How your personal details are processed and protected
We are committed to keeping the details of our members and supporters safe.
1. Who are we?
Coast Care adopts the policies of our project partner; Northumberland Wildlife Trust, which is a registered charity (charity number 221819) and a company limited by guarantee (company number717813) with offices at St Nicholas Park, Jubilee Road, Gosforth, Newcastle upon Tyne NE3 3XT. Our website is
2. Our commitment to you
We have legal obligations to you under the current Data Protection Act 1998 (DPA) and the EU General Data Protection Regulation (GDPR). We work under the guidance of the Information Commissioner’s Office (ICO), an independent body set up to uphold information rights (
www.ico.org.uk). We also have obligations to you as a supporter and value your trust highly.
We will never sell your personal data. There may be occasions when we share information with project or event partners, but we will always ask for specific consent at the point when you give your information.
COAST CARE is defined as the data controller. With your permission, as outlined in this policy, we determine why and how your personal data is used.
A data processor is a person or organisation that processes your data on our behalf. This includes better Impact, the owner of the software system we use to host and maintain volunteer records. When we work with organisations like this, we have a written contract with them to protect your data. You will never hear from them independently. We always send your data to the data processors securely.
Office hours are Monday to Friday 9am -5pm.
3. Why do we collect your personal data?
We use your personal data to keep in touch with you. We will only ever collect, store and use your personal data when we have an identified purpose and reason to do so. This includes:
a) To enable you to volunteer with us
If you are an COAST CARE volunteer, we collect your personal data so that we can keep you engaged with the volunteering programme, including information on:
As defined by the ICO, the lawful basis for processing your data for these purposes is ‘contractual’.
b) To send you information about our work and ask for your opinion
We also collect your personal data so that we can send you information about our work that we feel will be of interest to you. This includes your membership magazine, e-newsletters, fundraising appeals, events, campaigning opportunities, services, products, newsletters, feedback, competitions and other activities, as well as information from other carefully selected organisations that we work in partnership with such as Vine House Farm's bird seed catalogue. From time to time, we may also use your personal data to ask for your opinion about our work.
This information is in addition to that outlined in sections a), b) and c) and is defined as 'direct marketing' by the ICO.
Your personal data also helps us to get to know you better and to develop a ‘profile’ of you on our secure supporter databases. This enables us to tailor information in a timely and relevant way to suit you. For example, keeping track of the donations you make to our organisation helps us to send you information about fundraising appeals that we feel you would like to hear about. Likewise, keeping a record of your wildlife interests that you may tell us about in one of our surveys, helps us to send you invitations to events you might like.
As defined by the ICO, we use two different lawful bases for processing your data for 'direct marketing' purposes:
This is where we have identified a genuine and legitimate reason for contacting you, which does not override your rights or interests. We use legitimate interest to send you the information listed above by
post or telephone (if you are not registered with the Telephone Preference Service, and you have given us your telephone number).
This is where you have given us express permission to contact you by particular communication channels. We use opt-in consent to send you the information listed above by
email, text message (SMS) or telephone (if you are registered with the Telephone Preference Service)
We respect your right to update the way we get in touch with you about our work at any time.
4. What personal data we collect and how we use it?
The details we collect consist of information such as your name, postal address, email address, telephone or mobile number and bank account details, if you are supporting us financially.
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, through an email or application form. Occasionally we obtain information, such as your telephone number or other contact details, from external sources (but only where you have given permission for such information to be shared).
We also collect information about you that helps us to get to know you better. This may include:
Occasionally we also obtain data from external sources. For example, we may check against Royal Mail’s National Change of Address database to ensure that the address we have listed for you is up to date. We may also collect demographic and consumption data generated through geodemographic tools (such as CACI Acorn). If you do not wish your data to be collected in any of these ways, please contact us.
Sensitive personal data
We do not normally collect or store sensitive personal data (such as information relating to health, beliefs or political affiliation) about supporters and members. However, 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.
For example, if you are a volunteer then we may collect extra information about you, such as:
We may also collect sensitive personal data if you have an accident on one of our reserves or places managed by us. This information will be retained for legal reasons, for safeguarding purposes and to protect us (including in the event of an insurance or legal claim). If this does occur, we’ll take extra care to ensure your privacy rights are protected.
Children and young people
We do not collect, store or process personal details for children under 13 unless we have express permission from a parent or guardian to do so. A parent/guardian consent form is required for volunteers aged under 18.
Other ways in which we collect personal data to get to know you better include:
COAST CARE website
Our website uses ‘cookies’ to help provide you with the best experience we can. Cookies are small text files placed on your computer or mobile when you visit a website.
Our cookies help us:
Information supplied in cookies also allows us to measure the effectiveness of online marketing campaigns. This enables us to ensure any money we spend on digital marketing gives us a good return on investment.
You can find more general information about cookies at:
www.allaboutcookies.org and www.youronlinechoices.eu.
For a video about cookies visit
5. Storing Information
All of the personal data we process is processed by our staff in the UK. However, for the purposes of hosting COAST CARE’s website, your information is situated outside the European Economic Area (EEA) in the USA. This is done in accordance with guidance issued by the Information Commissioner’s Office.
Similarly, volunteer records are stored and maintained outside the EEA, in Canada, using the company Better Impact, with information processed in a manner compliant with the ICO guidelines and the GDPR.
Electronic data and databases are stored on secure computer systems and we control who has access to information (using both physical and electronic means).
At present COAST CARE does not use any electronic payments. Should this change in the future this policy will be amended accordingly
Some of our premises have CCTV and you may be recorded when you visit them. CCTV is there to help provide security and to protect both you and COAST CARE. CCTV will only be viewed when necessary (for example, to detect or prevent crime) and footage is only stored temporarily. Unless it is flagged for review CCTV will be recorded over.
COAST CARE complies with the Information Commissioner’s Office CCTV Code of Practice, and we put up notices, so you know when CCTV is in use.
Data retention policy
We will only use and store information for as long as it required for the purposes it was collected for. We continually review what information we hold, and delete what is no longer required. For example, we will keep a record of donations for at least seven years (HMRC rules).
For volunteers, personal information will be removed and the record anonymised (for historical analysis) once there is a lapse of 3 years since either the volunteer or COAST CARE has accessed their record.
If you ask us to stop sending you marketing materials, we will keep a record of your contact details and appropriate information to enable us to comply with your request not to be contacted.
Where you contribute material to us, for example in response to a particular campaign or on a survey, we will only keep your content for as long as is reasonably required for the purpose(s) for which it was submitted.
6. 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 erase
You can ask us to remove or randomise 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 direct marketing activity.
h) Rights in relation to automated decision making and profiling
We respect your right not to be subject to a decision that is based on automated processing.
For more information on your individual rights, please contact the Information Commissioner’s Office.
7. Contact us
Making a complaint
We want to communicate with you in ways that you are happy with, and to provide you with information that is of interest. We take complaints very seriously. If you wish to change how we communicate with you, or update the information we hold, then please contact our Data Controller:
All complaint information will be handled sensitively, in line with relevant data protection requirements.
Overall responsibility for this policy and its implementation lies with the Director of Finance and Central Services.
Information Commissioner's Office
For further assistance with complaints regarding your data, please contact the Information Commissioner's Office, whose remit covers the UK.
Information Commissioner’s Office
Telephone: 0303 123 1113
We update this policy periodically. Last update: 09 July 2018
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