described in this policy, unless we are required to keep your personal data to comply with the law and any regulatory requirements. Deleting or anonymizing data which is no longer needed reduces the impact of potential data breaches. However, of course, this means that records of your previous interaction or support for The Queen’s Green Canopy may be no longer traceable back to you. It should be noted that The Queen’s Green Canopy will only store data until December 2022. After this date, data will be stored by our host organisation Cool Earth.
Data relating to your usage of The Queen’s Green Canopy’s website is automatically stored in Google Analytics and is available for 24 months. After that period has passed, only aggregate information is available to The Queen’s Green Canopy and to Cool Earth. This data helps us to optimise the website for all our users.
Contact data submitted to The Queen’s Green Canopy for example through the Contact Us form, or the Sign Up for Emails page will be retained by The Queen’s Green Canopy until December 2022. After this date, Cool Earth will retain this data for five years after your last interaction with The Queen’s Green Canopy. After this period has elapsed and provided there have been no further interactions in the meantime, the data will be anonymised on a yearly basis.
When a record is anonymised, all personal data is removed so that the record cannot be linked to any individual.
Donation data submitted to The Queen’s Green Canopy through our website or a third party will be retained indefinitely. There are two main reasons for this. Firstly, audits may take historic transactions into account. Because we take financial accountability seriously we want to be able to produce this information if required. Secondly, we want to provide meaningful reporting to our donors.
This policy will always be overridden by a valid “right to be forgotten” request. Please see the Your Rights section for more information.
Under the Data Protection Legislation you have certain rights in relation to your personal data:
To use your rights, please contact: [email protected].
A cookie is a tiny element of data that our site can send to your browser, which enables the server to collect information from the browser and may then be stored on your hard drive. This small amount of information does not contain any private information stored on your computer. For more information about cookies, please go to http://www.cookiecentral.com.
You can access our website without disclosing your personal data but if you set your web browser to disable cookies altogether, this will restrict your use of the website.
So that any advertising we engage in is as effective as possible, we make use of Google and Facebook services to create audiences where we focus our efforts. These audiences are created based upon use of our website and information individuals have shared with Google and Facebook.
When you provide us with personal information, you are sharing that information with us alone unless stated otherwise. We will only disclose personal information to successors in title to our business and suppliers we engage to process data on our behalf. We will not share your information with any other third parties, outside of those specified in this policy, unless you opt-in and authorise us to do so. We do not allow our third party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
No information should be given on this website by children under the age of 13 without prior parental consent. No sharing of data collected from children with any third parties is permitted at any time under any circumstances and all applicable laws with respect to data collection from children are followed.