This privacy notice explains what personal information we collect and how we use it.
1. Who are we?
Acer Ecology Ltd. is an ecological and wildlife consultancy with our main office based in Cardiff. We also have a number of home-based ecologists throughout the country. We providing a full range of ecological and wildlife services from scoping and protected species surveys through to impact assessment, mitigation design, implementation and monitoring.
All specialist ecological areas are covered including bats, birds, great crested newts, dormouse, reptiles, water voles, badgers and invertebrates. As an ecological consultancy, the majority of our work is related to a wide range of planning and development projects from residential housing to renewable energy. In addition, we provide a range of training opportunities.
We can be contacted during normal office hours (typically 9.00am-5.00pm) on 02920 650 331 or via email@example.com.
2. Our commitment to your privacy
We are committed to keeping the personal details of our supporters and data providers safe. This notice explains how and why we use personal data, to ensure that you remain informed and in control of your information.
3. Why do we collect personal data?
We will only ever collect, store and use personal data when we have an identified purpose and reason to do so. The Information Commissioner’s Office (ICO) refers to this as a ‘lawful basis’. There are six lawful bases – of these, the three that apply to Acer Ecology’s use of personal data are defined by the ICO as:
- Consent: an individual has given us clear consent to process their personal data for a specific purpose.
- Contract: processing personal data is necessary for a contract which we have with an individual.
- Legitimate interests: the processing of personal data is necessary for our legitimate interests or the legitimate interests of a third party unless there is a good reason to protect the individual’s personal data which overrides those legitimate interests.
4. Our uses of personal data
Further information about why we collect your personal data is outlined below:
Please note that our definition of the term ‘client’ includes: individuals/organisations who have formed a contract with us, individuals/organisations who have contacted us regarding our services and have provided us with personal data, public sector bodies, voluntary sector organisations, individuals and commercial bodies.
a) To fulfil our obligations to our clients
We maintain records of contact details for our clients and will utilise this information for the fulfilment of contracts.
- ICO lawful basis: Contract
We may contact our client to inform them of the range of relevant products and services we offer.
- ICO lawful basis: Legitimate interests
b) To enable staff to work with us
If you are a staff member or sub-contractor, we may collect your personal data so that we can carry out processing necessary for the performance of the employment contract, to cover the processing of bank account data which we require to pay employees. For example, we are required by law to process sickness absence data for employees to facilitate the payment of statutory sick pay. We will also process personal data based on the vital interests and safety of our staff and sub-contractors.
- ICO lawful basis: Legitimate interests
c) To send you information about our work and ask for your opinion
We send you information about our work that we feel will be of interest to you. This includes newsletters, emails (emails, plus occasional emails on special topics) and information on events and training opportunities. Anyone can opt-in to receive these updates, including individuals with whom we have a relationship under a) or b) above, by emailing us at firstname.lastname@example.org and ask to be added to our mailing list.
- ICO lawful basis: Consent
Regardless of the legal basis on which we hold your data, we respect your right to update how we get in touch with you at any time.
5. What kind of personal data do we collect? How do we collect it?
a) Basic information
We will usually collect basic information about you, including your name, postal address, telephone number and email address.
Most of the time, we collect this data from you directly. Sometimes this is in person; other times, it is over the telephone, in writing or through an email. Occasionally we obtain information, such as your telephone number or other contact details, from external sources that are acting on your behalf.
b) Sensitive personal data
We do not normally collect or store sensitive personal data except for Staff. When we do so, we will be very clear as to why we are collecting such information, and we will only do so with your specific consent and permission. In these situations, we collect the data from you directly.
We may collect extra information about you, for example:
- criminal records checks
- details of emergency contacts
- medical conditions
c) Children and young people
In line with data protection law, we will not collect, store or process your personal details if you are under 13 years of age; unless we have the express permission from your parent or guardian to do so.
6. How do we store your data?
All of the personal data processing we undertake will be carried out in accordance with guidance issued by the ICO. Paper records are stored securely within our premises. Electronic data are stored on secure computer systems and we control who has access to this information (using both physical and electronic means). Our staff receive data protection training and we have a set of detailed data protection procedures which they are required to follow when handling personal data.
b) Payment security
We do not currently accept direct card payments.
c) Data retention policy
We will only use and store information for as long as it required for the purposes it was collected for. We frequently review what information we hold, and delete what is no longer required.
7. Your rights
We respect your right to control your data. Your rights include:
a) The right to be informed: This privacy notice outlines how we capture, store and use your data. If you have any questions about any elements of this policy, please contact us.
b) The right of access: If you wish to obtain a record of the personal data we hold about you, through a Subject Access Request, we will respond within one month.
c) The right to rectification: If we have captured information about you that is inaccurate or incomplete, we will update it.
d) The right to erasure: You can ask us to remove your personal details from our records.
e) The right to restrict processing: You can ask us to stop using your personal data.
f) The right to data portability: You can ask to obtain your personal data from us for your own purposes.
g) The right to object: You can ask to be excluded from marketing activity.
h) Rights in relation to automated decision making and profiling: Not applicable, as we do not currently utilise or plan to utilise such methods.
For more information on your individual rights, please see the Information Commissioner’s Office.
8. Making a complaint
We aspire to high professional standards in all of our business activities, however, we accept that there may be times when we do not meet our own high standards. When this happens, we want to hear about it, in order to deal with the situation as quickly as possible and put measures in place to stop it happening again.
If you have any form of complaint, please make contact using your preferred means of communication via the contact details given in Section 10 (Getting in touch).
We take complaints very seriously and we will ensure that:
- Everyone in our organisation knows what to do if a complaint is received;
- All complaints are investigated fairly and in a timely manner;
- Complaints are, wherever possible, resolved and that relationships are repaired;
- We learn from complaints and feedback to help us to improve what we do.
Confidentiality All complaint information will be handled sensitively, in line with relevant data protection requirements.
Responsibility Overall responsibility for this policy and its implementation lies with the Acer Ecology Manager (Paul Hudson).
Information Commissioner’s Office
For further assistance with complaints regarding your data, please contact the Information Commissioner’s Office, whose remit covers the UK.
- Via post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, SK9 5AF
- Via telephone: 0303 123 1113
- Via Email: email@example.com
9. Leaving our website
We are not responsible for the privacy practices or the content of any other websites linked to our website. If you have followed a link from our website to another website you may be supplying information to a third party.
10. Getting in touch
- Via post: Acer Ecology Ltd, Unit 4, Crichton House, 11-12 Mount Stuart Square, CF10 5EE.
- Via telephone: 02920 650 331
- Via Email: firstname.lastname@example.org