Privacy Policy

This includes:

• The information you tell us about yourself.
• Information we learn about you through having you as a supporter or customer or partner, employee, volunteer or service user.
• The choices you give us about what marketing or information about the charity you want us to provide to you.

This notice explains how we do this, and tells you about your privacy rights and how the law protects you. This notice may change from time to time, so please check our website occasionally to ensure that you are happy with any changes

Who we are

Pembrokeshire Coast National Park Trust was created as a Charitable Incorporated Organisation on the 20th July 2018.

You can find out more about us on the Charity Commission’s website.

If you have any questions, or want more details about how we use your personal information, you can contact us on 01646 624 909 or email support@pembrokeshirecoasttrust.wales.

How the law protects you

Your privacy is protected by law and this section explains how that works.
We set out how we meet accountability measures in the law and how we keep your information safe in our Data Protection Policy.

Your rights

Under data protection regulations you have the following rights:

1. The right to be informed
2. The right of access
3. The right to rectification
4. The right to erasure
5. The right to restrict processing
6. The right to data portability
7. The right to object
8. Rights in relation to automated decision making and profiling.

The lawful basis of processing influences which rights are available to the individual.

Proper reasons (lawful basis) for using your personal data

Data Protection law says that we are allowed to use personal information only if we have a proper reason (lawful basis) to do so. This includes sharing personal information with others outside the Charity.

The law says we must have one or more of these reasons:

To fulfil a contract we have with you, or

• When it is our legal duty, or
• When it is in our legitimate interest, or
• When you consent to it.
• A legitimate interest is when we have a business or commercial reason to use your information.

There are additional reasons (lawful basis) that the Charity must meet when processing special category data.

The data we collect

We may collect personal information about you or your business from these sources:

Data you give to us:

• When you donate to us
• When you complete a form expressing an interest to hear more or support the Charity.
• When you talk to us on the phone, e-mail or send us a letter
• When you use our website
• In emails and letters
• When you make a purchase or enter into a contract with us
• When you sign up to become part of a network or group we facilitate
• In insurance claims or other documents.

Data we collect when you use our services:

• Payment and transaction data
• Online profile and usage data. This includes the use of cookies when you access our website
• Usage and engagement data for services.

Data from third parties we work with:

• Organisations that sign post you to us
• Project partners
• Insurers
• Social networks
• Fraud prevention agencies
• Land agents
• Public information sources such as Companies House
• Agents working on our behalf.

The information we collect from you and what it is used for:

Trustees

What we use your personal information for	Our Reasons	Our public tasks or legitimate interests
Keeping in contact with you and providing you with information to fulfil your role	Our Charitable Objects Our Legal Obligations Legitimate Interest	Effective Governance of the Charity
Processing Expenses Payments	Our Charitable Objects Our Legal Obligations Legitimate Interest	Remuneration of Trustees

Volunteers

What we use your personal information for	Our Reasons	Our public tasks or legitimate interests
Processing your volunteer application	Our Charitable Objects Our Legal Obligations Legitimate Interest	Effective Governance of the Charity
Keeping in contact with you	Legitimate Interest	Volunteers are kept up to date with opportunities
Tailoring volunteering experiences and making reasonable adjustments	Our Charitable Objects Our Legal Obligations Legitimate Interest Consent – in relation to health data	Increasing access to volunteering opportunities. Fulfil requirements under the Equality Act 2010.
Health and Safety	Our Legal Obligations
Equality Monitoring	Our Legal Obligations	Fulfil requirements under the Equality Act 2010

Service Users and Partners – Across Services

What we use your personal information for	Our Reasons	Our public tasks or legitimate interests
Liaising with relevant contacts for rights of way and conservation management	Our Charitable Objects Our Legal Obligations Legitimate Interest	Fulfilling Our Charitable Objects Effective delivery of services.

Customers, Suppliers and Contractors

What we use your personal information for	Our Reasons	Our public tasks or legitimate interests
Processing Payments – including getting in contact with you about it if needed	Contract Our Legal Obligations Legitimate Interest	Effective Processing of Payments
Manage our relationship with you or your business	Legitimate Interest Our Legal Obligations Legitimate Interest	Effective supplier, customer and contractor relationships
Assessing Tenders	Our Legal Obligations
To carry out our obligations arising from any contracts entered into by you and us	Fulfilling Contracts
Information required for financial auditing requirements	Our Legal Obligations

Engagement (including online) and Marketing

What we use your personal information for	Our Reasons	Our public tasks or legitimate interests
Keeping in touch with information about the charity	Consent – when you sign up to a mailing list	Promoting Special Qualities of the Park
Analysing visits to our website	Legitimate Interest Consent – Cookie Policy	Enable us to analyse and improve website experience
Photos	Legitimate Interest Consent	Enable us to publicise and engage people with the work the Charity does

Supporters

What we use your personal information for	Our Reasons	Our public tasks or legitimate interests
Processing your donation	Our Legal Obligations Legitimate Interest	Fulfilling National Park purposes. Effective delivery of services.
Keeping in contact with you about opportunities to support the Charity	Consent

Governance and Accountability

What we use your personal information for	Our Reasons	Our public tasks or legitimate interests
Processing queries, comments, feedback and complaints you submit	Our Charitable Objects Legal Obligations Legitimate Interest	Fulfil the Charity’s objects

How long we keep your information for

We review our retention periods for personal information on a regular basis. We are legally required to hold some types of information for a set length of time for instance for claiming Gift Aid. We will only hold your personal information on our systems or on file for as long as is necessary for the relevant activity, or as long as is set out in any relevant contract you hold with us.

Who we share your personal information with

We may share your personal information externally with these organisations and for the following reasons:

Organisations	Our Reason
HM Revenue and Customs, Regulators and other Authorities	Auditing purposes, Fraud and crime detection
Pembrokeshire Coast National Park Authority	You have consented for data to be shared
People you agree to us sharing your data with	You have consented for data to be shared

How we use your personal information to make automated decisions

Currently we don’t use your information to make automated decisions. If this changes in the future we will update this section of the notice.

If you choose not to give personal information

We may need to collect personal information by law, or under the terms of a contract we have with you.

If you choose not to give us this personal information, it may delay or prevent us from meeting our obligations. It may also mean that we cannot perform tasks related to a service you are looking to access.

Any data collection that is optional would be made clear at the point of collection.

Consent and withdrawing consent

Where individual consent is needed to process personal information we will make you aware. Consent will not generally be a precondition of signing up to a service.

You can withdraw your consent at any time. Please contact us if you want to do so at support@pembrokeshirecoasttrust.wales

If you withdraw your consent, we may not be able to provide certain information or services to you. If this is the case, we will tell you.

How to get a copy of your personal information

You can access the personal information that we hold about you by writing to us and sending the request to the address below:

Director
Pembrokeshire Coast National Park Trust
Llanion Park
Pembroke Dock
Pembrokeshire
SA72 6DY

Or e-mailing it to: support@pembrokeshirecoasttrust.wales.

Letting us know if your personal information is incorrect

If we hold information about you, you can ask us to correct any mistakes by contacting us at support@pembrokeshirecoasttrust.wales, phoning us on 01646 624808 or writing to us. We will take reasonable steps to check the accuracy of the data we hold and correct it.

What if you want us to stop using your personal information?

You have the right to object to our use of your personal information, or to ask us to delete, remove, or stop using your personal information if there is no need for us to keep it.

There may be legal or other official reasons why we need to keep or use your data. But please tell us if you think that we should not be using it.

We may sometimes be able to restrict the use of your data. This means that it can only be used for certain things, such as legal claims or to exercise legal rights. In this situation, we would not use or share your information in other ways while it is restricted.

You can ask us to restrict the use of your personal information if:

• It is not accurate
• It has been used unlawfully but you don’t want us to delete it.
• It is not relevant any more, but you want us to keep it for use in legal claims.
• You have already asked us to stop using your data but you are waiting for us to tell you if we are allowed to keep on using it.
• If you want to object to how we use your data, or ask us to delete it or restrict how we use it or, please contact us at support@pembrokeshirecoasttrust.wales.

Cookies

About cookies

Cookies are files, often including unique identifiers, that are sent by web servers to web browsers, and which may then be sent back to the server each time the browser requests a page from the server.
Cookies can be used by web servers to identity and track users as they navigate different pages on a website, and to identify users returning to a website.
Cookies may be either “persistent” cookies or “session” cookies. A persistent cookie consists of a text file sent by a web server to a web browser, which will be stored by the browser and will remain valid until its set expiry date (unless deleted by the user before the expiry date). A session cookie, on the other hand, will expire at the end of the user session, when the web browser is closed.

About our cookies

When you use our website, a number of cookies are stored in your web browser. The new Privacy and Electronic Communications (EC Directive) (Amendment) Regulations 2011 (PECR), which came into force on the 26 May 2011, mean that we have to obtain your explicit consent before cookies are set.

This consent is obtained from an initial banner at the top of the home page.

We are also making information available about the nature of the cookies which we use on our website

The PECR legislation identifies one type of cookie, which is described as “strictly necessary” for the operation of the website, for which your consent as a user is not required. By implication, all other cookies are not “strictly necessary,” and your explicit consent for these will be required. The cookies used by our website are explained below.

1. Cookies which we consider to be “strictly necessary”

The Pembrokeshire Coast National Park Trust website does not use any “strictly necessary” cookies.

2. Other cookies

Use of our website will, at the moment, result in a number of other cookies being set.

2.1 Google Analytics: These are used by Google analytics software, and all our webpages use them. We use these to track how people use our website, and this helps us to make sure our content is relevant and up-to-date. Cookies with names beginning “__utm” are set by Google analytics and the data they hold is sent to Google.

More information on this can be found at Google Privacy Center and Cookies & Google Analytics

2.2 Twitter: Some pages include data from Twitter, and these will set additional cookies. Twitter may use both session cookies and persistent cookies to better understand how you interact with [their] Services, to monitor aggregate usage […] and web traffic routing on [their] Services…
For full details of Twitter’s use of cookies, see the Twitter Privacy Statement

2.3 Youtube: Some pages contain videos from Youtube, and these will set additional cookies. Youtube may use both session cookies and persistent cookies to better understand how you interact with [their] Services, to monitor aggregate usage […] and web traffic routing on [their] Services…
For full details of Youtubes’s use of cookies, see the Youtube Privacy Statement

For more information on the new legislation regarding cookies, see the Information Comissioner’s Office Guidelines (PDF).

For useful information on cookies including how they may be removed, see AboutCookies.org.

Below is a list of typical cookies which might be set during the use of our website. It is intended to be illustrative, and should not be considered comprehensive

Sending data outside the EEA

We will only send your data outside of the European Economic Area (‘EEA’) to:

• Comply with a legal duty.
• When data processors we use send data outside the EEA but have relevant safeguards in place.

If we or a processor we use do transfer information outside of the EEA, we will make sure that it is protected in the same way as if it was being used in the EEA. We’ll use one of these safeguards:

• Transfer it to a non-EEA country with privacy laws that give the same protection as the EEA. Learn more on the European Commission Justice website.
• Put in place a contract with the recipient that means they must protect it to the same standards as the EEA. Read more about this here on the European Commission Justice website,
• Transfer it to organisations that are part of Privacy Shield. This is a framework that sets privacy standards for data sent between the US and EU countries. It makes sure those standards are similar to what is used within the EEA. You can find out more about data protection on the European Commission Justice website.

16 or under

We are committed to protecting the privacy of children aged 16 or under. If you are aged 16 or under‚ please ensure you get your parent/guardian’s permission beforehand whenever you provide us with personal information.

How to complain

Please let us know if you are unhappy with how we have used your personal information. Please contact our Director on support@pembrokeshirecoasttrust.wales.

You also have the right to complain to the Information Commissioner’s Office. Find out on their website how to report a concern. Their helpline number is 0303 123 1113.