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.
WHY THIS POLICY EXISTS
This data protection policy ensures The Queen’s Green Canopy:
- Complies with data protection law and follows good practice.
- Protects the rights of supporters, customers, staff and partners.
- Is open about how it stores and processes individuals’ data.
- Protects itself from the risks of a data breach.
DATA PROTECTION
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:
- Be processed fairly and lawfully
- Be obtained only for specific, lawful purposes
- Be adequate, relevant and not excessive
- Be accurate and kept up to date
- Not be held for any longer than necessary
- Processed in accordance with the rights of data subjects
- Be protected in appropriate ways
- Not be transferred outside the European Economic Area (EEA), unless that country or territory also ensures an adequate level of protection
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.
SHARING YOUR DATA WITH THE QUEEN’S GREEN CANOPY
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].
MAKING A DONATION TO THE QUEEN’S GREEN CANOPY
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.
PERSONAL INFORMATION COLLECTED
BANK ACCOUNT DETAILS
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).
DONATION INFORMATION
The amount, date, method, postal address and country of your donation.
CONTACT DETAILS
Your title, first name, last name and email address.
GIFT AID INFORMATION
Should you wish to claim gift aid on your donation we process your name, email, address, and declaration of eligibility.
WHAT WE DO WITH YOUR DATA
CARD & BANK ACCOUNT DETAILS
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.
DONATION INFORMATION
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.
CONTACT DETAILS
- Your contact details are used to provide a personalised receipt and so that we can address you personally should you have any questions related to your donation(s).
- If you have provided your consent, your contact details are also used to provide you with updates on our projects and fundraising activities.
2a. We may also use your email address to link your record on our database with information on your use of The Queen’s Green Canopy’s website and demographic information gathered by Google Analytics. See the ‘Use of Cookies’ section for more information on the data collected and how we use it.
GIFT AID INFORMATION
This data is used to claim gift aid on your donation(s).
LEGAL BASIS
CARD & BANK ACCOUNT DETAILS
Necessary for the performance of a contract.
DONATION INFORMATION
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.
CONTACT DETAILS
- 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.
- Consent: On the basis of your consent only.
GIFT AID INFORMATION
In accordance with HMRC’s Gift Aid rules.
SUBSCRIBING TO THE QUEEN’S GREEN CANOPY’S EMAIL UPDATES
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.
PERSONAL INFORMATION COLLECTED
CONTACT DETAILS
- Your first and last name
- Your email address
WHAT WE DO WITH YOUR DATA
CONTACT DETAILS
- We use your name so that we can address you personally when we get in contact.
- We use this to send you our communications.
2a. We may also use your email address to link your record on our database with information on your use of The Queen’s Green Canopy’s website and demographic information gathered by Google Analytics. See the ‘Use of Cookies’ section for more information on the data collected and how we use it.
LEGAL BASIS
CONTACT DETAILS
- 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.
- Consent: On the basis of your consent only.
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.
MAKING A PURCHASE FROM THE QUEEN’S GREEN CANOPY’S ONLINE SHOP
Please view our shop’s Privacy Policy on https://shop.queensgreencanopy.org/ for information on how it collects, uses, and discloses your personal information when you visit or make a purchase from our shop.
SUBMITTING A CONTACT FORM TO THE QUEEN’S GREEN CANOPY
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.
PERSONAL INFORMATION COLLECTED
CONTACT DETAILS
- Your first and last name
- Your email address
WHAT WE DO WITH YOUR DATA
CONTACT DETAILS
- We use your name so that we can address you personally when we respond to your message.
- Your email address is used to reply to your enquiry.
2a.If you have provided your consent, your contact details are also used to provide you with updates on our projects and fundraising activities.
LEGAL BASIS
CONTACT DETAILS
- Legitimate Interest: We believe based on our assessments that it is in our legitimate interests to process your name for the purposes outlined and that your fundamental rights are not harmed in doing so.
- This is not a marketing email so does not require your consent.
2a. Consent: Your email address will only be used to send you marketing emails if you have given your consent.
REGISTERING YOUR TREE PLANTING ON THE QUEEN’S GREEN CANOPY MAP
This section sets out the personal information we collect when you submit a form to upload your tree planting to The Queen’s Green Canopy map, the purpose(s) we use your personal information for and the legal basis for processing your data.
PERSONAL INFORMATION COLLECTED
CONTACT DETAILS
- Your first and last name
- Your email address
- School / Community / Organisation Name
TREE PLANTING DETAILS
- Description of tree planting
- Type of tree(s) planted
TREE LOCATION DETAILS
- Location of the tree planting indicated by a pin specified by you at the time of submitting the form
IMAGE OF TREE PLANTING AND/OR PARTICIPANTS
- Image of the tree planting and/or the participants of the tree planting activity
WHAT WE DO WITH YOUR DATA
CONTACT DETAILS
- We use your name so that we can address you personally when we get in contact.
- Your email address is used to send you confirmation that your tree planting has been uploaded to the QGC map and to send you a virtual plaque to save and share.
- Your group name is used as a record of whether you are planting as part of a group or organisation, so that this information can be displayed on the QGC map and we can report on how many groups have planted trees across the UK as part of the initiative.
3a. If you have provided your consent, your first name, last name and group name may also be used to feature your Jubilee tree planting on the QGC social media channels.
TREE PLANTING DETAILS
- We use your description of your tree planting and information on the type of tree(s) planted as a record of your participation in The Queen’s Green Canopy.
1a. If you have provided your consent, your tree planting details may also be used to feature your Jubilee tree planting on the QGC social media channels.
TREE LOCATION DETAILS
- We use the approximate location of your tree planting as a record of your participation in The Queen’s Green Canopy, so we can report on the location of tree plantings across the UK as part of the initiative, and for monitoring purposes.
- To protect your privacy, once an uploaded form has been approved, the location of the pin will be randomised within a 1 km radius of the initial location.
2a. If you have provided your consent, your randomised tree location details may also be used to feature your Jubilee tree planting on the QGC social media channels. Your precise tree location will not be shared.
IMAGE OF TREE PLANTING AND/OR PARTICIPANTS
- We use your image of the tree planting and/or the participants of the tree planting activity as a record of your participation in The Queen’s Green Canopy.
1a. If you have provided your consent, your image may also be used to feature your Jubilee tree planting on the QGC social media channels.
LEGAL BASIS
CONTACT DETAILS
- 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.
- Consent: On the basis of your consent only.
TREE PLANTING DETAILS
- Legitimate Interest: We believe based on our assessments that it is in our legitimate interests to process details of the tree planting for the purposes outlined and that your fundamental rights are not harmed in doing so.
- Consent: On the basis of your consent only.
TREE LOCATION DETAILS
- Legitimate Interest: We believe based on our assessments that it is in our legitimate interests to process details of the location of the tree planting for the purposes outlined and that your fundamental rights are not harmed in doing so.
- Consent: On the basis of your consent only.
IMAGE OF TREE PLANTING AND/OR PARTICIPANTS
- Legitimate Interest: We believe based on our assessments that it is in our legitimate interests to process an image of the tree planting for the purposes outlined and that your fundamental rights are not harmed in doing so.
- Consent: On the basis of your consent only.
SHARING PERSONAL INFORMATION
Depending on the context we may share your personal information with the following organisations:
- Stripe Payments UK LTD, a company incorporated under the Companies Acts in England (Company Number: 08480771) with its Registered Office address at 9th Floor, 107 Cheapside, London, EC2V 6DN to process your donation and send you a receipt. For more information please see Stripe’s Privacy Policy.
- Payment Solutions Limited trading as Smart Debit UK LTD, a company incorporated under the Companies Acts in England (Company Number: 03493808 ) with its Registered Office address at Windlesham Court, 51 Guildford Road, Bagshot, Surrey, GU19 5NG to process your donation and send you a receipt. For more information please see Smart Debit’s Privacy Policy.
- PayPal (Europe) S.à r.l. et Cie, S.C.A. (R.C.S. Luxembourg B 118 349) is duly licensed as a Luxembourg credit institution in the sense of Article 2 of the law of 5 April 1993 on the financial sector as amended (the “Law”) and is under the prudential supervision of the Luxembourg supervisory authority, the Commission de Surveillance du Secteur Financier. For more information please see PayPal’s Privacy Policy.
- Time Technology, a company incorporated in England and Wales (Company Number: 02782004). Registered Address at Brook Street, Mint Street, Godalming, Surrey, GU7 1HE. Time Technology have access to our customer relationship management system as our CRM partner.
- Teemill Tech Ltd., a company incorporated in England (Company Number: 07071956). Registered Office Address at Rapanui Clothing, Hooke Hill, Freshwater, Isle of Wight, England , PO40 9BG. Our shop passes information securely to a fulfilment partner to ship some orders. By shopping with us you agree to order data being stored according to the Teemill Tech Privacy Policy.
- Shopify UK Limited, a company incorporated in England (Company Number: 11256480). Registered address 1 Bartholomew Lane, London, England, EC2N 2AX. Shopify has access to device information in order to optimise our shop site and order information required to process your purchase. For more information please see Shopify’s Privacy Policy.
- Salesforce UK Limited, a company incorporated in England (Company Number: 05094083). Registered address Floor 26 Salesforce Tower, 110 Bishopsgate, London, England, EC2N 4AY. Salesforce is our customer relationship management system where we securely store your information.
- Pixeled Eggs Limited, a company incorporated in England (Company Number: 07884749). Registered address 86-90 Paul Street, London, England, EC2A 4NE. Pixeled Eggs Limited is our web development agency and have access to data stored on our website and Google Analytics.
- G. G. Media Resources Limited, a company incorporated in England (Company Number 04938065. Registered address Corsham Mansion House Pickwick Road, Corsham, Wiltshire, United Kingdom, SN13 9BL. G. G. Media Resources Limited is our web development agency and have access to data stored on our website and Google Analytics.
- Huboo Technologies Limited, Company Reg. No. 09727464, a company registered in England and Wales whose registered office is at 3 Princes Street, Bath BA1 1HL. Our shop passes information securely to Huboo, a fulfilment partner to ship some orders. By shopping with us you agree to your data being stored according to the Huboo Privacy Policy.
Appropriate contractual agreements are in place to ensure all personal information is stored and processed securely.
TRANSFER OF PERSONAL INFORMATION OUTSIDE OF THE EEA
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.
EMAIL TRACKING
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.
LEGAL BASIS
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.
RETENTION PERIODS
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.
WEBSITE USAGE
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.
SUBMITTING DATA TO THE QUEEN’S GREEN CANOPY
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.
YOUR RIGHTS
Under the Data Protection Legislation you have certain rights in relation to your personal data:
- You have the right to access the personal information we hold about you by making a subject access request in accordance with the Data Protection Legislation. We may charge a reasonable fee when a request is manifestly unfounded or excessive.
- You have the right to have your personal data rectified if it is inaccurate or incomplete.
- You have the right to have your personal information deleted in certain specific circumstances.
- You have the right to restrict the processing of your personal information in certain specific circumstances.
- You have the right to withdraw your consent at any time.
To use your rights, please contact: [email protected].
USE OF COOKIES
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.
The Queen’s Green Canopy website uses cookies to identify you when you visit the website and to keep track of your browsing patterns, including how you came onto the site, and build up a demographic profile. To analyse the use of our website, Google Analytics generates statistical and other information about our website use by means of cookies. Google stores this information, to learn more please see their Privacy Policy. This data is anonymous in that it is not linked to any other data we hold about you. Our use of cookies also allows registered users to be presented with a personalised version of the site, carry out transactions and have access to information about their account.
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.
ADVERTISING
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.
DISCLOSURES
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.
OTHER WEBSITES
Our website may contain links to other websites which are outside our control and are not covered by this Privacy Policy. If you access other sites using the links provided, the operators of these sites may collect information from you which will be used by them in accordance with their privacy policy, which may differ from ours.
CHILDREN’S PRIVACY
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.
